Business process automation for quoting, onboarding and admin
Automation that fits the way work actually happens.
Business process automation takes a repeatable process and runs the handoffs without someone retyping the details or remembering the next step. We map how the work actually happens, then automate the parts that follow a rule.
Who this is for
Owners and operations managers in service businesses who can point at a process and say the team still does it by hand. 23Labs is based in Melbourne and does this work remotely for businesses across Australia and New Zealand.
The same details get typed twice
A new client, a quote or a job is entered in one place and then copied into the next tool before anyone can act on it.
The process stops when one person is away
Quoting, onboarding, reporting or job allocation depends on someone remembering the steps, so the work queues when they are not there.
Follow-ups live in an inbox
Approvals, document requests and customer updates wait on a person to notice them, rather than moving when the previous step is done.
The manual work this removes
These are the operational problems service businesses describe when the admin has started to cost as much time as the work itself.
Quoting takes too long
Rates, job details and the last version of a quote are assembled by hand, so a request sits while someone builds an answer the business has given before.
Onboarding is a string of re-entry
Customer information arrives, then someone creates the project, the tasks and the internal records by copying from the CRM or the inbox.
Reporting is a monthly reconstruction
The numbers exist in the systems the team already uses, and someone still spends hours pulling them into a spreadsheet so management can see them.
What 23Labs automates
We automate the steps your team repeats: quoting, onboarding, reporting, job allocation, data entry, approvals and the handoffs between them. The systems you already use stay in place unless one of them is genuinely blocking the process.
When this is the right service
Choose business process automation when the steps are already predictable: if this happens, create that, notify this person, update this record. System integration is the right page when the problem is that two systems do not share the record. AI workflow automation is for a step where someone has to read or classify unstructured information. An AI agent is a task that looks information up and takes actions, and only where that is actually a better fit than a rule.
How a process automation engagement works
There is no fixed package and no published timeline. The sequence is the same each time: see the real process, separate the rules from the judgement, then automate only the rules.
Walk one real example
We follow a quote, a new client, a report or a job from start to finish, and note every retype, wait and handoff.
Separate rules from judgement
Steps that always happen the same way can be automated. Steps that need a person to decide stay with a person. We write that split down before building.
Automate against the tools you have
We implement the handoffs, reminders, task creation and updates on the systems the team already uses.
Run it on live work
We put real examples through the workflow, adjust what does not match how the team works, and leave a process someone else can follow.
Where this shows up
These are situations in transport and logistics, recruitment, and professional services. They describe the problem. They are not a list of completed projects. Published work is in the next section.
Quote requests worked out by hand, and jobs allocated from a list or a phone call because the plan sits with one dispatcher. The repeatable part is preparing the quote from information the business already holds, and moving the job on without a second copy of the details.
A new client or candidate still means someone copies the same details out of an email, and follow-ups depend on who remembers. Publishing the same vacancy to a website and a job board is a different problem: that is system integration, and Huntress Recruitment is the published example of it.
Client onboarding, chasing a proposal or a missing document, and assembling the same report each month. The closest published example is CorIT Tech, an IT services firm: the CRM stayed, and the handoff into project records was automated.
Published work
Two projects on this site are business process automation. Where a time figure is included, it is the figure the client reported.
CorIT Tech
CorIT Tech was transferring new-client information out of the CRM and into project records by hand. 23Labs automated that handoff so the relevant projects and tasks are created from the CRM, and the team is not retyping customer details. CorIT reported saving more than 10 hours of administrative work a month. After the initial onboarding automation engagement, CorIT Tech developed an ongoing relationship with 23Labs and became a white-label partner.
Read the projectAustralian real estate office
An Australian real estate office needed customer enquiries and property information to move without someone chasing the handoff. 23Labs improved the website and added workflow triggers so the right person is notified at the relevant stage. Follow-up is less manual, and outstanding actions are easier to see.
Read the projectFrequently asked questions
What is business process automation?
It is taking a repeatable process your team already runs, such as quoting, onboarding, reporting, job allocation or data entry, and making the handoffs happen without someone retyping or remembering the next step.
How is this different from AI workflow automation?
Business process automation is for steps that already follow a clear rule. AI workflow automation is for a step where someone has to read, extract or classify information that does not arrive in a fixed format. If the step is already predictable, a model is usually the wrong tool.
How is this different from system integration?
An integration moves a record between systems. Process automation is the sequence around that record: the check, the notification, the task and the handoff. Many projects include a connection. When the connection is the whole job, it belongs on the system integrations page.
Will we have to replace our current software?
Usually the tools stay. The point of most of this work is to keep the CRM, job system or inbox you already use and remove the manual steps between them. Replacing a system is only worth discussing when that system is what blocks the process.
How much does business process automation cost?
Custom software and automation projects typically start from A$2,500. Final pricing depends on the systems involved, complexity and scope. For a larger or more complex project, book an initial consultation. Scope still follows the process: how many steps, how many systems, and how many exceptions a person still handles.
How long does an engagement take?
There is no standard timeline on this page. A single handoff and a quoting process with several exceptions are different pieces of work. The sequence is to map the process, agree which steps run on their own, build them, and test them with real examples.
Do you work with businesses in New Zealand?
Yes. This work is delivered remotely for businesses in Australia and New Zealand. 23Labs is based in Melbourne and has no New Zealand office.
Show us the process your team repeats.
A walkthrough of quoting, onboarding, reporting or job allocation is enough to start. We will map what should happen on its own, and what should stay with a person.
Custom software and automation projects typically start from A$2,500. Final pricing depends on the systems involved, complexity and scope. For a larger or more complex project, book an initial consultation.