The processes that eat up your day don't always fit a standard product. Total Ops builds custom workflows around your operations — running on event-driven architecture, with AI and LLMs handling the judgement — so the repetitive work gets done without your team doing it all by hand.
5.0
WorkflowTo do
Chase 12 overdue invoices from last month
Today 09:00
WorkflowActioned
All 12 chased · 9 paid, 3 flagged for you
Today 09:02
Our Partnerships
Ensuring full business coverage.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Not on the list. Integration is still available.
Custom workflows
Built around the way your business works
Copying information between systems. Chasing documents. Assigning jobs. Pulling the same report every week. We map the steps that take up your team's time, connect the tools you already use and build a workflow to carry the task from trigger to completion — with your rules and approval points built in.
Customer & staff onboarding
A consistent onboarding process without the manual chasing and re-keying.
A new customer signs up or a new starter joins
Collects the required details and checks what is missing
Creates the records and assigns the next tasks
Intake formsCRMOnboarding checklist
Documents & data entry
Information moves from incoming documents into your tools, without repeated copy-and-paste.
A form, invoice or document arrives
Extracts the information your process needs
Checks it against your records and flags exceptions
DocumentsBusiness recordsValidation rules
Job routing & handovers
Work reaches the right person with the details they need to get started.
A new request is ready for the next team
Classifies the request against your routing rules
Creates the task with the relevant context attached
Request formsTeam responsibilitiesTask system
Reporting & reconciliation
Regular reports prepared without someone rebuilding them from scratch each time.
Your daily, weekly or monthly reporting schedule runs
Gathers the agreed data from your connected systems
Compares records and highlights gaps or mismatches
SpreadsheetsAccounting toolsReporting rules
Approvals & follow-ups
Approvals keep moving, while the decision stays with your team.
A purchase, quote or change needs a decision
Prepares the details and routes them to the approver
Follows up according to your agreed schedule
Approval rulesDecision makersProcess records
System updates & scheduled tasks
Your systems stay in step without someone checking and updating each one by hand.
A record changes or a scheduled task becomes due
Detects the change or starts at the agreed time
Updates the connected tools using your business rules
CRMExisting softwareSchedules
Stop wasting time. Start actioning your processes.
50+
Businesses we work with
5★
Google review rating
24/7
Workflows running around the clock
9h
Hours a week given back to your team
What it actions
Not another tool to manage. Less work to do.
Tailored
To your process, tools and team
Connected
Across the systems you already use
Controlled
By your rules and approval points
01Moves information between your tools without duplicate data entry
02Collects missing details and follows up on unfinished tasks
03Routes work to the right team with the context attached
04Prepares recurring reports and highlights exceptions for review
05Pauses for approval wherever you need a person to make the decision
06Keeps a record of the steps completed and flags anything that needs attention
How we work
Your process, mapped and put to work
We start with the operation that takes too much time, then build around the way you need it to run.
01
We meet with you to understand the task, who does it, which tools it touches and where the time goes. You show us the current steps, examples and the outcome you need.
02
We map the workflow together, including the information it needs, the rules it should follow and the points that must wait for your team's approval.
03
We build and test the connections using agreed examples. Your team reviews the results and we refine the workflow before it goes into everyday use.
04
Once it is running, we monitor the workflow and adjust it with you as your processes change. Start with one time-consuming task and expand where it makes sense.
SECTOR BY SECTOR
The Industries That Trust Us
Whatever you do, we learn how enquiries work in your world — then handle them exactly the way your customers expect.
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
44% more discovery calls
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
44% more discovery calls
Give us the process. Get back your time.
Tell us which operation keeps pulling your team away from higher-value work. We'll discuss how a custom workflow could take care of it.
Add your team's monthly wage bill and the hours they lose to manual processes each week.
Per week
£665
Per month
£2,880
Per year
£34,560
That's roughly 83 working days a year on manual admin, at an effective £55/hour. Most of it is work we can action for you.
Custom workflow FAQs
Before putting a process on autopilot
What can you build a custom workflow for?
Repeatable operations with clear inputs, steps and outcomes are a good starting point — onboarding, document collection, data entry, reporting, approvals and handovers. We review the process with you and explain what can be automated and what should stay with a person.
Does it have to start with a WhatsApp message or email?
No. A workflow can start from a form submission, a change in a connected system, a scheduled time or another agreed trigger. It is built around the process, not a single communication channel.
Can you work with the software we already use?
We check the connection options for your tools during the discussion. Where supported connections or APIs are available, we use them to move information and complete tasks. We'll explain any limitations before agreeing the build.
Can our team approve important steps?
Yes. We agree which steps can run automatically and which need review. Decisions involving sensitive information, spending or exceptions can be routed to the right person before the workflow continues.
What happens if something cannot be completed?
We agree how exceptions should be handled as part of the design, including who is notified and what context they receive. The workflow should flag a problem for attention rather than quietly leave an unfinished task.
Do you use AI in these workflows?
Yes. The workflow runs on event-driven architecture — a change in one of your systems, a form submission or a scheduled time fires the next step automatically, so nothing waits for someone to notice it. AI and LLMs handle the parts that need reading and judgement: extracting details from documents, classifying requests, drafting follow-ups and summarising results. Your rules and approval points decide what runs on its own and what waits for a person.
How much does a custom workflow cost?
We scope the process, connections, complexity and expected volume with you, then agree the build and ongoing costs before work starts. The aim is a workflow that makes sense for the time and work it can save your business.
WorkflowTo do
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive