Workflow automation for UK businesses that removes repetitive work - explained clearly, built transparently, and controlled by you.
Book a free consultationYou're told automation will save time and money. Then you discover:
Proprietary platforms trap you in monthly fees with no clear exit path. Your workflows become someone else's hostage.
"It just works" until it doesn't. When something breaks, you're stuck waiting for support instead of fixing it yourself.
One-size-fits-all tools that ignore how your business actually operates. You adapt to the software instead of the reverse.
We design workflow systems you can understand, modify, and control.
Built on open-source tools you can self-host if needed. No proprietary lock-in. Your workflows, your infrastructure, your choice.
Every workflow comes with clear documentation. You'll know what runs, when it runs, and why it's built that way.
We start with your process, then find the right tools - not the other way around. Technology serves the workflow, never dictates it.
Let's talk about what automation could mean for your business.
Start the conversationSystems built to solve real business problems - not technology for its own sake.
The problem: Manually researching prospects wastes hours. Cold outreach gets ignored. Qualified leads slip through the cracks.
Automated lead sourcing from business directories and web research. Intelligent scoring based on fit criteria. Personalized outreach that reads like it came from a human. Follow-up sequences that respect timing and context.
Result: More qualified conversations with less manual grunt work.
The problem: Repetitive questions eat up team time. After-hours enquiries sit unanswered. Response quality varies by who's available.
Multi-channel support workflows handling common requests automatically. Smart escalation when complexity requires human judgment. Conversation memory so customers don't repeat themselves. Office hours awareness for proper handoffs.
Result: 24/7 availability without burning out your team.
The problem: Late payments damage cash flow. Manual chase-ups feel awkward. Tracking who owes what becomes messy.
Automated payment reminders with graduated escalation. Integration with your accounting system. Pattern analysis to flag chronic late payers. Alert systems for overdue accounts.
Result: Faster payments without manual follow-ups.
The problem: Note-taking during consultations distracts from listening. Proposal writing takes hours. Action items get forgotten.
Automated meeting transcription and insight extraction. Proposal drafts generated from consultation notes. Human approval checkpoints before anything goes to clients. Document automation that maintains your brand.
Result: Focus on the conversation while the system handles documentation.
Let's review your workflow and identify where automation makes sense.
Book a free consultationProduction-ready automation solving real business problems.
Challenge: Manual lead research taking 20+ hours per week. Low response rates on cold outreach. Qualified prospects falling through gaps.
Automatically sources leads from business directories and web research. Scrapes company websites to understand business context. Scores each lead 1-10 based on automation readiness signals. Generates personalized outreach that references specific pain points. Manages multi-touch follow-up sequences with intelligent timing.
Multi-source data aggregation with web scraping fallback logic. Conversation memory system that reads previous email exchanges. Auto-reply detection to avoid wasting effort on out-of-office responses. Google Sheets state management with real-time Telegram alerts for hot leads.
12-18% email reply rate (industry average: 2-5%). Zero duplicate outreach. Complete audit trail of every interaction.
Challenge: Support requests piling up outside business hours. Inconsistent response quality. No visibility into unresolved issues.
Handles enquiries across multiple channels (currently Telegram, expandable to WhatsApp and web chat). Assigns one of four personas based on query type - technical, empathetic, professional, or concise. Maintains conversation memory so customers never repeat themselves. Escalates to humans when complexity demands judgment. Respects office hours for appropriate handoff messaging.
Dynamic persona assignment based on customer profile and query analysis. Knowledge base integration with company documentation. Human-in-loop approval workflow with Telegram notifications. Sheet-based conversation history for context preservation.
24/7 coverage without team burnout. Zero missed enquiries. Consistent brand voice across all interactions.
Challenge: Invoices sitting unpaid for 45+ days. Manual chase-ups feeling awkward. Poor visibility into who owes what.
Monitors invoice due dates automatically. Sends graduated reminder sequences - polite first contact, firmer second reminder, final notice before escalation. Adapts message tone based on reminder stage. Tracks payment patterns to flag chronic late payers.
Date calculation logic for intelligent reminder timing. Email automation with template selection based on urgency. Sheet-based tracking of reminder history. Alert system for accounts requiring manual intervention.
Reduced average days outstanding from 45 to 28. Improved cash flow predictability. Professional collection process without manual effort.
Challenge: Note-taking during consultations splits attention. Proposal writing taking 3-4 hours per client. Action items getting lost between meetings.
Transcribes consultation recordings using speech-to-text processing. Extracts pain points, requirements, budget signals, and objections from transcripts. Generates proposal drafts incorporating discussion context. Routes drafts through human approval before client delivery. Converts approved proposals to professional Google Docs automatically.
Whisper API for audio transcription. Structured data extraction from unstructured conversation. Dual-AI comparison for proposal quality (OpenAI + Gemini). HTTP-to-Google-Docs conversion without plugins. Telegram approval workflow with human checkpoints.
10 hours per week saved on proposal writing. Faster client turnaround. No missed follow-up actions.
Some automation is best understood when you see it running.
Book a system walkthroughWorkflow automation built for understanding, not mystery.
SMOSYN Digitals began in 2019 as a digital services business in Nigeria, helping customers access services through WhatsApp and Facebook. As demand grew, so did the need for better systems.
Traditional developers proved too expensive or uncommitted to the vision. The choice was clear: build it ourselves.
That self-taught approach evolved into something bigger when workflow automation and intelligent systems became accessible. What started as solving our own operational problems became a consultancy helping other businesses do the same.
Now based in Wales, we help UK businesses compete with larger organizations through workflow automation they can understand and control.
We believe automation should be transparent, owned, and used responsibly.
We specialize in n8n workflow automation, building systems that integrate your existing tools without forcing platform changes. Our technical foundation includes multi-system integration, intelligent workflow design, and production-grade error handling.
We measure success by time saved, processes improved, and systems that actually get used - not by how impressive the technology looks. Our workflows are designed to solve real operational problems, not showcase technical capability.
We build on open-source tools you can self-host if needed. No vendor lock-in. No hidden fees. No proprietary platforms holding your workflows hostage. You own what we build.
We serve UK small and medium businesses, particularly those who:
Teams spending hours on repetitive work that software should handle. Automation seems promising but previous attempts failed or became too expensive.
Businesses burned by vendor lock-in or black-box solutions. They need workflows explained, documented, and owned - not rented indefinitely.
Organizations willing to invest properly in automation that scales. They understand that cheaper isn't always better if it means starting over later.
Automation isn't one-size-fits-all. Let's find what works for your business.
Book a free consultationClear answers to help you decide if automation makes sense for your business.
Tools solve individual problems. Workflows connect tools together to automate entire processes. For example, a CRM tool stores customer data. A workflow automation system can monitor that CRM, trigger follow-up actions based on customer behavior, update other systems automatically, and alert team members when intervention is needed - all without manual coordination.
Projects range from £1,500 to £5,000 depending on complexity. Simple workflows (automated email sequences, basic data sync) sit at the lower end. Multi-system integrations with custom logic cost more. We provide transparent pricing with no hidden fees. Ongoing costs depend on your hosting choice - self-hosted infrastructure keeps monthly expenses minimal (typically £20-100 for service usage), while managed hosting starts at £150/month.
It depends on your hosting choice. If you self-host using open-source tools, ongoing costs are minimal - mostly usage fees for third-party services (email sending, data processing, etc.). If we host and maintain it for you, we charge a monthly maintenance fee starting at £150. Either way, you own the workflows and documentation.
We document everything and provide training so you can handle basic changes yourself. For complex issues or updates, we offer support packages starting at £75/hour or monthly retainers. If we host your system, maintenance is included in your monthly fee. You're never stuck waiting for help you can't get.
Simple workflows: 1-2 weeks. Medium complexity (lead generation with CRM integration, customer support automation): 3-4 weeks. Complex multi-system workflows: 6-8 weeks. We work iteratively, showing progress weekly so you see results before everything is finished.
No. We build systems that handle repetitive tasks so your team can focus on work that requires judgment and creativity. For example, automation can draft responses to common customer questions, but a human reviews and approves them before sending. Think of it as giving your team an efficient assistant, not eliminating their roles.
You keep everything. All workflows, documentation, and access credentials are yours. We don't lock you into proprietary platforms. You can take over management yourself or hire another consultant to maintain it. This is built into how we work from day one.
No. We build systems that run in the background or integrate with tools you already use. If you want to make changes yourself, we provide training - but it's not required for day-to-day operation.
Most likely, yes. If your software has an API (most modern tools do), we can connect it. Common integrations include CRMs, accounting software, communication tools, and marketing platforms. During our initial consultation, we review your current tools to confirm compatibility.
We follow best practices: encrypted connections, minimal data retention, and UK GDPR compliance. You control where your data is stored. We never share client data with third parties without explicit permission. If you self-host, you have complete control over data security policies.
We're specialized, transparent, and built for SME budgets. Larger agencies often use proprietary platforms (vendor lock-in) and charge enterprise rates. We use open-source tools, document everything, and price for small business reality. You get personal attention from someone who understands your constraints, not a junior consultant following a template.
Let's talk through your specific situation.
Book a free consultationBook a free consultation or send us a message.
Schedule a 30-minute call to discuss your automation needs.
View calendar and bookNote: Calendar integration pending - will be connected to live booking system
Note: Form will be connected to automated workflow system
Email: info@smosyn.co.uk
Based in: Wales, United Kingdom
Service area: UK-wide