Rule-based steps
Run the same way every time something happens.
- Assign a job or shift when a booking is confirmed
- Update lesson credits when attendance is marked
- Send a reminder when a payment falls due
Workflow automation services in Singapore
Workflow Automation In Singapore, Built Around How Your Team Works.
Exactflo automates the everyday workflows of Singapore SMEs: bookings and schedules, work orders and job assignments, delivery orders and stock, attendance and payroll, payments and invoices, and reporting, all running from one custom system your team works from every day.
Mapped from your real process
One system, not more tools
Supported after launch
Workflow Automation Explained
What workflow automation means for a Singapore SME
Every business runs on workflows: the chain of steps from a customer's first enquiry to a finished job and a paid invoice, or from a delivery order to an updated stock count. In most SMEs those steps are done by hand, across spreadsheets, group chats, paper and someone's memory.
Workflow automation, also called business process automation, lets the routine steps run by themselves. When a booking is made, a delivery order arrives or a payment falls due, the system updates the records, assigns the next person and sends the right notice, following rules you agree with us.
Most of our clients had no proper system before. No off-the-shelf product fitted the way they worked, so we map the workflow they already use and build the system around it. Where a step needs reading or writing, such as a delivery order or an enquiry, AI handles it. Where a step needs judgement, your team keeps it.
In short: workflow automation in Singapore with Exactflo starts from S$3,000 for implementation, plus a monthly fee based on usage, and a system typically takes 2 to 4 weeks to be up and in testing. Most businesses start with one workflow and add more to the same system later.
AI steps
Handle work that needs reading or writing.
- Read delivery orders and pull out SKUs and quantities
- Answer and qualify incoming enquiries
- Generate storyboards, prompts and video content
Most workflows use both, plus your staff for the decisions. We build them into one system, so every step is saved against the right customer, job or order.
Workflows We Have Automated
Real workflows we have automated for Singapore businesses
What each client handled by hand before, and the workflow that now runs in their system, step by step.
Interior Fittings & Furniture Hardware
KKPL
Delivery order to stock workflow
Before: Delivery orders had to be reviewed by hand before stock records could be updated, and inventory needed frequent manual checking.
- Delivery order arrives
- AI reads SKUs and quantities
- Incoming and outgoing stock updated
- Low-stock monitoring
- Forecast for future purchasing
AI document recognition speeds up delivery processing and stock updates, while forecasting gives clearer visibility for purchasing decisions.
Interior Fittings & Furniture Hardware
KKPL
Enquiry to salesperson workflow
Before: Sales staff spent time on repetitive enquiries, and spam made it harder to focus on genuine customers.
- Enquiry comes in
- AI answers routine questions and filters spam
- Lead qualified
- Assigned to the right salesperson
- Live chat handover
Qualified sales enquiries reach the right salesperson, managed from the same system as orders and stock.
Workforce & Operations
AMD, MGT & PRESTIGZE ASIA
Booking to payroll workflow
Before: Bookings, shift schedules, attendance and job assignments needed constant manual coordination, and pay and overtime involved repeated checking.
- Booking enquiry handled by an AI booking agent
- Booking confirmed and followed up
- Job and shift assigned
- Shift reminder sent
- Attendance check-in, lateness tracked
- Pay and overtime calculation
- Management report
Booking enquiries, staff records, schedules, attendance and assignments are managed through one centralised workflow.
Music Education
Happify Piano Studio
Lesson to payment workflow
Before: Attendance and lesson credits were tracked by hand, and payment reminders needed repeated follow-ups.
- Attendance marked
- Lesson credits tracked
- Payment reminder sent
- Payment approved
- Invoice generated
- Teacher salary calculated
Lesson, payment, teacher and student information is managed from one platform, with portals for students, guardians and teachers.
Marketing & Content Production
WERK
Idea to storyboard workflow
Before: Turning raw client ideas into structured concepts, storyboards and scene prompts was slow, repetitive manual work.
- Raw idea and market trend research
- AI marketing ideas
- Multi-scene storyboard
- Image and video prompts per scene
- Scene visuals generated and stored
WERK turns campaign ideas into scene-by-scene storyboards, reducing pre-production work before filming begins.
Music Education
Ocean Studio SG
Lesson timetable and AI video workflow
Before: Weekly lessons, packages, attendance and make-ups had to be tracked across teachers and students, and every social video needed its own production.
- Repeating class slots set for the term
- Students assigned to slots
- Teacher marks attendance
- Attendance updates credits and make-ups
- Invoice issued
- Social video generated from a plain-words idea
Ocean Studio SG runs its lesson timetable, credits, attendance and invoices from one staff portal, and turns plain-words ideas into short social videos featuring its mascot.
Home Cleaning
Sparkling Nest
Booking to cleaner salary workflow
- Customer books a time slot online
- PayNow proof approved
- Invoice and receipt sent on WhatsApp
- Reminders sent 3 days and 1 day before
- Cleaner gets the job and a 2-hour reminder
- GPS clock-in and job photos
- Timesheet and monthly salary report
Bookings, payments, cleaner schedules, attendance and salary run through one system, using set business rules and automatic WhatsApp messages rather than AI.
What We Automate
Business workflows we automate for SMEs
Each one can be built on its own or connected to the others in the same system.
Bookings and scheduling
Booking enquiries, confirmations, follow-ups and recurring schedules, connected to the staff and jobs behind them.
Built for AMD, MGT & Prestigze Asia
Work orders and job assignment
Create work orders, assign jobs to the right person and track each job's status without chasing updates.
Documents and delivery orders
AI document processing reads delivery orders and pulls out the details, so records update without retyping.
Built for KKPL
Inventory and stock
Incoming and outgoing stock tracking, low-stock monitoring and forecasting for future purchasing.
Built for KKPL
Attendance, pay and overtime
Attendance check-in, late tracking, overtime and salary calculation from the same records.
Built for AMD, MGT & Prestigze Asia and Sparkling Nest
Payments and invoices
Lesson credits or packages, payment reminders, payment approval and invoice generation.
Built for Happify Piano Studio and Sparkling Nest
Content and AI video
AI campaign ideas, storyboards, prompts and AI video generation for creative and studio teams.
Built for WERK and Ocean Studio SG
Enquiries and leads
AI replies to routine enquiries, filters spam, qualifies leads and assigns them to the right person.
Built for KKPL
Reporting
Management reports and stock movement reports built from the workflow's own records, not from spreadsheets.
How It Works
How we automate a workflow
We start from the way your team works today, not from a template.
01
Map the workflow
We look at how the work moves today: who does each step, which records it touches and where time is lost.
02
Agree the rules
Together we decide which steps the system runs, which AI handles and which stay with your staff. Then we confirm scope and price.
03
Build and test
We build the workflow into your system and test it with real cases before your team relies on it.
04
Launch and extend
Your team starts using it, we support it after launch, and the next workflow can be added to the same system.
You Stay In Control
The system runs the routine steps. Your team keeps the decisions.
Every workflow we build follows your business rules and has clear points where a person steps in, so nothing important happens without your team.
Guide: how to set up workflow automation, and why it helps Guide: business process automation, with real SME examplesEach workflow follows the business rules agreed during scoping, so steps run the same way every time.
Decisions that need a person stay with your team, and staff can take over any conversation.
Each step is saved against the right customer, job or order, so anyone can see where things stand.
Admins, staff and customers each see only what their role allows.
Start with one workflow and connect more of the business to the same system when you are ready.
Your business data can be exported, with arrangements stated in the agreement.
Is It A Fit?
Is workflow automation right for your business?
Workflow automation pays off when your team repeats the same steps every day. It is likely a good fit if:
- Your team repeats the same steps by hand every day
- Work is tracked across spreadsheets, group chats and paper
- Details are retyped from one document or tool into another
- Jobs, shifts or bookings need constant manual coordination
- You only know where things stand by asking someone
- No off-the-shelf software fits the way your business works
Pricing
How workflow automation pricing works
Implementation starts from S$3,000, plus a monthly fee based on usage. Every system is scoped to your workflow, so the final quote depends on the number of workflows, user roles, automation rules and integrations.
Implementation from S$3,000
A one-time fee covering scoping, design, development, testing and launch of your workflow. Larger systems are quoted higher.
Monthly fee
Covers hosting, maintenance, monitoring, support and continued access. The amount depends on the load: users, records and automated tasks.
AI and messaging usage
AI and messaging platforms bill by usage, so these costs may be separate. We clarify them before implementation.
Workflow Automation FAQ
Questions about workflow automation
Straight answers to what Singapore business owners ask us most.
More answers on our FAQ pageWhat is workflow automation for an SME?
Workflow automation means the routine steps of a business process run by themselves once something happens. When a booking is made, a delivery order arrives or a payment falls due, the system updates the records, assigns the next person and sends the right notice, following rules you agree. Your team keeps the judgement calls. At Exactflo we build these workflows into one custom system around the way your business already works.
Is workflow automation the same as business process automation?
They overlap. Workflow automation usually means automating one chain of steps, such as booking to confirmation to reminder. Business process automation covers a whole process across teams, such as enquiry to job to invoice to report. For a small business the difference matters less than starting with the right workflow: we build one first, then connect more of the business to the same system.
Which workflows can you automate?
Workflows we have built for Singapore businesses include booking enquiries, confirmations and staff scheduling; attendance, pay and overtime calculation; lesson credits, payment reminders, invoices and teacher salary calculation; sales enquiry qualification and assignment; delivery order recognition and stock updates; inventory forecasting; scheduling and AI video generation; and AI campaign storyboards.
Does workflow automation have to involve WhatsApp?
No. WhatsApp is one optional step, used where customers or staff need a message, such as a reminder or a confirmation. Many workflow steps never involve messaging: reading a delivery order, updating stock, tracking attendance, calculating pay or preparing a report. We include WhatsApp only where it helps the workflow.
How much does workflow automation cost in Singapore?
At Exactflo, implementation starts from S$3,000, plus a monthly fee based on usage. The final quote depends on how many workflows, user roles, automation rules and integrations the system needs. Most businesses start with one workflow and add more later.
How long does it take to automate a workflow?
A typical system takes 2 to 4 weeks to be up and in testing. We map your current workflow first, then confirm scope and price, build it and test it with real cases before your team relies on it.
Start With One Workflow
Tell us which workflow takes your team the most time
Describe the steps your team repeats every day, from enquiries and bookings to job assignments, documents or payroll. We will get back to you within one business day with how it could be automated.
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