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We connect your tools, remove the repeat work, and make sure every enquiry gets a next step.
Free 30 minutes. Written roadmap within 24 hours.
New enquiry triaged
just nowRouted to the right person, out of hours
CRM record created
1 min agoNo re-keying, straight from the enquiry
Follow-up scheduled
4 min agoFires on time, every time
Invoice logged in Xero
11 min agoMatched and filed automatically
Most owners we meet are not short on talent. The operation is held together by people, inboxes, spreadsheets and memory, and it costs a day a week that nobody has.
A call, a form or a WhatsApp message arrives after hours and sits until someone gets to it. By then they have rung the firm down the road.
The same details get typed into the CRM, the calendar, the spreadsheet and the email thread. Data drifts between systems while people patch it by hand.
Whether a client hears back this week comes down to whether someone remembered. The busy weeks are the weeks it slips.
Onboarding, document collection, reminders, invoicing, status updates. The same manual steps, eating hours nobody has.
Numbers get pulled together manually into a spreadsheet, late, and out of date the moment they land.
One member of staff holds the handoffs in their head. When they are out, the work stops.
Most service businesses do not need another tool. The Systems Audit traces the repeated work, the enquiry paths, the handovers, the data and the decision points as they run today. What gets built is the smallest system that removes the manual step, connected to the tools that already earn their place. If a system is not the right answer, we say so in the first call.
Each one starts with the Systems Audit, so the build matches how the business actually runs before anything is connected.
Four steps from audit to handover, with the roadmap written before any build starts.
A free 30-minute conversation. We map the work as it runs now: who touches it, where the data moves, and what breaks when someone is away.
A written roadmap within 24 hours. The highest-value systems to build, in order, with the dependencies and scope boundaries named. Yours to keep whether you hire us or not.
A fixed-scope production system, tested against the real workflow before it goes live.
Documentation, handover material, a walkthrough and 30 days of monitoring, included in every build. Ongoing Care is optional and project-priced.
4-5 hrs
back every week, confirmed by the client
“Saving time on roster management and eliminating 4 to 5 admin hours every week has made a real difference to how we operate. The systems just work.”
Axel N. · Operations Manager
Stuntworxelite
“Before we worked together, I had zero experience with tech... After our consultations, you built absolutely everything from scratch, exactly the way I wanted.”
Adrian Radej
Founder, ARCoach
“AI training was practical and specific to our workflows. Every person left using the tools with more confidence and fewer risks.”
Karina G.
Director, Extraordinary Mindset
“Saving time on roster management and eliminating 4 to 5 admin hours every week has made a real difference to how we operate. The systems just work.”
Axel N.
Operations Manager, Stuntworxelite
“We had zero online presence and no way of capturing leads. Now people find me, message me out of nowhere, and I can focus on the people who need me instead of the tech.”
Dorota M.
Owner, Butterfly Care & Support
The Systems Audit is with Natan Trolka, the founder. Not a sales rep, not an account manager. The person who hears the problem is the person who scopes the fix and builds it.
Otomatic is run from Dublin and works with owner-led service businesses across Ireland and the UK. Deliberately senior, deliberately narrow: fixed scope, a written roadmap, and a system you own at the end.
Natan Trolka
Founder, Otomatic Digital · Dublin
The audit call, the written roadmap, and the build itself all come from the same person. No handoffs to someone cheaper after you sign.
Candidate and client communication, CRM hygiene, screening support, scheduling, and the handovers between consultants that run on memory.
Estate, letting and management firms. Portal enquiries, viewing bookings, qualification, tenancy documents and maintenance routing.
Digital, PPC, SEO and social agencies. Client reporting, onboarding, proposals, lead routing and internal tools.
Document collection, client chasing, reminders and case-status updates, so files move without someone remembering to push them.
Appointment-led businesses where the phone is the pipeline. Missed-call capture, enquiry response, quote follow-up and booking.
Coaches, therapists and counsellors. Enquiry response, session booking, reminders, rebooking and between-session check-ins.
Book the Systems Audit. Thirty minutes, then a written roadmap within 24 hours.
