What is process automation?
Process automation is software that does repetitive steps for your team: it takes data from one place, checks it and saves it in another. No retyping, no copy-pasting, no chasing deadlines. When a step needs something read or understood, such as a PDF invoice or the content of an email, I add an AI step.
A good candidate for automation is a task that:
- repeats every week or every day,
- moves data between systems,
- follows clear rules, even if it sometimes means reading a document.
What can I automate for you?
- Purchase invoices: fetching from KSeF (Poland’s national e-invoicing system) or email, reading line items, assigning categories, a list of invoices to pay and a payment batch for your bank. More: KSeF invoice automation.
- Emails and enquiries: recognising what a message is about, routing it to the right person, drafting a reply for approval. Example: a customer asks about price and availability, AI checks the price list or stock in your system (if it has an API or export) and drafts a reply, and an employee edits it or clicks “send”.
- Orders and stock: supplier order lists calculated from recipes or sales, stock levels kept in sync between systems.
- Reports: sales summaries for your accountant, weekly reports as PDF or spreadsheet, sent automatically at a set time.
- Documents: contracts and other documents arriving by email, filed in one place with a description.
- Content: publishing website changes with one button, posts for several channels from a single script.
What does it look like in practice?
An example from my own restaurant, Port Jatki in Bydgoszcz, where I test everything first:
| Step | What happens |
|---|---|
| 1. Invoice in KSeF | Every 5 minutes (4:00–20:00) the dashboard checks for new purchase invoices. |
| 2. AI reads the items | Claude recognises the products on the invoice and matches them to the ingredient database. |
| 3. Products in the dashboard | Ingredient prices update in the recipes, and the dish price updates itself on the website menu. |
| 4. Payments to the bank | The “To pay” tab builds a payment batch to import into the bank. |
Nobody in the restaurant retypes invoices. A person only approves what matters: the payments.
n8n, Make or custom code: which to choose?
I pick the tool to fit your business, not the other way round:
- Custom code (built with Claude Code) is my default. No per-step fees, full control over your data, and easy to add a dashboard or logic you cannot click together.
- n8n works well when you want to see and change the flow on a diagram yourself and the process connects popular services. It can run on your own server.
- Make I use where a company already runs it well.
On the call I tell you plainly which option will be cheaper to run for you.
How I work
- Call (15 minutes, free): you tell me what takes up the most time.
- Plan and fixed price: I list the steps, the systems to connect and the costs: setup, support and external costs separately.
- One process to start: I build it, you test it on real data.
- Support: I monitor, fix and add further processes. One month’s notice.
A data processing agreement (GDPR) is standard. Your data stays in your accounts, and I only get the access the task needs.
Updated: · Tomasz Kamiński