Softomate develops AI copilots for existing ERP and CRM systems in London and across the UK. Staff can ask about permitted business records and prepare an agreed draft or action. The first implementation starts from £6,500, with optional care from £399/month. One connected system and defined permissions form the starting scope; licences, hosting, AI usage and VAT are separate.
01. What we build
An ERP copilot connects a conversational interface to the records your business already maintains. It can help an employee find delayed orders, review overdue invoices or prepare a quotation. The useful boundary is the permitted operation: reading an order, drafting an email and sending an order confirmation are different actions. We define that boundary before building the assistant.
Summarise the agreed events and exceptions from a defined reporting period. Include record links and a data timestamp so managers can inspect an issue rather than relying on an unsupported narrative.
Explore daily business summaryRetrieve permitted delayed orders or low-stock records using agreed definitions. Explain whether availability means physical, reserved or forecast stock, and include the relevant warehouse where the source provides it.
Explore orders and inventory questionsList overdue invoices or relevant customer history without exposing records outside the employee's role. Preserve the accounting system as the source of the balance and payment status.
Explore invoices and customer contextPrepare a defined draft from approved records and templates. Customer identity, product codes, prices, VAT treatment and validity require business validation before a quotation is approved.
Explore quotation and email draftsPrepare or create the agreed task for the right owner. Check for an existing task before retrying a failed request, so one conversation does not produce several duplicate follow-ups.
Explore tasks and follow-upProvide the assistant in the agreed interface, such as a web application or Teams. Additional channels and their identity arrangements are separately scoped.
Explore teams or business application accessWe add an AI layer to Odoo, Dynamics 365, Salesforce, Sage, SAP, HubSpot, Zoho and bespoke systems where the required interfaces and permissions are available. The starter covers one ERP or CRM, not every named platform at once. Discovery confirms the edition, API-enabled licence, available record operations and any test environment. Document-only questions may be better served by a RAG knowledge assistant.
This suits teams that repeatedly ask colleagues to retrieve operational information or prepare the same business draft. It is a custom integration service, distinct from licensing Microsoft 365 Copilot or enabling a vendor's built-in assistant. Start with the questions and one controlled action that have a clear owner. A broad instruction to manage the business autonomously does not define an acceptable first scope.
Ask about the business, then review the next action
02. How it works
Write representative questions and identify the exact records, filters and definitions behind each answer. Agree the user roles and what a person should see when no matching record exists.
Select the first draft or action. Record required fields, validation checks, approval rules and the conditions that prevent execution. Establish whether a person can amend the proposal before approving it.
Implement identity, retrieval and the permitted operation using the agreed interface. Test stale information, duplicate requests, lost access and an unavailable ERP alongside normal questions.
Provide an action log, recovery procedure and named system owner. Demonstrate how to pause the workflow and revoke access. Agree support and the evidence needed before extending it to further departments.
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
Implementation starts from £6,500 for one ERP/CRM, agreed read-only queries and one controlled draft/action; role-based access and tests. Monthly care starts from £399/month. Prices exclude VAT. Required licences, hosting and usage are separate. Care is optional after client-managed handover; additional development is quoted separately.
| Scope | Price basis | What it covers |
|---|---|---|
| AI business assistant / ERP copilot | From £6,500 | One ERP/CRM, agreed read-only queries and one controlled draft/action; role-based access and tests. |
| Monthly care | From £399/month | Agreed monitoring and maintenance. Licences, hosting, usage and additional development are separate. |
| Larger implementation | Separately scoped | Additional sources, workflows, channels or permission models require a written extension to the first scope. |
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
Illustrative acceptance example: a sales employee asks for overdue quotations and requests a follow-up draft. The assistant lists only their permitted records, shows the latest status and prepares the email. Approval happens before sending. If the quote is amended or accepted meanwhile, the action must be checked again. This is a proposed acceptance test, not a claim of a delivered client outcome.
Use this example to specify the behaviour you need in a demonstration. The written acceptance tests identify the input, expected result and exception outcome for your own implementation.
05. FAQs
No. The proposition is to work through the existing system's approved interface and keep it as the business-record source. If its edition or hosting does not provide the required operations, we identify a supported alternative or narrower scope before committing to implementation.
No. This is a custom assistant connected to the agreed ERP or CRM records and business rules. Native Microsoft products may already meet part of the requirement. We assess that option first, then scope custom work where the required connection, interface or control is missing.
Only the operations explicitly included and authorised in the agreed scope. The starter includes one controlled draft or action alongside defined questions. Financial, contractual or other consequential changes can require human approval, validation and a record of the decision. Extra actions expand the implementation.
It can retrieve current information where the connected system exposes it. We define the request time, permitted filters and how the assistant reports stale or unavailable information. A document export is not presented as a live stock or accounting source.
Yes. The implementation maps authenticated users to the agreed record access and action permissions. We test users with different roles and verify what happens when access is revoked. Restrictions must be enforced by the integration, rather than left as instructions in the assistant's prompt.
Bring the system name and edition, five representative questions, one desired action and the roles that need access. An anonymised record and a description of its current approval process are especially useful. We can then define the first workflow and its acceptance tests.
Implementation starts from £6,500 for one ERP/CRM, agreed read-only queries and one controlled draft/action; role-based access and tests. Monthly care starts from £399/month. Prices exclude VAT. Required licences, hosting and usage are separate. 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.
Daily business summary. Summarise the agreed events for the day, linking each exception to its source record.
Delayed-order questions. Find orders delayed against the recorded promised date and explain which status was used.
Overdue-invoice questions. Retrieve invoices overdue under the agreed due-date and payment rules.
Low-stock questions. Identify products below the agreed availability or reorder threshold for the selected warehouse.
Draft quotation action. Prepare a quotation draft from approved customer, product and price records for review.
Draft email and task actions. Prepare the selected email or task, showing the proposed content and owner before execution.
Permission-aware data retrieval. Restrict retrieval and actions to the authenticated employee's permitted records and role.
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.
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 £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.
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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