35 processes, ready to run — pick the ones for your business

Every supplier invoice checked against your rules and its purchase order before anyone pays it. Missing PO? It asks the supplier and waits.

1. Intake
2. Validate
3. Match PO
4. Follow up
5. Sign off
6. Pay task

Uses: Documents · Work · Mail

Collect W-9, insurance and bank details, check each document, chase what's missing, then activate the supplier.

1. Request
2. Intake
3. Validate
4. Follow up
5. Activate

Uses: Documents · Mail · Buy

A supplier or employee "changes their bank account"? Verify it through a known channel before a cent moves.

1. Intake
2. Validate
3. Verify
4. Sign off

Uses: Documents · Mail

Receipts and reports checked against your expense policy; exceptions routed to the right approver.

1. Intake
2. Validate
3. Route
4. Sign off

Uses: Documents · Mail

Requests routed by amount and category to the right person, then turned into a purchase order.

1. Intake
2. Route
3. Sign off
4. Create PO

Uses: Buy · Mail

Before each payment run: totals, duplicates and new bank details checked, and a person signs.

1. Consolidate
2. Validate
3. Sign off

Uses: Buy · QuickBooks/Xero

Incoming contracts and NDAs checked against your playbook, with the clauses that need a lawyer flagged.

1. Intake
2. Validate
3. Draft notes
4. Sign off

Uses: Documents · Drive

Collect and check new-hire paperwork (I-9, W-4, direct deposit), chase what's missing.

1. Request
2. Intake
3. Validate
4. Follow up

Uses: Documents · Mail

Reconcile the accounts, explain the variances and draft the close commentary for your review.

1. Consolidate
2. Analyse
3. Draft
4. Sign off

Uses: QuickBooks/Xero · Documents

Invoice from the won deal or the finished job, take card or ACH online, chase until paid, reconcile to your books.

1. Draft
2. Sign off
3. Send
4. Follow up
5. Reconcile

Uses: Billing · Stripe · Mail

Monthly plans and retainers invoiced and charged on schedule, with US sales tax calculated.

1. Monitor
2. Draft
3. Charge
4. Retry

Uses: Billing · Stripe

Overdue invoices get polite reminders on your schedule; stalled ones escalate to you.

1. Monitor
2. Follow up
3. Route

Uses: Billing · Mail

Declined cards retried at the right time, the customer asked to update their card, you told only if it sticks.

1. Monitor
2. Retry
3. Follow up
4. Route

Uses: Stripe · Mail

Quote from the deal, approval, e-sign, then the invoice and payment link go out on their own.

1. Draft quote
2. Sign off
3. Send
4. Invoice
5. Collect

Uses: CRM · Billing · Stripe

New customers on payment terms checked against your credit rules before the first order ships.

1. Intake
2. Validate
3. Route
4. Sign off

Uses: CRM · Documents

Every payout matched to its invoices and fees, with exceptions routed for a decision.

1. Consolidate
2. Validate
3. Route

Uses: Stripe · QuickBooks/Xero

CoCs, PPAP and material certs checked against the part spec before goods are released.

1. Intake
2. Validate
3. Route

Uses: Documents · Mail

Requests for quote pulled together from specs, costs and capacity into a draft for your sign-off.

1. Intake
2. Consolidate
3. Draft
4. Sign off

Uses: Documents · CRM

Buyers ask for lead times; the answer is drafted from your schedule and sent once you approve.

1. Intake
2. Consolidate
3. Draft
4. Send

Uses: Mail · Work

Customer POs checked against the quote — price, quantity, dates — and acknowledged or queried.

1. Intake
2. Validate
3. Follow up

Uses: Documents · Mail

From the non-conformance to a drafted 8D report with the evidence attached.

1. Intake
2. Analyse
3. Draft
4. Sign off

Uses: Documents · Work

Requests prioritised by urgency and skill, and turned into scheduled work orders.

1. Intake
2. Route
3. Create task

Uses: Work

Production, quality and downtime data pulled together, with the patterns explained.

1. Consolidate
2. Analyse
3. Draft

Uses: Documents · Drive

Engagement letter, KYC documents and access set up for each new client.

1. Request
2. Intake
3. Validate
4. Sign off

Uses: Documents · Mail

Monthly bank statements, receipts and payroll reports requested, checked and chased.

1. Request
2. Intake
3. Validate
4. Follow up

Uses: Documents · Mail · Drive

Per client: reconciliations, variance notes and the close pack drafted for review.

1. Consolidate
2. Analyse
3. Draft
4. Sign off

Uses: QuickBooks/Xero · Documents

Bills arriving for your clients checked, matched and queued for their approval.

1. Intake
2. Validate
3. Match
4. Sign off

Uses: Documents · QuickBooks/Xero

Unmatched transactions grouped, explained where possible, and queried with the client.

1. Consolidate
2. Route
3. Follow up

Uses: QuickBooks/Xero · Mail

The checklist per client, the reminders, and every document checked as it arrives.

1. Monitor
2. Follow up
3. Intake
4. Validate

Uses: Documents · Mail

Photo the supplier invoice; short deliveries and price errors against your order are flagged.

1. Intake
2. Validate
3. Follow up

Uses: Documents · Mail

What to reorder and how much, from what sells on which day.

1. Analyse
2. Draft order
3. Sign off

Uses: POS · Buy

Distributor prices side by side, with the cheapest supplier per item.

1. Consolidate
2. Analyse

Uses: Documents

Price and menu changes drafted for delivery apps and published when you approve.

1. Draft
2. Sign off
3. Publish

Uses: Delivery apps

Renewal dates watched and reminders sent well before anything lapses.

1. Monitor
2. Follow up

Uses: Mail

What sells when, and where stock goes missing, explained in plain words.

1. Analyse
2. Draft

Uses: POS