Operations & automation

Implement zero-wastageautomated procedures.

Build an operation that runs without relying on any key personnel.

Your operation mapped, leaned out, and every automation opportunity broken down.

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30-day satisfaction guarantee
Tomato Automate
Operations & automation4 VIDEOS
$127M+
Revenue on our systems
91%
Median autonomy
72%
Cycle time reduction
100%
Client retention
Sound familiar?

The operation runs. But it relies on your best people.

If Mike is out for a week, I am back doing his job myself.

Owner

Half my team’s day is moving the same information between three systems.

Operations manager

A new hire takes six months to be useful, because none of it is written down.

Founder
The diagnosis

The layer none of your software can see.

Your systems hold the data. People do the connecting. That connecting work lives in messages, in documents and in a few people’s heads, and it never shows up on a single report you run.

Every operation has people it cannot afford to lose. One resignation, one sick week, and the wheels wobble.

What it costs

The manual layer runs to hundreds of thousands a year.

Not just the hours. The rework they cause, the business that goes cold while somebody gets to it, and the churn that comes with grinding work. None of it appears on a P&L line of its own.

Hours spent on the work

People moving information a system already holds, every day, all year.

Rework and correction

What manual entry gets wrong, and the time spent finding and fixing it.

Business lost to slow response

Work that goes cold while it waits in a queue for somebody to notice.

Overtime and turnover

The premium you pay for the hours, and for replacing the people who do them.

Digital twin

The new era of visibility.

Your reports are a photograph. This is the live feed.

A report is last month, assembled by hand. A dashboard is the six numbers somebody chose once. A CRM knows what was typed into it. A digital twin reads every system your operation runs on, as it changes, into one model you can look at and ask.

CRMContacts & deals
ERP / TMSOrders & shipments
AccountingInvoices & payments
EmailMessages & requests
CalendarSchedules & availability
Field & opsTasks & job status
SupportTickets & resolutions
PortalsRecords & updates
Your operationlive
One connected operationExplore the systems that bring it to life.
INTERACTIVE MODEL
Drag to rotate · select a system to explore
Operation, liveupdated just nowIllustrative
Work in flight
184
this week
Owed to you
$412,600
collected as it lands
Stalled > 24h
7
raised, not waiting
Hours on coordination
31 h
↓ from 190 per week
Cycle time, trigger to done
MonTueWedThuFrinow
As it happens

    See the digital twin

    A visual representation

    Every process in the business, running the same way every time.

    A quote is requested Sales A client signs Onboarding A job is scheduled Operations A vendor invoice lands Procurement A document expires Compliance A ticket comes in Support Work is completed Delivery A month closes Finance Sales rep Catch and log itWebhook trigger Coordinator Work out what it isStructured extraction Ops manager Match the recordEntity resolution Buyer Check it against the SOPPolicy engine Compliance Score the confidenceConfidence threshold Bookkeeper Route itConditional branch Controller DecideAgentic reasoning Support lead EscalateHuman-in-the-loop queue HR admin RetryExponential backoff Analyst Hold for a humanApproval gate Account mgr Write it backIdempotent write Owner Log the runAudit trail Proposal out Same day Account live Crew assigned Vendor bill matched Renewal chased Customer answered Invoice raised Same hour Board pack built Work comes in A job is scheduled A vendor invoice A document lapses Work is completed A month closes Coordinator Read, decideExtract + reason Ops manager Check the SOPPolicy engine Dispatcher Route itBranch logic Bookkeeper Write it backIdempotent write Controller Log the runAudit trail Assigned Answered Bill matched Renewal chased Invoiced Reported

    SCROLL TO FOLLOW THE TRANSFORMATION

    Inside the Redprint

    Your operation, systemized and recorded into an app with a DIY automation map.

    Every process in your operation written down and searchable, so anyone on the floor can look up what to do. Then the automation map: every opportunity scored, ranked and costed, with the build spec attached to each one. You decide what gets built and in what order. It is sold on its own, so you can buy the map without committing to a single hour of build.

    1

    Current State Assessment

    How work actually moves through your business today, department by department. Where it leaks, where it depends on memory instead of system, and where it is ready to automate.

    Thorough diagnosisWritten by operators who build these systems, not consultants who describe them.
    Where the work leaksMapped
    Sales to onboardingFour handoffs, two owners, one spreadsheet3 gaps
    Operations to billingDepends on one person rememberingConstraint
    Vendor coordinationNo owner, no record, no deadline2 gaps
    ReportingRebuilt by hand every month1 gap
    The one that matters: operations to billing. Everything downstream waits on it, and it has no owner when that person is out.
    2

    Current vs Ideal SOP

    Every process documented as it runs today, then redesigned. Unnecessary steps cut, handoffs simplified, everything that does not add value removed.

    Every single process$15,000+ at a traditional ops consultancy. Here it is one part of the application.
    One process, both waysRedesigned
    Today
    19
    steps · 5 owners
    Ideal
    6
    steps · 1 owner
    11 steps cutNo value added, no risk removed
    2 steps kept humanJudgment, on purpose
    The Current SOP is what your team does today. The Ideal SOP is what gets built.
    3

    Automation Map

    Every opportunity scored on hours reclaimed, difficulty and impact, then sorted into build first, build later, and do not build. Each one comes with the architecture to build it.

    Every single opportunityMost agencies skip the scoring and pitch what pays them most.
    Scored and tieredRanked
    ▾Intake to assignment62 hrs/mo · low difficultyBuild first
    TriggerWebhook on inbound mail and form POST. Deduped on message ID so a resend never runs twice.
    ExtractModel call with a fixed schema, returns {type, account, urgency, value}
    MatchHybrid vector and keyword search across your records. Returns the account plus a confidence score.
    Branchconfidence ≥ 0.85 assigns itself. Below that it queues for the respective personnel, reasoning attached.
    ActWrite to the CRM: create the task, set owner and due date. Post the notification.
    FallbackThree retries on exponential backoff. Still failing, it raises rather than fails quietly.
    LogInput, context pulled, decision, latency and cost, written to the run log.
    ▸Approval routing38 hrs/mo · low difficultyBuild first
    ▸Recurring reporting21 hrs/mo · mediumBuild later
    ▸Exception triage9 hrs/mo · high difficultyDo not build
    Every opportunity opens up like this one. Triggers, action nodes, decision logic, integrations. It is the DIY version on purpose: one client took theirs to their own team and built three of the workflows before we had started Phase 02.
    4

    Business Transformation Report

    The business case for the build. A phased roadmap projecting hours reclaimed, costs eliminated and autonomy gained, written so you can take it to your next board meeting.

    Executive readyThis is the document that gets the build approved.
    Before and afterProjected
     
    Today
     
    After
    Steps in the process
    19
    →
    6
    Owners it passes through
    5
    →
    1
    Runs without personnel
    0%
    →
    91%
    New hire to useful
    6 mo
    →
    3 wks
    Weekly hours on coordination
    190
    →
    24
    Standardized first, then automated. The left column is what the leaning-out alone gets you. The right is what the system does once it is built on top.

    See what is inside the Redprint

    The difference on the floor

    Same team. Same day. A different operation.

    Moment in the work
    Today
    On the system
    Something comes in
    People open it, work out what it is, and decide where it goes
    Classified, logged and routed before anyone has read it
    Work moves between teams
    A message, an email, and the hope that it landed
    The handoff fires with the context attached, to the right person
    Someone needs a status
    Two messages and a call to the people who know
    One view, current, without interrupting anybody
    An exception happens
    It sits until somebody notices it
    It raises itself, with the reasoning attached
    Money is owed to you
    Billed if somebody remembers to raise it
    The event raises it, the same day it happens
    Your best person takes a week off
    The work waits, or you do it yourself
    The process runs. It was never in their head to begin with
    What clients say

    The people who stopped standing in the middle.

    “

    These guys are something else. What I thought was automation was not even close to the monster they’ve built for my business.

    O. Garrison · Distribution facility
    “

    I was the escalation path for everything. I am not in the middle of it any more, and nothing has fallen over.

    Operations director · Services business
    “

    We had been sold automation twice before and got dashboards. This time somebody actually mapped how we run first.

    Managing partner · Professional services

    See the results

    How it works

    Map it. Build it. Keep tightening it.

    01

    The Redprint

    Your operation documented and leaned out, with every automation opportunity scored and costed. Week one.

    02

    The build

    One workflow at a time, stabilized before we expand, because nothing we ship is allowed to interrupt the work.

    03

    Tighten

    A retainer that keeps the system matched to the business as it changes. Cancel anytime.

    The full process

    Where we work

    The same problem wears different clothes.

    Freight & logistics

    Brokers, 3PLs and asset-based carriers. Quote to cover, detention capture, carrier compliance.

    See the freight page →

    Property management

    Work orders, vendor coordination, renewals and owner reporting that stop depending on memory.

    See the property page →

    Professional services

    Intake, matter and project handoffs, approvals and the billing that follows the work.

    See the services page →

    Manufacturing

    Order to production to shipment. Purchasing, quality exceptions, job status and the paperwork that trails a build.

    See the manufacturing page →
    FAQ

    The questions operators actually ask.

    Will this work with the systems we already run?
    Almost certainly. Most modern platforms connect out through an API, which means an event in one can trigger an action in another. Where a system genuinely has no API, including older platforms and customer or vendor portals, we build browser automation instead. We have not yet met a stack we could not work with.
    What do you actually automate?
    The coordination that repeats. Intake and qualification. Handoffs between departments. Client communication and follow-up. Approval routing. Recurring reporting. Scheduling and vendor coordination. Document generation and the chasing that goes with it. Billing that currently depends on somebody remembering. The rule of thumb: if people are the API between two systems, that is where we look first.
    Will this replace my team?
    No client has reduced headcount because of our work. Most use the reclaimed hours to handle more volume without hiring. If you did want to shrink the team, the system supports it, but that is your decision and not the reason anyone buys this.
    Our team is not especially technical. Is that a problem?
    It runs the other way round. We are not adding a system for people to learn, we are taking work off them. The parts that stay human are the parts that need judgment, and those look the same as they do today.
    What about our data?
    Your operational data stays in your tenancy. We do not move it into our systems. SOC 2 vendor stack and standard NDAs available on request.
    What to expect
    A short discovery call.
    1. 01How the work actually moves through your business today
    2. 02What you have already tried, and where it came apart
    3. 03Whether there is enough here to be worth building
    20 minutes Video call

    You will be talking to the people who would actually build it. If there is something worth doing, we will tell you what it would look like. If there is not, then we build a relationship.

    Book your call
    30-day satisfaction guarantee