Custom workflow systems that run your process end to end
Short answer: A custom workflow system is a multi-step process wired together across the tools you already use. A trigger fires, data moves between your systems, the right person is notified, and records update, with no one re-typing in between. We build it around your process, not the other way around.
We are the team that builds the system, not another tool you have to learn and operate.
How it works for your business
Most manual work is not one task. It is a chain: an email arrives, someone copies a number into another tool, checks a third system, pings a colleague, then updates a record. Every handoff is a place to lose time or make a mistake. A custom workflow system replaces that chain with a single process that runs on its own and only stops for the decisions that actually need a human.
It starts with a trigger
The workflow fires on something real in your business: an inbound email, a new row in a sheet, a form submission, a status change in your CRM, or a scheduled time. From that moment the process runs itself until it is done or it needs your sign-off.
Data moves between your tools
The system reads from one tool, transforms what it finds, and writes it into the next, so the same number never gets typed twice. We map every field and every edge case up front, then wire the connections so the data stays consistent across systems.
A person approves what matters
This is human-in-the-loop by design. The system does the repetitive moving, matching and chasing; a person reviews and approves the steps that carry real consequence. You stay the source of truth, with a full audit trail on every action.
What we connect
If a tool has an API, we can wire it into the workflow. That covers accounting systems like Xero, Sage and QuickBooks, CRMs, inboxes and calendars, spreadsheets and databases, bank APIs, and messaging tools like Slack for notifications and approvals. We pick the right approach for each connection rather than forcing everything through one platform.
You keep your stack. We build around the tools your team already runs, so nobody has to migrate or relearn anything. When data residency matters, we offer a self-hosted option so the system runs inside your own infrastructure. For deeper context on a finance-heavy build, see how this plays out for an accounting practice.
How we build it, and what it costs
We start with a free audit that maps your process step by step and finds the handoffs worth removing. You leave with a concrete plan, a fixed scope, and a fixed fee, so you know the price before you commit.
Most builds go live in 2 to 4 weeks, with simpler workflows live in one. We typically start with a pilot on one slice of the process so you can see the accuracy before it touches everything, then roll the rest out in stages.
Productized workflows start from EUR 1,999. Deeper custom builds with bespoke logic are quoted after your free audit. Either way the scope is fixed, the fee is fixed, and Aleksandar architects the engagement personally.
Invoice reconciliation, end to end
One workflow takes a supplier invoice from inbox to reconciled record, with a person approving the postings that matter.
≈ 2.5 hrs/week · ~10 hrs/month
Works with
Receive the invoice email
The system picks up the supplier invoice the moment it lands in the inbox.
Check the bank for payment
It calls the bank API to see whether that invoice has already been paid.
Chase if it is unpaid
If the invoice is outstanding, the right person is notified in Slack to act, with no manual follow-up.
Match the payment proof
Once paid, the system matches the transaction back to the original invoice.
Write the reconciled record
The matched record is written into Xero, Sage or QuickBooks with no re-typing.
Approve what matters
A person reviews and approves the postings that carry real consequence before they are final.
Frequently asked questions
It is human-in-the-loop by design. The system handles the repetitive moving, matching and chasing, but a person approves the steps that carry real consequence. We usually start with a fixed-scope pilot on one slice of the process so you can see the accuracy before it runs across everything.
Yes. Code2b is SOC 2 certified and GDPR compliant, with encryption at rest and in transit, role-based access control, and audit logging on every action. When data residency matters, we can build the workflow self-hosted so it never leaves your own infrastructure.
Most builds go live in 2 to 4 weeks, and simpler workflows in about one. We scope the work up front during your free audit, then roll it out in stages so it slots in around your team rather than disrupting it.
Yes. We build around your existing stack rather than replacing it. If a tool has an API, we can connect it, from accounting systems and CRMs to bank APIs and Slack. Nobody has to migrate or relearn their tools.
See what your process could run on its own
Book a free automation audit. We map your workflow step by step, flag the handoffs worth removing, and give you a fixed scope, a fixed fee and an honest hours-saved estimate. You keep the report either way.
Book a free strategy callEngagements are architected personally by Aleksandar Janca, founder of Code2b.
Fixed scope and go-live date agreed up front. No surprise costs.