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Workflow Engineering · a Neovation service

You know AI could be doing more for your business.

You’ve seen what it can do, and somebody on your team probably uses it every day. And yet the work still moves the way it always has: invoicing runs behind the work, the month-end report gets rebuilt from scratch every time, and the answer to half the questions in the building is still “ask Sandra.”

That’s not because you bought the wrong tool. Those problems live between people and between systems, in places a chat window can’t reach. Fixing them means connecting the software you already pay for, so when one thing happens the next thing follows on its own.

That’s what we’re here for.

Book a free mapping session See how we help

Are any of these true where you work?

Every organisation has a few of these. We help you work out which ones are worth fixing first.

So why hasn’t AI fixed any of this yet?

Because almost everyone is using AI the same way: one person, one browser tab, one task at a time. That does help the individual — someone who’s good with Claude turns out great work faster. But the bottleneck just moves to whoever’s next in line.

The problems in that list live in the handoffs. A proposal gets signed in one system, billing lives in another, and the kickoff happens when somebody remembers. No amount of individual AI skill fixes that, because no individual owns the gap.

Each system on its own

Every one of them works. None of them talk to each other, and the AI can only see the tab it’s open in.

Microsoft 365 Google Workspace QuickBooks Xero HubSpot Slack SharePoint Asana

Connected around one core

Wired together, an event in one system starts the next step in the others. Nobody has to carry it across.

Microsoft 365 Google Workspace QuickBooks Xero HubSpot Slack SharePoint Asana

How things run now

×Invoices run behind because billing finds out last
×Meeting prep means scrolling back through your own email
×The same information typed into three systems
×The month-end report rebuilt from scratch, again
One person’s memory
what holds it together now

Wouldn’t it be better if your systems worked together?

✓The milestone is hit, so the invoice goes out on its own
✓The briefing is ready before the meeting, built from what was captured last time
✓Information entered once shows up everywhere it needs to
✓The month-end report is ready the day the month ends
The systems you already pay for
what could hold it together

How we help

We find the processes worth fixing, build the automation with you, and make sure your team knows how to run it. Want us to stick around after that for on-going support? We’ll be delighted to!

Winning and keeping clients

Partners and account leads

From signed proposal to renewal, with nothing dropped in between.

  • A signed proposal sets it all up: the client record, the folder, the billing schedule, the kickoff.
  • A briefing lands the morning of every client meeting.
  • Renewal prep starts at month six — every meeting, invoice and deliverable already in front of you.
Map one of these →
Answering questions

Support and member services

Your documentation answers the simple questions; your people handle the rest.

  • Routine questions never make it to a queue.
  • The hard ones land with someone who already has the context.
  • Recurring questions surface automatically as documentation gaps.
Map one of these →
Taking in work

Intake and program staff

Applications arrive complete, and decisions land everywhere they need to.

  • Incomplete applications are caught at the door, and the reminders go out without you.
  • Committee packages are assembled from wherever the documents live.
  • The funder report has been building all year, not scrambled together at the deadline.
Map one of these →
Writing things down

Documentation owners

Documentation that gets written in the first place, and stays current.

  • Twenty minutes of an expert talking becomes a structured draft.
  • Out-of-date pages get flagged before a reader trips on them.
  • The version people find is the current one.
Map one of these →
Bringing people in and up

HR and people managers

Day one is ready before day one.

  • Accounts, access and a first-week plan are ready before the start date.
  • New hires get the written answer the moment they ask the question.
  • Somebody resigns, and what only they knew is captured before they go.
Map one of these →
Running the place

GMs and office managers

Board packs, invoices and month-end that run on schedule.

  • Agendas start from what’s still open; minutes come back with owners and dates.
  • The invoice goes out when the milestone lands, and the follow-up happens before it ages.
  • Month-end comes together from the systems where the numbers already live.
Map one of these →

Every build is shaped by how your business already works.

Winning and keeping clients

A proposal comes back signed

The client record, folder, billing schedule and kickoff invite are all created, and the first prep briefing goes on the calendar

Answering questions

Questions come in

They’re sorted by type, and the simple ones are answered on the spot from what you’ve already written

Taking in work

An application or request arrives

It’s checked for completeness at the door

Writing things down

Something gets built or changed

A first draft of the documentation comes straight from the change

Bringing people in and up

An offer is accepted

Accounts, access, paperwork and a first-week schedule all get set up before day one

Running the place

A board or committee meeting is coming

The agenda starts from what’s still outstanding, and the package comes together for review

Winning and keeping clients

A client meeting is coming up

A briefing shows up beforehand, assembled from everything that’s happened since the last one

Answering questions

A question needs judgement

It reaches a person who already has the history, the account and a likely answer

Taking in work

An application arrives incomplete

The applicant hears exactly what’s missing, and gets reminded until it shows up

Writing things down

An expert talks for twenty minutes

A structured draft comes back, not a transcript

Bringing people in and up

Somebody starts

They get a plan built for their actual role, ready for their manager to adjust

Running the place

A board meeting wraps up

Minutes are drafted from the recording; every action leaves with an owner and a date

Winning and keeping clients

A client meeting finishes

Notes come back structured within the hour, with actions and owners pulled out

Answering questions

A question has no answer on file yet

It’s added to the list of what to document next

Taking in work

A file is ready for review

A working draft is built from the file, ready for the person who decides

Writing things down

A document goes out of date

You find out before a reader does

Bringing people in and up

A new hire asks a question

They get the written answer on the spot, without pulling a colleague away

Running the place

An action item sits untouched

The owner gets a reminder, and its state stays visible to everyone

Winning and keeping clients

The engagement reaches six and nine months

A renewal briefing is drawn from the whole history of the relationship

Answering questions

Your documentation changes

The answers change with it, and nobody has to retrain anything

Taking in work

A committee or board has to decide

The package is assembled from wherever the documents live

Writing things down

A process gets agreed in a meeting

It becomes a written procedure the same day

Bringing people in and up

A process changes

The training that teaches it changes with it

Running the place

A milestone is hit

The invoice goes out

Winning and keeping clients

A deliverable ships

Delivery, finance, account management and marketing all find out at the same time

Answering questions

The same question keeps coming back

It’s flagged as a documentation gap to fix

Taking in work

A decision is made

It’s recorded once, and shows up everywhere it needs to

Writing things down

Someone needs the policy

They get the current version, not the copy in a folder from 2023

Bringing people in and up

Somebody hands in their notice

What they know is captured while they’re still in the building

Running the place

An invoice ages

The follow-up happens before anyone has to notice

Winning and keeping clients

A request for proposal arrives

A first draft is waiting, built from the three closest proposals you’ve already written

Taking in work

The reporting period ends

The funder or regulator report has been building all year instead of being rebuilt in a two-week scramble

Running the place

The month ends

The reporting pack is pulled together from the systems that hold the numbers

Winning and keeping clients

A prospect goes quiet

You get a heads-up, with the last thing anyone said to them attached

Running the place

Friday afternoon arrives

A weekly report lands: what moved, what stalled, and what needs a decision from you

Running the place

You want to know how the quarter is going

A live dashboard pulls sales, delivery and cash from the systems that hold them

How we work with you

  1. The mapping session

    A 90-minute call. We map one process with you and show you where automation would help.

  2. The full assessment

    We interview your team and watch the work happen. You get a full map of your workflows with each automation priced and ranked by what’s worth doing first, and a fixed quote for the build.

  3. The build

    We redesign the process, build it, and document it. Everything gets handed over so your team can run it without us.

  4. Ongoing support

    Optional. Keep us on and we’ll keep it running smoothly, catch issues as they surface, and add to it as new needs come up.

You set the ground rules

  • Every process runs at the level you choose — AI-assisted, automated with sign-off, or fully automated.
  • We start with the tools you already run and help you get more from them. If something else would serve you better, we’ll suggest it and tell you what it costs, saying plainly when it’s one of ours.
  • You own what we build and we document it so you’re not dependent on us.
  • After the build, an optional retainer keeps us on it for as long as you want us.

Who we help most

Organisations of ten to a hundred people, where the work repeats and the handoffs matter. Lately, that has looked like:

Executive director, nonprofit

Her team is maxed out, the board wants to do more with the same budget, and the funder report eats two weeks every cycle.

Administrator, consulting firm

Every signed proposal means the same hour of setup by hand: folder, billing, kickoff invite.

HR director, growing company

Onboarding runs on interruptions; every new hire learns the job by asking the person next to them.

Office manager, accounting practice

Has grown weary of entering the same client details into three separate systems.

Member services lead, credit union

The routine member questions swallow the day, leaving no time for the ones that need a person.

Managing partner, agency

Winning a client gets everyone’s best effort. The renewal gets whoever remembers.

Intake coordinator, training provider

Half her week goes to chasing incomplete applications instead of working the ones that are ready.

General manager, family manufacturer

Month-end shouldn’t be a two-week scramble.

Executive director, industry association

Board meetings, member questions and the AGM all land on the same small team — all at once.

Your investment

Start with a free mapping session. We’ll show you how a key process can be improved, and you can choose to build it yourself, or engage our team to work with you.

The mapping session Free 90 minutes, one process.
The full assessment $3,500 Credited toward your build.
The build From $10,000 Fixed quote, with your assessment credited toward it.
Ongoing support Optional An annual retainer if you want us to stay on.

Your state or province may have funding programs to cover the assessment or build. Contact us and we’ll let you know if there is one that fits.

Who we are

We’re Neovation, headquartered in Winnipeg, Manitoba. We’ve spent two decades building training and learning systems for organisations across North America.

Our own support desk, documentation and production processes are all AI-first. We mapped and built those automations ourselves, which is how we know what works.

We look forward to doing the same for you. In the meantime, the free course we’ve built, Practical Prompting, can help anyone on your team who wants a solid foundation to start from.

The knowledge that powers us goes into your projects and stays with your team, this one and the next ones.

20+ yearsbuilding learning systems
Winnipeghome base; clients across North America
Practical Promptingour own free AI course

We work with all the major AI tools, and pick what fits your business.

Claude ChatGPT Gemini Microsoft Copilot n8n Zapier Make Slack AI

Not sure where to start? Book the mapping session and we’ll find it together.

Book a free mapping session

FAQ

What actually happens in the free mapping session?

You bring one process from your team of 10+ that’s been nagging at you and we spend 90 minutes mapping out how the work moves and where it gets stuck. You leave with the map, whether you hire us or not.

Do we have to buy new software?

Usually not. Most of what we build connects two or three systems you’re already paying for. If there’s a real gap we might suggest something, sometimes one of our own tools. When we do, we’ll tell you straight: what it is, what it costs, and whether someone else’s would fit you better.

How do we know what a build will cost before committing?

The $3,500 assessment answers exactly that. We map how work moves through your organisation, cost out each automation, rank which ones are worth doing first, and hand you a fixed quote for the build before you’ve committed to anything. Go ahead with the build and the $3,500 is credited against the final build cost, so the assessment ends up costing you nothing.

Will automations send things to our clients without us seeing them?

Only if you decide they should. By default, we build every process to wait for a person’s approval before anything goes out to a client, a member or a board. Nothing sends on its own unless you choose to let it, and the judgement calls stay with your people. Turning a process fully hands-off is a decision you make, never one we make for you.

Is this about replacing our people?

No. We automate the retyping and the chasing, the work that moves between people and systems without really needing a person. The thinking and the judgement stay with your team.

Are we dependent on you after the build?

No. The build is yours, documented so your team can run it without us. If you’d rather we stay on, we offer a retainer: we keep it running smoothly, catch issues as they surface, and add to it as new needs come up. It’s your call, and there’s no lock-in.

We’re under ten people. Should we book anyway?

Honestly? Probably not. In organisations with fewer than ten people, there usually aren’t enough handoffs between roles and systems for this to pay off. You’ll get more from using AI directly, so start with our free course, Practical Prompting. We’ll be here when you’ve grown into it.

Book a session

One call, 90 minutes. You pick a process, we draw it together, and the map is yours whether or not you go any further. Not sure which process to pick? Pick the one that annoys you most — that’s usually the right one.