One of the most common questions we hear is: "What does working with OpFlow actually look like?" Not the marketing version. The practical, step-by-step version.
Here it is. Four steps, from first conversation to running automations.
Step 1: The assessment (free, 20 to 40 minutes)
Every engagement starts with a conversation. Depending on what you are looking for, this takes one of two forms:
Automation Assessment. If you know you have manual processes that need automating but are not sure where to start, this is the entry point. We talk through your current workflows, identify the biggest time-wasters, and produce a one-page report with recommended automations and estimated time savings. There is no cost for this session.
Systems Assessment. If the issue is broader (you are not sure which platforms to use, your tools do not talk to each other, or you are setting up business systems for the first time), a Systems Assessment looks at your entire platform stack and recommends a practical setup. This is the entry point for our SysCare service. Also free.
Both assessments are conversations, not sales calls. You walk away with a clear picture of what your business needs, whether you engage us or not.
Step 2: The audit ($699 online, $899 on-site)
If the assessment identifies opportunities worth pursuing, the next step is an Automation Audit. This is a deeper dive where we:
- Map your current processes in detail
- Document every system and data flow
- Identify every automation opportunity (not just the obvious ones)
- Prioritise them by impact and effort
- Deliver a full report with a recommended build sequence
The audit fee applies as a credit toward any build work, so if you proceed to implementation, the audit is effectively free.
For businesses closer to our regional NSW base (Newcastle, Hunter Valley, Port Macquarie, Tamworth, Armidale, and surrounding areas), we offer on-site audits. Being physically present in your workspace often reveals processes and pain points that do not come up in a video call.
Step 3: The build
This is where the automations get built and deployed. Based on the audit report, we work through the recommended automations in priority order.
Each automation follows the same process:
Spec and approve. We write a clear specification for what the automation will do, what triggers it, what data it moves, and what the expected outcome is. You review and approve before we build anything.
Build and test. We build the automation on the appropriate platform (Make.com for client-facing workflows, or the platform that best fits your stack). Testing happens with real data in a sandboxed environment. We verify that every step works before it touches your live systems.
Deploy and verify. The automation goes live. We monitor the first few runs to confirm everything works as expected in production.
The first automation after an audit is included in the audit fee. Additional automations are $299 each to set up.
Step 4: Ongoing support
Automations are not "set and forget". Platforms update their APIs. Your business processes evolve. New tools get added to your stack. An automation that worked perfectly six months ago might need adjusting when your CRM changes or your invoicing workflow shifts.
This is where our two ongoing services come in:
Bot Care ($149/bot/month). Proactive monitoring and maintenance for your deployed automations. We watch for errors, handle platform updates, and make adjustments as your business changes. If something breaks at 2am, we know about it before you do.
SysCare (from $149/month). Broader ongoing support for your business systems. Platform configuration, user management, troubleshooting, and periodic reviews to make sure your tools are still serving your business well. SysCare covers the systems layer; Bot Care covers the automation layer. Many clients use both.
Both services include a monthly check-in where we review how your automations and systems are performing, flag anything that needs attention, and discuss any new requirements.
What you do not get
We do not sell tools. We are not a reseller for any platform. We recommend and build with whatever fits your business, whether that is Make.com, Power Automate, Xero, Zoho, Microsoft 365, or something else entirely.
We do not lock you in. Every automation we build is documented with a full specification. If you decide to move to another provider or bring the work in-house, you have everything you need to do so.
We do not pad the scope. The audit tells you what is worth automating. Some businesses need two automations. Some need twenty. We build what delivers value, not what maximises our invoice.
Getting started
The first step is always a conversation. Book a free Automation Assessment or Systems Assessment and we will take it from there.
If you are not ready for a conversation and just want to get a feel for the types of automations we build, have a look at our case studies for real examples across different industries.