Every business runs differently.Your systems should too.
We take the admin out of your business with AI and systems built around how you work. You save time, cut costs and run on numbers you can trust.
- Your admin score in 2 minutes
- Your Savings Report within 24 hours
- Your First Fix live in 14 days
- Worth more than you've paid within 90 days, guaranteed
What changes
A business that runs on less.
Less admin, fewer tools, fewer surprises. It shows up as four results, and you get a measured number for each one that applies.
Time back
Hours a week no longer spent re-typing, chasing and reporting.
Lower costs
Subscriptions cancelled, fewer errors and less rework.
Better numbers
A live view of jobs, sales, cash and capacity, instead of a spreadsheet built at month end.
A confident team
Staff who use AI well and build their own small tools.
Where the hours go
Sound familiar?
These are the problems we fix, for businesses of 5 to 250 people in any industry. Your free Savings Report puts a number on each one that applies to you. Run a workshop or factory? See what we build for manufacturers.
“We type the same thing into three places.”
- What we do
- Connect your tools, or put one system in their place
- What we measure
- Hours a week
“We spend ages chasing quotes and invoices.”
- What we do
- Automated follow-ups and reminders
- What we measure
- Days to get paid
“Our reports take a day to pull together.”
- What we do
- A live dashboard from the data you already have
- What we measure
- Hours a month, and decisions made sooner
“We answer the same questions all day.”
- What we do
- An AI assistant that drafts the replies
- What we measure
- Response time and hours a week
“We pay for tools that only half fit.”
- What we do
- Replace them with a system you own
- What we measure
- Pounds a month
“The team doesn't know where to start with AI.”
- What we do
- Hands-on training on your own work
- What we measure
- Tools built and hours saved
£57,500 a year
What admin costs a 20-person team that loses 30 minutes a day each, at £25 an hour over 230 working days. Before you count a penny of software.
Work out yours: take the scorecardWhat we replace
All the tools you pay for. One system you own.
Every subscription that only half fits is a key on the pile. We bring the work they do into one system built around your business, so you can cancel the subscriptions you no longer need.
The work one system can take over: CRM, Enquiries, Quotes, Proposals, Jobs, Job cards, Timesheets, Scheduling, Rota, Bookings, Tasks, Approvals, Forms, Checklists, Stock, Purchasing, Expenses, Invoicing, Reports, Dashboards.
Built around you
Your tools, connected. Or one system in their place.
Enquiries, quotes, jobs, invoices and reports flow through one place built around how you work, so nothing gets typed twice.
It connects to the tools you keep
Your accounts, payroll, email and calendar stay where they are. We plug into them, and only replace what's costing you.
Client work
A two-site trade business went from quoting blind to every job hour tracked.
Two sites, one system. Time is now measured against every quote, so they know which jobs make money while there's still time to act.
Read the case study- 25% → 4%
- untracked time, in under a year
- 85.2%
- of hours now on a costed job
- 2 sites
- on one system
- +35%
- output per person
How it works
Four small steps, and a measured result within 90 days.
Within 90 days you'll have hours back every week, lower running costs and a live view of your numbers, all measured.
- Within 24 hours
Your free Savings Report
The hours lost to admin, the software you could cut, the numbers you're missing, and the three things to fix first, each with a value in pounds.
- Nothing to prepare
A 30-minute call
We walk through your report together and agree the first thing to fix.
- Live in 14 days
Your First Fix
One workflow automated or one dashboard built, for a fixed price. We measure the hours before and after.
- When you are ready
Choose how to go further
Done For You, Done With You or Done By You. Larger firms start with one department.
Start with one fix. Then choose how far to go.
First Fix
One workflow automated or one dashboard built, live in 14 days for a fixed price agreed up front. We measure the hours before and after, so you see the saving before you commit to anything bigger.
- Guaranteed. It saves the hours we agreed, or you get a full refund.
- No ongoing fee. Start a build within 30 days and we credit the fee against it.
- Starts with your report. We pick the fix together on the 30-minute call.
From the blog
Practical guides to taking the admin out.
- CostsWhat does admin really cost a small business?
The simple formula for what admin costs a small business, with worked examples for teams of 5 to 50 and a free calculator for your own figure.
- CostsHow do you know what a job really cost? Job costing for small manufacturers
A simple job costing formula for small manufacturers, with a worked example of quoted vs actual cost and how to track every job without new software.
- AI15 admin jobs AI can take off your team
What admin tasks can AI do for a small business? 15 practical jobs, from enquiries and quotes to invoices and reports, and what a person should still check.
Within 90 days, the time and money we save you will be worth more than you've paid us. Or we keep working free until it is.
That's our Done For You guarantee. The First Fix, Done With You and training each come with their own.
Get your free Savings Report
Three fields, thirty seconds. Within 24 hours you'll see the hours lost to admin, the software you could cut, the numbers you're missing, and the three things to fix first, each with a value in pounds. If we can't find a saving worth acting on, you've lost nothing.
We take on 3 new builds a quarter, so each one gets full attention. Start in November or December and go into the new year with the admin already gone.
Not ready for a report yet? Take the 2-minute scorecard first. Rather email? hello@pentatope.io