RAAIX Custom Automation: How We Work

Not every problem can be solved with off-the-shelf software.

Some workflows are unique to your practice, your clients, your process. Generic tools don't fit. Enterprise software is overkill. You need something built specifically for how you work.

That's where RAAIX custom automation comes in.

This guide explains exactly how we work: our process, what we build, how long it takes, what it costs, and whether it's right for you.

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What We Build

RAAIX custom automation creates bespoke systems that eliminate repetitive work and connect your tools.

Types of Projects

1. Workflow Automation

Eliminate repetitive tasks that eat up hours every week.

Examples:

• Automated change order approval process (read the case study →)
• Client onboarding workflow (from enquiry to first meeting)
• Project handoff process (from sales to delivery)
• Invoice generation and payment tracking
• Document generation and approval workflows

2. System Integration

Connect your existing tools so they actually work together.

Examples:

• Sync project data between Trello and Xero
• Automatically create invoices in QuickBooks from project milestones
• Update Google Sheets when CRM records change
• Send Slack notifications when project status changes
• Sync files between Google Drive and project management tools

3. Custom Tools

Build specialized tools for your unique needs.

Examples:

• Custom estimating calculator with material libraries
• Client portal for project visibility and approvals
• Specialized reporting dashboard pulling from multiple systems
• Custom quoting tool with pricing logic
• Project profitability calculator

4. Process Optimization

Redesign workflows to eliminate inefficiency.

Examples:

• Map current process, identify bottlenecks, rebuild for efficiency
• Eliminate manual data entry between systems
• Reduce approval time from days to hours
• Automate status updates and notifications
• Create single source of truth for project data

Custom Automation Process

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Our Process: How We Work

Every custom automation project follows the same five-phase process.

Phase 1: Discovery (1-2 weeks)

Goal: Understand your workflow, pain points, and goals.

What we do:

1. Initial consultation (1-2 hours)

• Understand your business
• Identify pain points
• Discuss goals and constraints
• Determine if automation is the right solution

2. Workflow mapping (3-5 hours)

• Shadow your team
• Document current process
• Identify all systems and tools
• Map data flow and handoffs
• Find bottlenecks and inefficiencies

3. Opportunity analysis (2-3 hours)

• Identify automation candidates
• Estimate time savings
• Calculate ROI
• Prioritize opportunities

What you do:

• Provide access to your team and systems
• Answer questions about your workflow
• Share examples of current processes
• Identify what's most painful

Deliverable: Discovery report with:

• Current workflow documentation
• Identified automation opportunities
• Estimated time savings and ROI
• Recommended approach
• Rough cost estimate

Example:

We worked with a design-build firm spending 4.5 days on change order approvals. Discovery revealed:

• 47 manual steps
• 6 people involved
• 5 different tools
• 80% of steps were just data transfer
• 20% required human judgment

Opportunity: Automate the data transfer, keep humans in control of decisions.

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Phase 2: Design (1-2 weeks)

Goal: Design the automation architecture and get your approval.

What we do:

1. Architecture design (4-6 hours)

• Define data model
• Map automation logic
• Design decision points
• Plan failure handling
• Create system diagram

2. Workflow design (3-4 hours)

• Design new workflow
• Define automation steps
• Identify human checkpoints
• Plan notifications and alerts

3. Documentation (2-3 hours)

• Write plain-language logic
• Create visual workflows
• Document edge cases
• Explain failure handling

What you do:

• Review proposed design
• Provide feedback
• Approve approach
• Identify edge cases we missed

Deliverable: Design document with:

• System architecture diagram
• Workflow visualization
• Plain-language automation logic
• Edge case handling
• Implementation timeline
• Final cost estimate

This is your chance to shape the solution before we build anything.

Example:

For the change order automation, we designed:

• 12-step workflow (down from 47)
• 8 automated steps, 4 human decisions
• Visible logic for every automation
• Graceful failure handling
• Notification strategy

Client approved with minor adjustments to approval thresholds.

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Phase 3: Build (2-6 weeks)

Goal: Develop the automation system.

What we do:

1. Development (varies by complexity)

• Build automation logic
• Create integrations
• Develop user interfaces (if needed)
• Implement error handling
• Add monitoring and logging

2. Testing (1 week)

• Test normal scenarios
• Test edge cases
• Test failure scenarios
• Verify data accuracy
• Check performance

3. Documentation (ongoing)

• Write user documentation
• Create troubleshooting guides
• Document maintenance procedures

What you do:

• Provide test data
• Answer questions as they arise
• Review progress updates (weekly)

Deliverable: Working automation system with:

• Fully functional automation
• User documentation
• Admin documentation
• Test results

Example:

Change order automation build:

• Week 1-2: Core automation logic
• Week 3-4: Notification system and integrations
• Week 5-6: Testing and edge case handling

Found and fixed several issues during testing:

• Notifications sending at odd hours (added time-zone awareness)
• Markup calculation error for certain materials
• Missing handling for cancelled change orders

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Phase 4: Deploy (1-2 weeks)

Goal: Implement the system and train your team.

What we do:

1. Shadow mode (1 week)

• Automation runs alongside manual process
• Logs what it would do, but doesn't take action
• Verify accuracy
• Catch any remaining issues

2. Gradual rollout (1 week)

• Start with one project/client
• Monitor closely
• Expand gradually
• Adjust based on feedback

3. Training (2-4 hours)

• Train your team
• Walk through workflows
• Explain how to handle exceptions
• Show troubleshooting steps

What you do:

• Run parallel processes during shadow mode
• Verify automation accuracy
• Attend training
• Provide feedback

Deliverable: Live automation system with:

• Fully deployed and operational
• Team trained
• Monitoring in place
• Support plan established

Example:

Change order deployment:

• Week 1: Shadow mode caught timing issues and notification problems
• Week 2: Rolled out to all projects
• Training: 2-hour session with operations team
• Result: Team trusted system within days

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Phase 5: Support & Iteration (Ongoing)

Goal: Ensure system works reliably and improve based on feedback.

What we do:

1. Monitoring (first month)

• Watch for issues
• Track success rate
• Gather feedback
• Make adjustments

2. Iteration (first 3 months)

• Fix any bugs
• Handle edge cases that emerge
• Optimize performance
• Add minor features

3. Ongoing support (optional)

• Email support
• Bug fixes
• Minor adjustments
• Performance monitoring

What you do:

• Use the system
• Report issues
• Provide feedback
• Request adjustments

Deliverable: Stable, reliable automation that:

• Works consistently
• Handles edge cases
• Improves over time
• Requires minimal maintenance

Example:

Change order system post-launch:

• Month 1: Fixed 3 minor bugs, added 2 edge case handlers
• Month 2: Optimized notification timing based on feedback
• Month 3: Added high-value approval threshold
• Now: Runs reliably with minimal intervention

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Timeline & Cost

Typical Project Timeline

| Project Size | Discovery | Design | Build | Deploy | Total | |--------------|-----------|--------|-------|--------|-------| | Small | 1 week | 1 week | 2 weeks | 1 week | 5-6 weeks | | Medium | 2 weeks | 2 weeks | 4 weeks | 2 weeks | 10-12 weeks | | Large | 2 weeks | 2 weeks | 6 weeks | 2 weeks | 12-16 weeks |

Typical Project Cost

Small projects (£2,000-£5,000):

• Simple workflow automation
• Single-system integration
• Basic custom tool

Examples:

• Automated invoice reminders
• Trello to Xero sync
• Simple estimating calculator

Medium projects (£5,000-£15,000):

• Complex workflow automation
• Multi-system integration
• Custom dashboard or portal

Examples:

• Change order approval process
• Client onboarding workflow
• Custom reporting dashboard

Large projects (£15,000-£50,000+):

• Complete process redesign
• Multiple integrated systems
• Custom application development

Examples:

• Complete project management system
• Multi-tool integration platform
• Custom client portal with approvals

Pricing factors:

• Complexity of workflow
• Number of systems to integrate
• Custom development required
• Data migration needs
• Training requirements

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What Makes RAAIX Different

1. Transparent Logic

We build automation you can understand and trust.

Not this: "It uses AI to automatically..." (black box)

But this: "When invoice is 7 days overdue AND no payment received AND no reminder sent in last 7 days, THEN send reminder email" (visible logic)

Read more: Why We Reject the Black Box →

2. Graceful Failure

We plan for when things go wrong.

Every automation includes:

• Clear error messages
• Automatic notifications when things fail
• Fallback procedures
• Easy recovery

Example: If email service is down, invoice is saved to drafts and you're notified to send manually when service is restored.

3. Human Control

We keep you in control of important decisions.

We automate:

• Data transfer
• Document generation
• Notifications
• Status updates

We don't automate:

• Strategic decisions
• Client relationships
• Creative work
• Judgment calls

Read more: Three Principles of Effective Automation →

4. Invisible Operation

Good automation works silently in the background.

You shouldn't have to:

• Check dashboards to verify it worked
• Babysit the automation
• Manually trigger steps

You should:

• See the results
• Get notified only when something needs attention
• Trust it's working

Read more: Invisible Power →

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Is Custom Automation Right for You?

Good Fit:

✅ You have a specific, repetitive workflow problem

• You can describe the problem clearly
• It happens frequently (weekly or more)
• It follows predictable rules
• It's costing you significant time

✅ Generic tools don't fit

• You've tried off-the-shelf solutions
• They require too many workarounds
• You're spending more time configuring than using

✅ You're ready to invest

• You understand the ROI
• You're willing to invest time in discovery and design
• You're committed to using the solution

✅ You have clear processes

• Your workflow is documented (or can be)
• Your team follows consistent procedures
• You can articulate what should happen

Not a Good Fit:

❌ Your process is chaotic

• Every project is completely different
• No consistent workflow
• Lots of exceptions and special cases

❌ You want to automate everything

• Including creative work and strategic decisions
• Without human oversight
• Without understanding the logic

❌ You're not ready to invest

• Looking for a quick, cheap fix
• Not willing to spend time on discovery
• Expecting magic solutions

❌ You just need a better tool

• Your problem is tool selection, not automation
• DesBu or another existing tool would work fine
• You haven't tried the obvious solutions

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ROI: When Does It Make Sense?

The Calculation

Cost of problem:

• Hours per week spent on manual work
• × Your hourly rate
• × 52 weeks
• = Annual cost

Example:

• 5 hours/week on manual invoicing and follow-ups
• × £50/hour
• × 52 weeks
• = £13,000/year

If automation costs £8,000:

• Payback period: 7 months
• 5-year ROI: £57,000 saved

Rule of Thumb

Custom automation makes sense when:

• Annual cost of problem > £10,000
• Problem is repetitive and rule-based
• Solution will be used for 2+ years

Example scenarios:

✅ Good ROI:

• Spending 10 hours/week on admin (£26,000/year at £50/hour)
• Automation costs £12,000
• Payback: 5 months

❌ Poor ROI:

• Spending 1 hour/week on task (£2,600/year)
• Automation costs £5,000
• Payback: 2 years (not worth it)

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Case Studies

1. Change Order Approval Process

Client: Mid-sized design-build firm

Problem:

• 47-step approval process
• 4.5 days average completion time
• 3.5 hours of staff time per change order
• 200 change orders per year = 700 hours

Solution:

• Automated 37 mechanical steps
• Kept 10 decision points human
• 12-step workflow
• 4 hours average completion time

Results:

• 96% faster (4.5 days → 4 hours)
• 79% less staff time (3.5 hours → 45 minutes)
• 550+ hours saved annually
• £15,000-£20,000 value

Cost: £12,000

ROI: Paid for itself in 9 months

Read the full case study →

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2. Client Onboarding Workflow

Client: Architecture firm

Problem:

• New clients required 15 manual steps
• Information entered into 4 different systems
• Frequent errors and missed steps
• 2-3 hours per new client

Solution:

• Single intake form
• Automated data distribution to all systems
• Automated welcome email and document package
• Checklist for remaining manual steps

Results:

• 30 minutes per new client (down from 2-3 hours)
• Near-zero errors
• Consistent client experience
• 60+ hours saved annually (30 new clients/year)

Cost: £4,500

ROI: Paid for itself in 1 year

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3. Project Profitability Dashboard

Client: Interior design studio

Problem:

• Project profitability data in multiple systems
• Manual calculation required
• Couldn't see which projects were profitable
• Discovered losses months after completion

Solution:

• Custom dashboard pulling from project management, time tracking, and accounting
• Real-time profitability calculation
• Alerts when projects go over budget
• Historical analysis

Results:

• Real-time visibility into project health
• Caught 3 projects going over budget early
• Saved estimated £25,000 in first year
• Better pricing decisions

Cost: £8,000

ROI: Paid for itself in 4 months

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Getting Started

Step 1: Initial Consultation (Free)

Book a 30-minute call to discuss:

• Your workflow problem
• What you've tried
• Your goals
• Whether automation is the right solution

Book a call →

Step 2: Discovery Proposal

If it seems like a good fit, we'll propose:

• Discovery phase scope
• Timeline (1-2 weeks)
• Cost (£1,500-£3,000)
• What you'll receive

Step 3: Discovery Phase

We map your workflow and identify opportunities.

Deliverable: Discovery report with:

• Current workflow documentation
• Automation opportunities
• Estimated ROI
• Recommended approach
• Project cost estimate

Decision point: You decide whether to proceed with design and build.

Step 4: Full Project

If you approve, we proceed with:

• Design phase
• Build phase
• Deploy phase
• Support phase

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Common Questions

"How long does a typical project take?" Small projects: 5-6 weeks. Medium projects: 10-12 weeks. Large projects: 12-16 weeks.

"What if I'm not sure what I need?" That's what discovery is for. We'll help you identify the best opportunities.

"Can you work with my existing tools?" Usually yes. We work with most common platforms (Trello, Asana, Xero, QuickBooks, Google Workspace, etc.).

"What if the automation doesn't work?" We include testing, shadow mode, and gradual rollout to ensure it works before full deployment. Plus ongoing support to fix any issues.

"Can I make changes after it's built?" Yes. We include iteration in the first 3 months. Larger changes can be scoped as additional work.

"Do you offer ongoing support?" Yes. We offer monthly support plans for monitoring, maintenance, and minor adjustments.

"What if I just need something simple?" Consider DesBu first. It might solve your problem without custom development. Learn about DesBu →

"How do you charge?" Fixed price per phase. Discovery is quoted upfront. Full project cost is estimated after discovery and finalized after design.

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Next Steps

1. Book a consultation Let's discuss your workflow problem and whether automation is the right solution.

Book a call →

2. Read case studies See how we've helped other practices eliminate workflow friction.

Read: Anatomy of an Automation →

3. Learn our approach Understand how we think about automation.

Read: Three Principles of Effective Automation →

4. Try DesBu first If you're a design-build professional, DesBu might solve your problem without custom development.

Try DesBu free →

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RAAIX builds automation systems that eliminate operational friction. If your team spends more time managing processes than doing actual work, let's talk.

Book a consultation → | Read case studies → | Email us →