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Private automation systems for companies

Type what needs doing. It gets done.

I build a private automation system around how your company works. Your team gives it instructions in plain English, and it follows up leads, sends receipts, updates records and keeps everyone informed. You don't need to hire automation experts.

Request a demo See how it works
Built for your company only Works with tools you already use Your team just chats with it
Operations assistantExample company workspace
Sales manager

When someone fills the inspection form, reply within 2 minutes, add them to our CRM and remind Tola to call them the next morning.

System

Set up. From now on, every new form entry runs like this:

  1. TRIGGERInspection form submitted
  2. REPLYWelcome message sent, under 2 min
  3. RECORDLead added to CRM as “New”
  4. REMINDCall task for Tola, next day 10:00
Tested with a sample lead● LIVE

Connects to the tools you already use

  • Google Workspace
  • Airtable
  • monday.com
  • Slack
  • Email & SMS
  • Payment gateways
  • n8n

A Friday evening enquiry

Same business. Two very different weekends.

Most leads aren't lost to price. They're lost while everyone is busy, offline or waiting for someone to remember.

Running on memory
  1. A prospect fills your enquiry form.
  2. It lands in a shared inbox. Nobody is watching.
  3. A competitor replies first and books the viewing.
  4. Someone finally sees the message and calls back.

The client has already decided.

Running on a system
  1. A prospect fills your enquiry form.
  2. They get a personal reply with next steps.
  3. The lead is logged and the right person is notified.
  4. A follow-up call is already on the calendar.

You're first, even when you're off.

It's rarely a people problem. It's a systems problem.

What it handles

The repetitive work that quietly eats your week

Each task takes a minute. Over months, those minutes become missed follow-ups, outdated records and tired staff.

Instant lead response

Every enquiry from your website, forms or ads gets a reply in minutes, day or night.

Follow-ups that never slip

Before and after inspections, meetings or quotes, the next message goes out on time without anyone remembering.

Payments to receipts

When a payment is confirmed, the client's balance updates and a receipt goes out automatically.

A CRM that keeps itself updated

Contacts, deal stages and notes move along as work happens, so nobody keeps a separate spreadsheet “just in case”.

Team updates and reminders

The right person hears about the right thing, and gets reminded until the task is marked done.

Reports on schedule

Weekly sales, overdue tasks and failed payments arrive in your inbox, already summarised.

Also common: missed-call text-backs, review requests, appointment reminders, client onboarding, invoice chasing and moving data between tools.

No technical skills needed

Your team talks to it like a colleague.

Once your system is installed, anyone you authorise can ask questions or set up new routines in everyday language. It works only with your company's data.

See it with your own workflow
  • Send every client who paid this week a receipt.Runs once, now
  • Which leads haven't been contacted in 3 days?Answers from your CRM
  • Every Friday at 4pm, email me the week's sales summary.Becomes a weekly routine
  • Chidi just sold a plot at Ikota. Tell accounts his commission is due.Updates records and notifies the right person
  • If a payment fails, alert the accounts team and pause the order.Watches for exceptions

How it works

Process first. Tools second.

Automation only makes a clear process faster. So every project starts by understanding how work actually moves through your company.

  1. Discovery call

    We talk through your week. One question usually reveals the biggest win:

    Which task would completely disappear if it could?

  2. Map the process

    I document what starts each process, who owns each step, where delays happen and what should never be done by hand.

  3. Build and test

    Your system is built around your tools, then tested with real scenarios, including what happens when something fails.

  4. Install for your team

    You get your own private system. Your team learns to use it in one short session, because they just type.

  5. Grow with you

    New process? Ask the system or ask me. It adapts as your company changes.

Every workflow Trigger Data Logic Action Outcome

Your own installation

Each company gets a separate system. Your data is never pooled with anyone else's.

Built for exceptions

Missing details, failed payments and duplicates are flagged to a person instead of failing silently.

Nothing hidden

You can see every task the system ran, when it ran and what it did.

No new hires

No automation engineer on payroll. Changes are a message away.

Who it's for

Growing teams with too many moving parts

If your operations run on spreadsheets, sticky notes and one person who “knows how it's done”, there's a system waiting to be built.

Real estateClinics & hospitalsSchoolsNGOsE-commerceEvent planningProfessional servicesConstruction

Recent project

A dropshipping business, connected end to end

Before
  • Operations spread across spreadsheets
  • Manual follow-ups
  • Disconnected processes and no shared view
After
  • Product stage updates flow automatically
  • Creative and marketing tasks created on cue
  • Updates pushed to the team's chat channel

Mapping the workflow before building made the difference. A simple chat integration gave the whole team visibility of every stage.

Vadoo Ubwa-Onakpoma smiling

About

I'm Vadoo Ubwa-Onakpoma.

I help businesses run more consistently through automation and cleaner workflows. Before I touch any tool, I learn how your work really moves: who does what, where it stalls, and what only one person knows how to do.

Then I build a system that keeps running when someone is on leave, busy on site or offline for the weekend.

Automation isn't about replacing people. It's about giving them back the time for work that needs human judgement.

Questions

Before you book

Do we need technical staff to use it?

No. Your team types instructions and questions in plain English. I handle the setup, the connections and any changes behind the scenes.

Which tools does it work with?

Most common business tools: email, Google Workspace, spreadsheets, CRMs such as monday.com and Airtable, team chat, SMS and payment notifications. If your tool has an API or a form, it can usually be connected.

Is our data shared with other companies?

No. Every company gets its own separate installation, and the system only works with the data you connect to it.

What if something goes wrong?

Workflows are designed for exceptions. Missing information, failed payments or duplicate records are flagged to a named person for review, and every run is logged so you can see what happened.

How long does setup take?

It depends on how many processes we automate. We agree a timeline after the discovery call, and larger systems go live in stages so your team sees results early.

How much does it cost?

Each system is built for one company, so it's priced after the discovery call, based on the processes and tools involved. The demo and first call are free.

Free demo

See your own workflow automated.

Tell me a little about your company. I'll come to the demo with an example built around a task you actually do.

  • 30-minute call. No preparation needed on your side.
  • A live example based on the task you describe below.
  • A clear plan of what to automate first, even if you don't go ahead.

Prefer to reach out directly?

Chat on WhatsApp0803 524 2485
Emailautomatewithvadoo@gmail.com
Call+234 803 524 2485
For example: “Chasing clients for payment updates every week.”
Next, you choose WhatsApp or email to send your request.