Arasaka / Chase
Attempt 2 of 3- Trigger
- INV-2309 overdue by 3 days
- Action
- Send approved reminder 2 of 3 via Outlook
- Human check
- Escalate to account owner after attempt 3
- Outcome
- Paid, or owner notified with full thread
AI automation for small businesses
Less chasing.
More getting done.
Give the repeat admin a system of its own. We automate invoice chasing, document requests and reporting across the tools your team already uses.
Start with a 30-minute call and a written workflow brief.
Your tools. Connected. Outlook · Excel · Xero · SharePoint
Automation that keeps you in control.
The real problem
The admin work that quietly costs you every week.
Most small businesses don’t need another platform. They need the loose ends between email, spreadsheets, files and finance software to stop depending on someone remembering.
- Due 07 May
Missed deadlines
The VAT return reminder lives in one person's head.
- 11 days late
Invoices chased late
INV-2309 is 11 days overdue and nobody has sent the second reminder.
- 1 of 3 missing
Client documents chased by hand
Three bank statements requested across four email threads. One is still missing.
Receipts and transactions copied between tools
Receipts arrive by photo, get typed into Excel, then re-keyed into Xero.
- Every Friday
Weekly reports rebuilt from exports
Friday's ops report is six CSV exports and two hours of pasting.
- No reply, 9 days
Follow-ups forgotten after quotes and calls
The quote went out on Tuesday. Nobody followed up.
06 loops weekly or monthly none need new software
Every one of these is the same shape: a trigger, a check, a message, a record. That shape is what we automate.
What we automate
Built around the way your team already works.
Pick the recurring job that creates the most friction. We map the whole loop, connect the systems you already use, and keep a person in control of the exceptions.
01Admin reminders and invoice chasing
Follow up without adding another task to the day.
Reminders go out on time, in your tone, from the mailbox you already use. Nothing is sent that hasn't been approved, and a named person is pulled in the moment a chase stops working.
- Before-due and after-due invoice reminders
- Companies House and HMRC deadline reminders
- Client follow-up sequences after quotes and calls
- Escalation to a named person after two attempts
- Tone-controlled, approved message templates
02Document requests
Request the missing file and keep the tracker current.
Year-end packs, onboarding forms and ID checks stall on the one document nobody has sent. We ask for it by name, chase it, and file it where the team expects to find it.
- Bank statements, receipts, ID and signed forms
- Contextual requests that name the exact document
- Missing-item tracking with reminders
- Received files named and filed in SharePoint/OneDrive
- Sensitive or unknown files held for review
Arasaka / Collect
1 item missing- Trigger
- Year-end pack missing ‘Bank statement — Mar 2026.pdf’
- Action
- Send request naming the document and deadline
- Human check
- Hold anything unexpected for review
- Outcome
- Filed to Clients/Acme/2026/Bank, tracker updated
03Expenses, receipts and data hygiene
Put files and data where the team expects to find them.
Receipts, inbox traffic and form submissions get read, categorised and written to the right place — Xero, the CRM, the shared drive — with anything unusual flagged instead of guessed.
- Receipt intake from email, photo and upload
- Expense categorisation and bank-transaction preparation
- Inbox routing to the right folder or person
- CRM and spreadsheet updates from forms and emails
- Duplicate and mismatch flags
Arasaka / Organise
Auto-filed- Trigger
- Receipt photo arrives in expenses@ inbox
- Action
- Extract, categorise, attach to Xero draft
- Human check
- Flag amounts over £250 or unknown suppliers
- Outcome
- Clean record ready for month-end
04Reporting
Turn recurring exports into a report people trust.
The Friday report stops being a Friday job. Sources are gathered on a schedule, totals reconciled, exceptions surfaced, and the same format lands in the same place every time.
- Weekly and monthly operations reports
- Sales and pipeline summaries
- Client status reports
- Exception logs (what's late, what's missing)
- Same format every time, with the source data attached
Arasaka / Report
Fri 07:00- Trigger
- Friday 07:00 reporting schedule
- Action
- Gather 6 sources, reconcile totals
- Human check
- Review flagged exceptions before release
- Outcome
- Report delivered 08:30 with evidence
05IT support — secondary
Support the systems every workflow depends on.
IT support that keeps the automation stack healthy. Microsoft 365, email, OneDrive and SharePoint, hosting, backups, devices and permissions — documented and maintained so the automations above keep running.
- Microsoft 365 and email setup
- OneDrive and SharePoint structure and permissions
- Websites and hosting
- Backups, devices and basic security
- Documented change plans
Arasaka / Support
Secondary- Trigger
- New starter or mailbox change
- Action
- Apply the documented change plan
- Human check
- Approve production access changes
- Outcome
- Stable service, clear ownership
How an automation runs
From missing documents to a complete file.
Follow an illustrative year-end document chase. Select a step to see what happens, which tool does the work, and where a person takes over.
Illustrative workflowAccountancy · Annual accountsOutlook / SharePoint / Teams
Step 01 / 07
Deadline detected
Year-end 31 Mar 2026; accounts due to Companies House 31 Dec 2026. Records request scheduled 90 days ahead.
Arasaka AI · Run recordHV-YE26
Practice list · Year ends02 Oct 2026
Hartley & Vance Ltd — year end 31 March 2026
- Client
- Hartley & Vance Ltd
- Year end
- 31 Mar 2026
- Accounts due
- 31 Dec 2026 · Companies House
- Records request
- 02 Oct 2026 · 90 days ahead
- Owner
- R. Okafor
Illustrative recordSheet 01 of 07
Explore at your own pace
Integrations
Keep the tools. Fix the handoffs.
Arasaka connects the systems already inside your business and adds the checks, logs and ownership that make a workflow dependable. Nothing gets replaced.
Check your stack
Send us the tools you use and we’ll tell you which handoffs can be automated first.
- Microsoft 365Suite
- OutlookEmail
- GmailEmail
- ExcelData
- OneDriveFiles
- SharePointFiles
- XeroFinance
- QuickBooksFinance
- CRM systemsCRM
- Websites & hostingWeb
- Works with your existing permissions
- No data leaves your tenant without approval
- Documentation and handover included
How we work
We map the admin loop before we automate it.
Start with a 30-minute call and a short workflow brief. If we work together, these are the four stages from understanding your process to running it reliably.
- Step 01: Discover
After your introductory call
See the whole workflow.
We walk the manual loop with the people who do it: the trigger, the handoffs, the exceptions and the parts that still depend on memory.
Typically one week
OutputWorkflow brief (1–2 pages)
- Step 02: Map
Make the rules explicit.
We agree what the automation handles, where a person approves, what the messages say and what happens when something goes wrong.
Typically one week
OutputApproved workflow map
- Step 03: Build
Connect the working parts.
We build around the tools you already use, test against real scenarios and document every step.
Typically two to four weeks
OutputTested workflow + documentation
- Step 04: Monitor
Run, watch, improve.
The workflow goes live with logs, a named owner and a clear route for support and iteration.
Ongoing
OutputLive system with monthly review
Trust and controls
Every workflow.
A human in control.
Clear rules, visible decisions and a way to pause. Built into the workflow from day one.
See where a person takes overHuman approval where judgement matters
Awkward emails, money and access changes wait for a person.
Clear logs for every reminder and follow-up
Who was contacted, when, with what, and what came back.
Escalation rules before things go wrong
Two attempts, then a named person. Never an endless loop.
Works with your existing permissions
Uses the access your team already has. Nothing broader.
Documentation and handover included
Every workflow is written down so it can be run without us.
Pause anything, any time
One switch per workflow. Nothing runs that you can't see.
IT support
IT support for the systems your automations rely on.
Automation only works when the foundations do. We look after them so the workflows above keep running.
- Microsoft 365 setup and supportLicences, users, mailboxes and Teams, set up properly and kept tidy.
- Email setup and migrationMoving mail to Microsoft 365 or Google Workspace without losing anything.
- OneDrive and SharePoint structureA folder structure people can actually find things in, with the right access.
- Websites and hostingDomains, DNS, hosting and small site fixes, handled quietly.
- Backups and recoveryMailboxes and files backed up, with recovery tested rather than assumed.
- Devices and deploymentsNew laptops set up, old ones wiped, everything on the same standard.
- Basic security and permissionsMFA, sensible sharing defaults and access reviewed when someone leaves.
- General support and documentationA named contact for everyday questions, with the answers written down.
Available on its own, but built to support the automation work rather than compete with it.
Ask about IT supportStart with one workflow
Find the admin loop worth automating first.
Bring one messy process. We'll map what's manual, what can be automated, and where your current tools can already do more. No pitch deck — a 30-minute call and a one-page workflow brief.
What happens next
- 01Tell us about one recurring task.
- 02We reply within one working day to book a 30-minute call.
- 03You get a written workflow brief, whether or not we work together.
Prefer email?
hello@arasakaai.comWorkflow audit requestReplies within 1 working day
