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Process Automation

23Minds automates a business process and leaves it in your organization as a written, versioned procedure with a named owner. Robotic automation of business processes is within the scope of the company's ISO 9001 certificate, so the same quality system covers the automation and the rest of its engineering work.

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Entry packageAutomation Blueprint: 1 Processfrom EUR 4,0001 process · up to 3 weeks from scopingWhat is included
In short
01

A procedure with an owner

The automation ships as a documented process with a named owner, a version history and a review cycle.

02

Runs on tools your team operates

UiPath, Power Automate, n8n or plain scripts; nothing that lives only at a vendor.

03

Exceptions go to a person

Every case the automation cannot decide is escalated to a named person and logged with the reason.

23Minds automates business processes for operations, finance and back-office teams that need the automation to stay understandable, changeable and auditable after handover.

Show the full summary

Robotic automation of business processes in IT systems is within the scope of the company's ISO 9001:2015 certificate (DNV Business Assurance, no. 10000439701-MSC-RvA-POL), so every automation ships with what a quality system expects: a process description, a step-by-step procedure, exception handling, a named owner, a version history and a review cycle. The automation runs on tooling your team can operate (UiPath, Power Automate, n8n or plain scripts), with a language-model step behind a confidence threshold wherever a document, an email or a transcript has to be read. What stays with you is a procedure your team runs, changes and audits without 23Minds.

Why 23Minds

What makes this service defensible.

  • Inside the ISO 9001:2015 scope

    Robotic automation of business processes is on the certificate (DNV, no. 10000439701-MSC-RvA-POL).

  • As-is and to-be process on paper

    Steps, decisions, exception paths and the systems each step touches, before any build.

  • Build-versus-buy decided with an ROI model

    The blueprint package ends with a costed recommendation, not a preference.

  • Owner and deputy trained

    Handover includes training for two people, so the procedure survives a holiday.

How we work

The process, phase by phase.

  1. 1

    1. Process mapping

    We sit with the team that runs the process by hand and write down the as-is: steps, decisions, exceptions, systems. The to-be is agreed with the process owner. Gate: the owner signs the process description.

    Week 1-2
    A flowchart of boxes and a decision diamond, the diamond yellow: the process as it runs today, written down with its steps, decisions and exceptions.
  2. 2

    2. Design + tool choice

    Per step we choose the tool: RPA, a script, or a model-based step where something has to be read. We design the exception paths and the log. Gate: a written design, including the steps that stay manual and why.

    Week 2-3
    A flowchart with a small tool square attached to three of its steps, one tool yellow: a tool chosen per step, RPA, script or model, and the steps that stay manual.
  3. 3

    3. Build + test

    We build in your environment and test against real cases, exceptions included. Every change carries a version and the person who approved it.

    In a project, weeks 3-6
    The same flowchart with a dot at the corner of every step to mark a completed run, one dot yellow: each step built and tested on real cases, exceptions included.
  4. 4

    4. Controlled rollout

    The automation runs alongside the manual process and results are compared case by case. We switch over when the owner accepts the result, and we measure the exception share on the way.

    In a project, weeks 6-8
    A round dial with one small segment opened in yellow: the automation running alongside the manual process and compared case by case before the switch.
  5. 5

    5. Handover + review cycle

    We hand over the procedure, train the owner and the deputy, and set the date of the first review and who signs it.

    In a project, weeks 8-9
    A document with a yellow circular arrow around it: the procedure handed to its owner, with the date and the signer of the first review.
How to start

Pick the way in that fits your budget and timing.

Every practice has a free first step, an entry package with a written deliverable and its price listed here, and a full project or retainer quoted after a first call. Once the scope is agreed, the price is fixed, with no hidden costs.

  1. 1
    Step 1 · Free

    Intro call or self-assessment

    60 minutes · 1 engineer · no obligation

    Free
    Show details
    • Intro call with an engineer, or the online self-assessment
    • A written next step within one business day
    • No obligation and no sales deck
    Talk to an engineer
  2. Recommended
    2
    Step 2 · Entry package

    Automation Blueprint: 1 Process

    1 process · up to 3 weeks from scoping

    from EUR 4,000 net

    The price is fixed once the scope is agreed on the intro call, no hidden costs; extras only from the Not included list.

    Show details
    • Map of one business process
    • ROI model
    • Automation architecture design and tool recommendation
    • Build-versus-buy decision
    • Not included: Building and deploying the automation, RPA licences, integration with source systems, exception handling.
    Ask for this package
  3. 3
    Step 3 · Project or retainer

    Full scope, quoted after a first call

    Full scope · phased delivery · quoted per phase

    from EUR 28,000 net, quoted after a first call
    Show details
    • Automation built and deployed to production
    • Monitoring and exception handling
    • Quality dashboard
    Start the conversation
Sounds familiar?

The situations that bring teams to this service.

  • The process lives in one person's head and a spreadsheet; nobody can write down what happens when an exception comes in
  • An automation bought from a vendor runs as a black box: no documentation, no version history, nobody on your side who can change it
  • Your quality system requires a documented procedure and an owner for the process, and the bot has neither
Show the other problems (2)
  • Every change in a source system breaks the automation, and the fix is a call to someone who may not pick up
  • Half-built scripts and prompts run in production with no test, no log and no record of who approved the last change
Who it's for
  • Heads of operations whose process runs from one person's memory and has to run the same way when that person is away
  • Finance and administration leads whose process has to pass an audit: who changed what, when, and on whose approval
  • Quality managers in ISO 9001-certified organizations who need automations documented like any other procedure
  • Teams that inherited an automation from a vendor or a former colleague and nobody can say what it does
Failure modes

Where this goes wrong, and what we do about it.

  1. 1. The bot runs, the procedure does not existWhat stays with you: process description and procedure with a named owner and deputy, plus the change log
    What happens

    The automation is built from the head of the one person who knows the process and recorded only in the bot's configuration. While that person is there and the process does not change, everything works. When they leave or a form changes in a source system, nobody can say what the bot should do, only what it does.

    What we do about it

    We write the process description before we build and the owner signs it. At handover you receive the procedure: how the automation performs the process and what a person does when it stops. Every change has an entry in the change log and the name of who approved it.

  2. 2. Exceptions go to whoever noticesWhat stays with you: an exception log with an owner per path and the measured exception share from the rollout period
    What happens

    The main path is automated. A missing field, an unreadable PDF or a sender outside the list drops out of the process silently or lands in a mailbox nobody is responsible for. Nobody measures the exception share, so the automation looks finished while the backlog grows next to it.

    What we do about it

    Every exception path is named in the design and assigned to a person who receives the case together with its context. During the controlled rollout we measure the exception share and set the threshold above which the procedure goes back to review.

  3. 3. A model-based step gets treated like a ruleWhat stays with you: a review checklist with sample size and threshold, and a per-run log carrying the model version
    What happens

    A step that reads a document or an email with a language model starts being treated as deterministic: no confidence threshold, no sample check, no record of which model version answered. When the provider swaps the model behind an alias, the error does not show up as an error but as a wrongly booked invoice found a month later.

    What we do about it

    We set a confidence threshold below which the case goes to a person, we put a sample check by the owner into the review cycle, and we log the model identifier on every run so that a swap shows up in the log rather than in the accounts.

What you get

Deliverables, not deliverable-shaped slides.

  • Process description as-is and to-be: steps, decisions, exception paths and the systems each step touches
  • Working automation in your environment, on tooling your team can operate (UiPath, Power Automate, n8n or plain scripts)
  • Procedure with a named owner, a change log, a version history and an approval record for every change
  • Exception handling with escalation to a named person, and a log that shows what the automation did and why
  • Handover and training for the owner and a deputy, plus a review cycle: what to check, how often, who signs
  • Optional: periodic reviews under AI Application Maintenance
FAQ

Questions procurement teams ask.

Three documents, each with a named owner: a process description (what happens and in which systems), a procedure (how the automation performs it, and what a person does when it stops) and a change log (what changed, when, on whose approval). This is the same shape a procedure has in an ISO 9001 quality system, so it fits into an existing one without being rewritten.
Robotic automation of business processes is within the scope of our ISO 9001:2015 certificate, which means we build automations inside a quality management system audited by DNV: documented, versioned, reviewed. For you it means an automation that passes your own internal audit and your customer's audit, because it has an owner, a version history and a record of approvals.
The ones your team can operate afterwards. UiPath and Power Automate where they are already licensed, n8n or plain scripts where they are not. Where a step has to read a document, an email or a transcript, we add a model-based step with a confidence threshold and a route to a person below it. We do not build or sell an orchestration platform of our own; the automation runs in your environment, on tools you own.
Yes. We start by writing down what it does today, which is often the first time anyone has, then decide per step whether to keep, rebuild or retire it. What you get at the end is the same set of documents as for a new automation.
Your owner, following the procedure. We train the owner and a deputy and set a review cycle with a date and a signature. If you would rather we ran the reviews, that is available under AI Application Maintenance; the documentation stays yours either way.
Steps that are stable and rule-based are automated first. Steps that need judgement stay with a person and get a better interface to the automation, such as a queue or a checklist. We write down which is which and why, so the next reviewer can revisit the decision instead of guessing.
Related services

Often shipped together with Process Automation.

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AI Application Maintenance

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LLM Cost Optimization

An audit of LLM spend and the changes that can lower it: prompt caching, model routing, prompt compression. The report compares cost and quality before and after.

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