I automated my own back office first.
Now yours.
I bring order to business administration and automate it. In my own document workflow, paperwork now sorts and files itself — I just approve. What used to take days is done in hours. I don't sell a ready-made system: I start from the way you already work.
How much of your week goes
into work that earns nothing?
The same data travels by hand: from one spreadsheet into another, then into the invoicing tool.
Scans, photos and PDFs live somewhere — in mailboxes, on phones, in a Downloads folder. When you need them, they never turn up.
The spreadsheet everyone has been scrolling for years is one nobody can read anymore.
There is no single place that shows what is done and what is stuck — what slipped only turns up afterwards.
None of this is an IT problem, and it is nobody's fault — it happens because the real work always came first. It can be fixed, often with the tools you already use.
Start small
Connected systems
What is copy-paste today between spreadsheets, invoicing and the cloud can be connected: Microsoft 365, Google, invoicing software, external APIs — behind one simple interface.
For example: invoicing linked to your records, approval flows, status and receivables tracking from a phone.
Double data entry disappears.What does connected actually look like?
Stylised sketch — the point is that data is entered once and arrives wherever it is needed.
Small custom web tools
A tracker, a register, an approval flow — a focused web app that does one job well, built on the systems you already use, phone-friendly from day one.
For example: a commission tracker on top of a Google Sheet, a document register, an internal admin panel.
Measured in days and weeks, not quarters.
A system of your own, built module by module
When the process outgrows spreadsheets: document handling, automatic recognition and filing, tracking, reports — shaped around the way you work.
For example: incoming documents recognised and filed with AI, generated paperwork, an internal admin panel.
You get a working process, not just software.Not theory —
proven on my own work
International vehicle trading company — full document workflow
Starting point: a deal-tracking spreadsheet, contracts and applications filled in by hand from templates, handwritten payment slips, scans arriving by email.
The path: first macros pulling data into documents, then a button-driven Excel control panel, and today a full system: incoming scans are recognised and filed automatically (with AI), outgoing documents are generated from the register.
Today: the paperwork of 1,600+ deals and 4,600+ vehicles, without a single error going out.
An example: a ten-car deal used to mean filling in ten contracts one by one, copying and checking each. Today I type in the deal number and the contracts, applications and payment slips are ready in seconds. The human work didn't disappear — it moved from typing to checking.
What zero means: not that a typo or a mismatch never happened. That none of it made it into outgoing documentation. The manual process was already built around checks; automation turned those checks into system logic. AI follows the same principle: handle what is certain, flag what isn't.
What does that look like in practice? One morning from the log
08:14:02 incoming document: vehicle_registration_417.pdf 08:14:04 recognised → filed #WH-26-0417 08:14:11 incoming document: invoice_scan_0233.jpg 08:14:13 recognised → matched to deal 0233 08:15:02 human approval required: 1 item 08:19:47 approved → sent → closed
Illustration with sample data — one detail of the Step 3 system, not a product on its own.
Car dealership — commission tracking web app
Starting point: commissions tracked in a Google Sheet — awkward on a phone, prone to typos, with no status view.
The solution: the sheet stayed as the database; on top of it came a phone-first interface that manages statuses, flags outstanding payments and prevents entry mistakes.
Today: entries take two taps from a pocket — nobody had to give up the system they knew.
What are the two taps?
The same Google Sheet updates in the background.
Stylised sketch — not the real interface; the point is the two-tap entry.
How I work
- Conversation.
You describe the process that eats the most time. I look at it and tell you honestly what is worth doing with it — including when the answer is nothing.
- Assessment.
I look at the real work, not the org chart. I know administration from the inside: I did it for years before I built tools for it.
- Small steps.
Fixed-price stages measured in days and weeks. Every step pays for itself on its own; you can stop at any point.
- Running it.
I do not disappear at handover: a system is only good if it is still in use months later.
What eats most of your time?
No need to propose a solution, and no technical spec required — just describe the recurring task that eats the time. I reply within one business day and tell you honestly whether it is worth doing — including when it is not. The first conversation and my honest opinion are free, with no strings attached.
- the same data gets entered in more than one place;
- a spreadsheet holds an important process together;
- admin work regularly eats into more than one person's day.
Or write directly: info@whitehawk.hu