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 limited business workflow from £4,000. Our London team serves businesses across the UK.
Start with the change your business needs. Replacing Sage with Odoo, keeping Salesforce connected to Odoo and adding an assistant to either system require different work.
A migration or routine data sync may need no AI. We scope the smallest implementation that solves the business problem.
Softomate connects an agreed business mailbox to the workflow behind it. An enquiry can become a CRM lead, an RFQ can become a quotation draft, and a customer purchase order can enter an order-validation queue. This service concerns operational emails, rather than newsletter campaigns or simply organising a personal inbox.
A limited existing-system integration starts from £4,000, with optional care from £299/month. It covers one agreed workflow using available interfaces, not every email category and department. A native Microsoft workflow and an AI-assisted Microsoft workflow have different scopes: see Power Automate and Microsoft 365 implementation. RFQ builds use the quotation automation offer. Licences, hosting, usage and VAT are separate; shared components are identified once in the proposal.
During scoping, provide sanitised examples of a normal message, an incomplete request, a duplicate and an exception. Identify the destination record and who may approve it. We agree tests using these examples before connecting the live mailbox. Discuss your email workflow.
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
AI integration into an existing system: implementation from £4,000. One complete limited workflow, existing APIs and an agreed approval/output step. Monthly care from £299/month. Prices exclude VAT. Required licences, hosting and usage are identified separately in your proposal. Care is optional after client-managed handover; additional development is quoted separately.
| Scope | Price basis | What it covers |
|---|---|---|
| AI integration into an existing system | From £4,000 | One complete limited workflow, existing APIs and an agreed approval/output step. |
| Monthly care | From £299/month | Agreed monitoring and maintenance. Additional development, licences, hosting and usage are separate. |
| Additional systems or wider rollout | Quoted after scoping | Extra integrations, departments, document types and business rules expand the implementation. |
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.
AI integration into an existing system: implementation from £4,000. One complete limited workflow, existing APIs and an agreed approval/output step. Monthly care from £299/month. Prices exclude VAT. Required licences, hosting and usage are identified separately in your proposal. Care is optional after client-managed handover; additional development is quoted separately.
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.
Scope your first workflow
Choose the tasks your first implementation needs. The starting package covers its agreed scope; this capability list is not a promise that every task is included in one fee.
Customer PO extraction. Read an incoming customer purchase order and retain its document and customer reference.
Quote-to-order validation. Compare items, quantities, prices and terms with the relevant quotation; hold mismatches for review.
Draft sales-order creation. Prepare a draft sales order after validation; a customer PO is not a supplier purchasing order.
Inventory availability check. Check permitted stock records and distinguish physical, reserved and available quantities.
Purchase requirement detection. Flag a purchasing requirement using the agreed stock and outstanding-order rules.
Supplier recommendation. Suggest approved suppliers using the recorded product, lead-time and commercial information.
Stock-shortage detection. Alert the owner when stock cannot cover the agreed requirement; show the affected orders.
Slow-moving stock. Identify slow-moving items over a defined period so staff can review purchasing or sales actions.
Supplier price changes. Compare new supplier prices with the approved baseline and route significant changes for review.
Delayed order alerts. Monitor promised dates and status changes, then assign delayed-order exceptions to an owner.
A first order or inventory workflow starts from £6,000, with care from £399/month. Full autonomous procurement is separately scoped. Licences, hosting, usage and VAT are extra.
Scope your first workflow
Choose the tasks your first implementation needs. The starting package covers its agreed scope; this capability list is not a promise that every task is included in one fee.
Sales-drop alert. Flag a sales decline against a defined baseline and reporting period, linking the affected records.
Inactive-customer alert. Identify an important customer whose recorded activity has passed the agreed inactivity threshold.
Quote-follow-up alert. Highlight an open quotation with no follow-up within the agreed interval.
Overdue-invoice alert. Report overdue invoices using current recorded balances and the agreed escalation rules.
Supplier-price alert. Highlight supplier price increases against the selected item and previous approved price.
Stock-shortage alert. Alert on a stock shortage with the affected product, warehouse and committed demand.
Delayed-order alert. Escalate delayed orders to a named owner with the recorded promised date and status.
Margin-drop alert. Flag falling margins using the agreed cost and revenue definitions rather than an unexplained score.
Unusual-transaction alert. Route unusual transactions as review signals with supporting records; an alert is not proof of wrongdoing.
AI management monitoring starts from £5,000 for one source, up to five agreed exception rules and one alert channel. Care starts from £299/month; licences, hosting, usage and VAT are extra. For a reporting dashboard, see Power BI consulting.
A platform name is the starting point. The installation determines the available records and actions. We confirm the following before agreeing an implementation.
For every system, name the source of truth, expected volume, permitted operations and owner of failed requests. If access is limited, we assess an approved export or middleware route before quoting. A listed platform is not a promise that every edition supports every operation. See Odoo's current external API documentation for its version-specific requirements.
A larger implementation needs an operating agreement as well as an AI feature. We define the following with your IT, operations and procurement owners. These requirements shape the proposal; they are not blanket commitments included in a starter fee.
Bring your existing security questionnaire and procurement requirements to the scoping discussion. We will identify which requirements the proposed design meets and which need additional work before you commit.
A customer emails a purchase order. The workflow reads its customer reference and line items, finds the quotation, and checks quantities, units, prices and terms. A matching request becomes a draft sales order; a discrepancy becomes a review item. Stock checks distinguish available stock from quantities already committed elsewhere.
If there is a shortage, the next step is a purchasing requirement or a supplier review, not an unrestricted purchase. Agree who may select the supplier, approve cost changes and release the order. Customer sales-order intake and supplier purchasing remain separate records and approval decisions.
The first order/inventory workflow starts from £6,000, with optional care from £399/month. Licences, hosting, usage and VAT are separate. Bring an example that should pass and one that should stop for review. The purchase-order guide explains the process distinctions.
Instead of another unexplained chart, an alert should identify the source record, the rule it triggered, its owner and the next action. For example: a quotation has had no recorded follow-up within your agreed interval; show the quotation, its value, the last activity and the account owner, then offer a reviewed follow-up task.
Agree baselines, alert frequency, duplicate suppression and escalation. A margin alert needs an agreed definition of cost; an overdue-invoice alert needs a current balance and treatment of disputes. Test a normal case, a true exception and a stale or incomplete record.
The management starter covers one source, up to five agreed rules and one alert channel from £5,000, with care from £299/month. Licences, hosting, usage and VAT are separate. A Power BI dashboard serves a different reporting need and has its own scope.
Clear scope, agreed costs
Start with the workflow your business needs today. We confirm the implementation scope and full running costs before you commit.
Starting prices excluding VAT
From £4,000
One-off implementation
Monthly plan from £299/month
One complete limited workflow, existing APIs and an agreed approval/output step.
From £5,000
One-off implementation
Monthly plan from £299/month
One lead qualification/follow-up workflow and agreed CRM connection; purchased contact data and cold outbound campaigns separate.
From £6,500
One-off implementation
Monthly plan from £399/month
One ERP/CRM, agreed read-only queries and one controlled draft/action; role-based access and tests.
From £6,000
One-off implementation
Monthly plan from £399/month
One purchase-order intake-to-draft workflow or one stock/purchasing exception use case; full autonomous procurement separately scoped.
From £5,000
One-off implementation
Monthly plan from £299/month
One data source, up to five agreed exception rules and one alert channel; model training and full forecasting separate.
Care is optional after client-managed handover and forms part of the fee while we manage your chosen service. We agree the monitoring, maintenance and technical assistance covered by your plan. Additional features and larger changes are quoted separately.
Your proposal identifies any required software licences, hosting and usage charges. We reuse suitable existing subscriptions and charge shared platform access once for the agreed account.
Deen Dayal Yadav
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