Softomate adds AI to the ERP, CRM and business software you already use. We connect enquiries, documents and operational data to controlled workflows. Start with one defined process, using our existing Workflow Starter from £8,000. Our London team serves businesses across the UK.
01. What we build
We build the AI layer around a business task: read the input, understand the requirement, recommend the next step and act within agreed permissions. The system you use for customers, products, orders or accounts remains the source of truth. Choose the workflow that is taking time or leaving important work unfinished.
Read customer enquiries, PDFs and spreadsheets; match products; compare supplier prices; prepare a customer quotation for approval. Missing quantities, ambiguous product codes and expired prices go to a review queue.
Explore rfq and quotation automationQualify enquiries, review customer history, identify dormant accounts and draft relevant follow-ups. Give managers a way to ask which opportunities or quotations need attention.
Explore sales and crm automationAsk about delayed orders, overdue invoices and low stock in ordinary language. Answers can link back to the underlying record, with controlled draft emails, tasks and quotations available when authorised.
Explore business assistant and erp copilotRead purchase orders, validate them against quotations, prepare draft orders and flag stock shortages. Purchasing suggestions can include supplier availability, lead time and changes in price.
Explore orders, purchasing and inventoryExtract invoice and document information, match records, identify duplicates and surface discrepancies. Support contract summaries and credit-control preparation while preserving the source document and review history.
Explore documents, finance and administrationConnect policies, product manuals, SOPs and internal documents to a source-backed assistant. Retrieval follows the access rules agreed for employees, customers and business teams.
Explore company knowledge assistantsConnect website chat, WhatsApp, email and voice to enquiry capture, permitted order information and human handover. Staff can see what the customer asked and what happened next.
Explore customer service and communicationConnect Outlook, Teams, SharePoint and Excel to ERP and CRM workflows. An incoming email can produce a reviewed CRM update, a response draft and a task for the right person.
Explore microsoft 365 workplace automationBring attention to falling sales, missed follow-ups, overdue invoices, delayed orders and margin changes. Each alert should identify the record, the reason it matters and the person responsible.
Explore management intelligence and alertsBuild sales, RFQ, purchasing, customer-service, finance and operations agents with defined responsibilities. Permissions, human approval and an audit trail govern consequential actions.
Explore ai agents and business workflowsWe work with Odoo, Microsoft Dynamics 365, Salesforce, Sage, SAP, HubSpot, Zoho, Microsoft 365 and bespoke or legacy systems. During discovery we confirm the edition, hosting, available APIs, connectors and permitted actions. Systems with limited access may need a supported export, middleware or a carefully scoped interface. Compatibility is established for your installation before development starts.
This service suits businesses with useful existing systems and a specific process to improve. A wholesaler might start with emailed RFQs; a finance team with invoice review; a sales team with enquiries that never reach the CRM. If your requirement is a new ERP implementation, use our Odoo-led AI-ERP service. If you need an API connection without AI decisions, our system-integration service is the more direct route.
Your existing systems hold the data. We add the intelligence.
02. How it works
Bring a sample input, the current process and the result your team needs. We agree the first workflow, its owner and what a successful result looks like.
Identify source records, approved integrations and where a person must decide. Define what the AI may read, prepare or change, and what stays outside its permissions.
Test normal requests alongside missing data, duplicates, conflicting records and unavailable systems. The acceptance set includes the cases that should stop for review.
Release the agreed scope with monitoring, documentation and staff training. Review errors and useful outcomes before adding more departments, channels or autonomous actions.
Define what the workflow may read, prepare and change. Keep consequential actions behind the permissions and approval rules your business has agreed. A confidence score can help route uncertain results, but the action must also pass the business checks. The integration records the source, the proposed change and the decision.
Test missing information, duplicate events, rejected approvals and unavailable systems alongside the successful path. Agree how staff pause the workflow and recover an incomplete task. The handover identifies the owner, monitoring responsibilities and support arrangements, so an exception reaches someone who can resolve it.
03. Costs and scope
Our existing Workflow Starter is £8,000–£15,000 for one workflow and one or two system integrations. It is a starting scope, not a price for all ten capabilities. The proposal identifies the input, destination, approval steps and acceptance tests before work begins.
| Scope | Price basis | What it covers |
|---|---|---|
| Workflow Starter | £8,000–£15,000 | One defined workflow and one or two integrations. |
| Additional workflows or complex legacy access | Scoped separately | Extra departments, channels, migration and custom connectors expand the build. |
| Running the system | Itemised in the proposal | Platform licences, hosting, AI usage, support, VAT treatment and overages are shown separately. |
Bring the current process and a representative sample to a scoping call. The written proposal separates implementation from licences, usage and support, records VAT treatment, and identifies exclusions. We agree the acceptance tests and responsibilities before the build starts.
04. Worked example
The RFQ walkthrough below shows the decisions and records an implementation must handle. We use examples like this to agree acceptance tests, including when a quote must stop for review. A walkthrough explains behaviour; a client case study adds attributable implementation records and measured results.
Fictional product: filter cartridge FC-10. Both suppliers quote in GBP per individual item. Change the quantity or requested margin, then inspect the proposed quotation. This example runs in your browser with fictional data. It sends no enquiry, calls no AI model and changes no ERP record.
| Supplier | Price per item | Freight | Status |
|---|---|---|---|
| Supplier A | £8.00 | £40.00 | Valid |
| Supplier B | £7.60 | £95.00 | Valid |
Example calculation: selling price = total approved cost ÷ (1 − target margin). Margin is measured against the selling price. A 25% markup on cost is a different calculation. Real projects must define taxes, currency, delivery terms and other costs separately.
The initial draft uses Supplier A: £840 total cost and £1,120 proposed selling price, excluding VAT. Approval is required.
{"status":"draft","product":"FC-10","quantity":100,"supplier":"Supplier A","total_cost":840,"quote_total":1120,"currency":"GBP","approval_required":true,"example_only":true}05. FAQs
No replacement is required when the existing system can expose the necessary data and accept the agreed updates. We check access, data quality and support constraints first. If the source system cannot support the workflow reliably, we explain the interface or system changes required before quoting the build.
Yes. An implementation can prepare or perform approved actions such as creating a draft quotation, updating a CRM record or raising a task. Read access and write access are scoped separately. Financial commitments, external communications and sensitive changes can require human approval and a recorded decision.
Choose a repeatable task with accessible data, an accountable owner and an outcome you can measure. RFQ preparation, invoice matching and enquiry-to-CRM workflows are useful starting points. Compare current handling time, exception frequency and the value of a correct result before expanding to a wider programme.
Our existing standard workflow service typically takes four to eight weeks from discovery to go-live. The project schedule depends on system access, sample availability and approval rules. A complex legacy connection or multi-department rollout needs a separate plan. Milestones and acceptance tests are agreed in the proposal.
Ownership, account access and ongoing responsibilities are recorded in the project agreement. We recommend business-controlled platform accounts and a documented integration inventory. The handover should identify source data, service credentials, workflow ownership, support arrangements and how to stop or change an automated action.
Bring the system names and editions, a representative enquiry or document, the steps staff currently follow and the result you want written back. Remove confidential details from initial examples. A process owner should explain exceptions, approval limits and expected volume so the first scope can be priced usefully.
These guides and services explain the connected buying decisions.
Speak with Deen Dayal Yadav, founder of Softomate Solutions, about your current systems and the first workflow. Our team is based in Stanmore, London, with delivery across the UK.
Platform documentation explains individual features. Your proposal defines how those features are configured and tested in your business workflow.
Deen Dayal Yadav
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