The manual work that repeats every week.
Quotes, contracts, weekly reports, approval requests: work that follows the same rules every time and is still done by hand. VertaStack builds the system that takes it over. Not a product you subscribe to, but a project built for your process.
Four places where the work still goes through a person.
The same numbers are retyped by hand from one spreadsheet into another every day, because the systems behind them are not connected.
The weekly report is assembled by hand from several spreadsheets and takes half a working day.
Every quote is written from scratch, even though around 90% of the content matches the previous one.
Three departments keep the same list separately, and every meeting starts by reconciling three different versions.
One team. Every step of the way.
The brief, the build, the support and the changes afterwards all go through the same team.
We watch the work where it happens
We spend a day with the people doing it and record every step: what gets opened, what gets retyped, where the waiting happens. No technical brief is needed.
We sort out what is worth automating
Not everything is. Before development you get a clear answer on which steps go, which stay with a person, and what each one saves.
We build it and put it live
The first working part runs on your real data within a few weeks. The old way runs alongside until the new one proves itself. The work is not passed to subcontractors.
We keep it running and change it
Hosting, updates, security and monitoring stay with us. Changes go through the same team that built the system.
The work we take over most often.
Offers and quotations
The system builds the quote from your catalogue, your prices and the discounts agreed with that specific customer, in the document you already use. The salesperson checks the price and adds whatever is specific to the deal.
Contracts and the paperwork around them
Contracts and annexes are filled in from data you already hold, instead of being copied from a previous document. The check is reduced to whatever differs from the standard text.
Weekly and monthly reporting
The system pulls the report together from the sources that already hold the numbers and publishes it before the week starts. The half day of assembly disappears, and the meeting starts from what the numbers show.
Requests, approvals and claims
The system routes the request to the person who has to approve it, sends the reminder, and records who approved what and when. What is left for people is the decision, not the follow-up.
When it is a finished product and when it is a project.
VertaPilot
A finished product already exists. VertaStream, the synchronisation system, keeps stock and prices identical everywhere you sell. VertaPilot reads supplier documents, writes product descriptions, shows what to reorder and flags the same day when something is wrong. You subscribe, we connect it to your systems and it runs.
Automating manual work
Automation is a project. A system like it does not exist in advance, because this process runs only in your company. We watch how you work and build the system for it. It takes weeks rather than days. If the finished products cover the job, we start there. It is a project when the work is done only in your company, and in your own way.
Our work up close.
Manufacturing
Problem
The production report that the management team reads on Monday morning was assembled by hand from three places: the ERP, the machine data and two spreadsheets kept by shift supervisors. Two people spent most of Friday and part of Monday on it, and the numbers were argued about at the meeting rather than acted on.
Solution
The three sources are pulled on a schedule, reconciled against each other and published before the first shift starts. Where the sources disagree, the report says so instead of silently picking one. Nobody assembles anything, and the argument at the meeting is now about the production rather than about the numbers.
Results
Insurance
Problem
Every policy that needed a second opinion travelled by email. Who had it, how long they had had it and what they decided lived in individual inboxes. Cases sat for days because nobody knew they were waiting, and an audit meant asking people to search their mail.
Solution
Cases are checked for completeness on arrival, routed to whoever should see them and timestamped at every step. The decision stays with the underwriter. What changed is that the queue is visible, the waiting is measured, and the trail is written as the work happens rather than reconstructed afterwards.
Results
The first step is a short conversation.
We reply within 24 hours. A detailed brief is not needed beforehand.