Key points
- Automate tasks that follow a fixed rule and happen often.
- Start with billing calculations, stock updates and reminders.
- GST data and reports can build up on their own.
- Set rules once; review the results.
- Keep people for judgement and customers.
Ten tasks to automate
| # | Task | Instead of |
|---|---|---|
| 1 | GST on every bill | Working out tax by hand |
| 2 | Stock updates | Updating a register |
| 3 | Reorder lists | Walking the shelves |
| 4 | Offers and schemes at billing | Remembering them |
| 5 | Payment reminders on WhatsApp | Phone calls |
| 6 | Customer statements | Making them in Excel |
| 7 | Accounting entries | Retyping bills |
| 8 | GST return data | Collecting bills at month end |
| 9 | Daily owner report | Someone preparing it |
| 10 | Expiry and stock age alerts | Finding problems too late |
How to choose what to automate first
- List repeated tasks Ask staff what they do every day.
- Estimate time Minutes per day per task.
- Pick the top three By time saved and mistakes avoided.
- Set the rules Rates, levels, reminder schedules.
- Review weekly Adjust rules as needed.
What not to automate
- Approving large discounts or credit beyond limits.
- Decisions on tax classification.
- Conversations with unhappy customers.
- Choosing what new products to stock.
A note on manufacturing
Factories can also automate material consumption from the BOM and shortage alerts. See manufacturing automation.
Example: a week of automation
- Monday The reorder list arrives; purchase orders are drafted from it.
- Tuesday Overdue customers get WhatsApp reminders with their bills attached.
- Wednesday An offer starts on its own at every counter.
- Friday Monthly statements go to wholesale customers.
- Every evening The owner receives the day’s summary without anyone preparing it.
Measuring the time saved
Before automating, note how long each task takes each week. After a month, compare. Small savings of 15 to 30 minutes a day on several tasks add up to days each month.