Services / AI and processes

Business process automation that takes over the repetitive work

We connect the repeating steps into automations that hold up, so there is less manual work, a shorter response time and a clearer view of the data.

The saving is measured in hours
You rarely have to replace the software you already run
We start with one process
Tell us what repeats →See digitalization as well
Business process automation with n8n, Make and Zapier
90 hoursless manual work per month at one client
11 yearsof work on the web
4team certifications, including n8n
5,0average rating on Google and Primerjam.si

Trusted by companies across the US, the EU and the UAE

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Case · process automation

An agency: 90 hours less retyping per month

  1. Starting point

    Every week, data was retyped between systems because none of them talked to each other. Roughly 90 hours a month in total.

  2. What we did

    We wrote down the tasks, connected the systems and automated the transfer. People stayed on approvals and exceptions.

  3. Result

    Same people, same workload, no more retyping. The saving comes from timing the tasks before and after, not from an estimate.

90 hoursless manual work per month
samepeople on the team
samevolume of work
0records retyped between systems

We do the same inventory at your company: the task, how many hours it takes, and how many are left afterwards. Read the case study →

What repeats at your company every week

Four sentences we hear almost every week

Nobody calls because they want automation. They call because something takes hours out of every week that could be spent elsewhere.

01

We repeat the same work every week

Retyping between systems, manual reports, copying data. Nobody adds those hours to the cost of anything.

02

We answer the same questions

Opening hours, shipping cost, where my order is. Every day again, by hand.

03

The same mistakes keep happening

Wherever a person retypes data, sooner or later they get it wrong. We notice at the customer, not before.

04

It all depends on one person

One person knows the process. When they are away it either stops or gets done wrongly.

If one of those sounds familiar, we deal with it on the intro call: fifteen minutes, no obligation.

Book an intro call →

Four steps to a process that runs itself

  1. Inventorywhat repeats, and how often
  2. Selectionwe do not automate everything
  3. Pilota few days alongside the manual work
  4. Handoverwith documentation of how it works

What we automate and what we do not

AI and process automation without the permanent manual work

Business process automation, often called AI automation, starts at one specific bottleneck. We map the path the data takes, connect the tools you already run through APIs, n8n, Make or Zapier, and where it helps we add an AI assistant for the site, for support or for capturing inquiries. When the process is not in any system yet, the step before this is business digitalization, because automating a manual process only repeats the same mistake faster.

Process analysis and automation
Integrations between business tools
Automations on n8n, Make and Zapier
Data moved between systems
Automatic reports and alerts
Documentation and failure monitoring
Tell us what repeats →

From the inventory to a process that runs itself

Four steps from the inventory to a process that runs itself

  1. 1

    Inventory

    We write down what is genuinely done by hand and how often per week. The surprise is nearly always how many hours go into copying from one window into another.

  2. 2

    Choosing what is worth it

    We do not automate everything. We take what repeats, has clear rules and costs you the most time. The rest is left alone.

  3. 3

    Build and pilot

    We build the process and run it alongside the manual work for a few days, so you can see it works before you rely on it.

  4. 4

    Handover and oversight

    You get documentation of how it works and what to do if it stops. We do not sell a black box only the vendor can open.

If the inventory shows automation is not worth it, we say so before the proposal.

If it is not worth it, we say so →

Why automation is not magic

Automation does not fix a bad process

If a process makes no sense, automating it makes it senseless and fast. So we write it down first, rework it where needed, and only then automate.

Automation also does not work without somebody on your side who owns it and says where it snags. A system nobody watches dies within three months.

When the process is not in any system at all, the step before automation is business digitalization. Automating a manual process only repeats the same mistake faster.

What gets automated most often

  • Retyping datafrom one window into another
  • Replies and remindersalways the same text
  • Invoices and documentscreated automatically
  • Reportsthat arrive without being built

What sets the price

What automation costs depends on this

Work is billed at 35 EUR per hour or by proposal. How many hours a process takes is decided by the points below, which is exactly why we run the inventory before quoting.

The form below asks about exactly these things. The more you tell us, the more precise the proposal will be.

Fill in the inquiry →

The exact figure for your case arrives within a day of the call, itemized and with no hidden costs.

Book an intro call →

Why Aithena

Five reasons, and the first is that we do not sell automation blind

Automation is the one service where the saving is measured in hours and can actually be checked.

01

90 hours a month is measured, not estimated.

At one client, process automation removed roughly 90 hours a month. That figure comes from timing the tasks before and after, not from an estimate made in a meeting.

02

We map first and automate second.

The first step is writing down who does what, how often and how long it takes. Automating the wrong process just creates the same mess faster.

03

We say what is not worth automating.

A task that happens twice a month and takes ten minutes is not worth automating. We say so before the proposal, even when a bigger proposal would suit us.

04

The solution stays yours and stays readable.

Automations run in your accounts, with documentation and an explanation of what happens if they stop. We do not want to be the only ones who know how it works.

05

A person stays where a person has to stay.

A quote going to a customer and a reply that carries responsibility are reviewed by a person. We automate the preparation and the transfer of data, not the judgment.

On the intro call we write down two or three tasks you repeat every week and say how much time you would actually save.

Book an intro call →
Aithena is reliable, knows the subject, and is full of fresh ideas. Problems get thought through.
Boris DolinšekBovian Plus

What you receive

After the work the repetitive work is done by the system.

We start with the one task that costs you the most time and carry it through without any retyping.

01

Immediately

Steps recorded, and the first one chosen

We look at where the work repeats and pick the one with the largest saving.

02

During the work

The systems you already run, connected

We do not replace software unless we have to; we connect what is already there.

03

At handover

A task with no routine retyping left in it

What remains is a documented process, visibility of failures, and time spent somewhere else.

Book an intro call →

Fit

Let us also say when it is not worth it

We would rather tell you openly when a service is not right for you than have you spend money on something that will not work.

Good fit

Worth doing if

  • you repeat the same work every week
  • data is retyped between programs
  • the team is small and every hour counts

Wrong timing

Wait if

  • the process has not settled yet
  • the saving would be smaller than the cost of automating it
  • the software allows no integration at all

Questions

Short and clear answers

Answers to the questions we hear most often before an engagement starts.

Question not on the list?

Book a call →+386 70 743 718info@aithena.co

It is connecting tasks, data and tools so the repeating steps run automatically, traceably and with fewer mistakes.

The first candidates are repeating processes with clear rules: handling inquiries, notifications, moving data, reports and sorting requests.

Yes. It can answer common questions, capture an inquiry or help with support. The scope is set by what knowledge sources exist and what safeguards are needed.

Depending on the case, API connections and platforms such as n8n, Make or Zapier. The choice depends on security, cost and complexity.

At one client we removed roughly 90 hours a month, but the figure depends entirely on how much repetition you actually have. On the intro call we record two or three tasks and give you a concrete estimate.

You get documentation, an explanation of what happens on failure, and an alert when something snags. We do not want to be the only ones who know how it works.

No. We automate the preparation and the transfer of data, not the judgment. A quote going to a customer and a reply that carries responsibility are still reviewed by a person.

The price depends on the number of processes, the tools that have to be connected, and whether the data has to be sorted out first. You receive an itemized proposal the same or the next working day after the call. Indicative prices for every service are on the price list.

From our blog

Before you hire, look at what can be automated

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Seven practical ways to respond faster with less manual work.

Read it →

Book a call

Tell us where you are and we will set up a call

The intro call takes about fifteen minutes. We look at your situation and say what is worth doing first.

You receive an itemized proposal the same or at the latest the next working day after the call, not a week later with different numbers. If we judge that the service is not worth it for you, we say so before the proposal.

  • We reply every day between 9:00 and 21:00 Central European Time
  • No lock-in and no subscription to talk
  • If we cannot help you, we say so straight away

Prefer to call? +386 70 743 718, WhatsApp or info@aithena.co

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