VEMROCase studies
Real projects, and solutions in action.
Real client work, and solutions in action for common operational problems — so you can see how we work before we talk.
01 — Real projects
Automated lead research & qualification.
For a preservation and remediation business that needed a steady pipeline of relevant companies to contact — without hours of manual research.
- 01Lead discoveryFinds businesses that match the target profile
- 02Website researchVisits each website and extracts the key details
- 03ValidationChecks contact details against clear rules
- 04De-duplicationStops the same business being recorded twice
- 05Lead trackerRecords each qualified lead in Google Sheets
The problem
Finding businesses worth contacting meant slow manual work: searching, visiting websites, copying details into a spreadsheet and checking for duplicates before anyone could pick up the phone or write an email.
What we built
An automated workflow that discovers prospective businesses, researches their websites, extracts and validates contact details, removes duplicates and records each qualified lead in a shared Google Sheets tracker. Each of these stages has been implemented and tested, including a complete end-to-end run.
How it's put together
The workflow is orchestrated in n8n. Each stage passes structured data to the next, validation and duplicate checks run before anything is written, and the Google Sheets tracker is the single, shared record the team works from.
Tools
n8n for the workflow, Google Sheets for the lead tracker, built on the client's own Google account so the business owns its data.
02 — Solutions in action
Solutions in action.
Possible implementations of common operational processes, showing how VEMRO could build them for your business.
Solution · Supplier invoices to job costs
Supplier invoices, costed to the right job.
A solution designed from first-hand operational experience in facilities management, where supplier invoices arrive every day and each cost has to be keyed against the right job.
The problem
Invoices arrive by email as PDFs. Someone opens each one, finds the job reference, looks the job up and types the cost in. It's slow, easy to get wrong, and job margins are out of date until it's done.
How it could work
A monitored inbox picks up each invoice, reads the key details, matches the job reference to the CRM job and checks for duplicates and mismatches before posting the cost.
People stay in charge
Anything uncertain — a missing job reference, a changed bank detail, a cost over budget — goes to a review queue for a quick human decision.
The benefit
Fewer manual updates and keying errors, duplicates caught before they're paid, and job costs you can trust sooner — with a full audit trail.
- 01Invoice arrives in a monitored inbox
- 02Supplier, invoice number, amount and job reference are read
- 03The job reference is matched to the CRM job
- 04Duplicates, unknown suppliers and over-budget costs are checked
- 05The cost is posted to the right job
- 06Uncertain matches go to a review queue
- 07Job costs and margins update
- 08Every action is written to an audit trail
| Invoice | Supplier | Amount | Job ref on invoice | Matched job | Result |
|---|---|---|---|---|---|
| NES-40871 | Northgate Electrical | £1,284.60 | JOB-2417 | JOB-2417 · Riverside House | |
| LH-7781 | Lift-Hire Ltd | £96.00 | — | JOB-2421 or JOB-2431? | |
| PS-55120 | Parkside Plumbing | £412.80 | JOB-2409 | JOB-2409 · Hart & Co | |
| NES-40871 | Northgate Electrical | £1,284.60 | JOB-2417 | — |
Step through it
Solution · AI booking assistant
An AI booking assistant for your customers.
For businesses that take bookings by email or message: the assistant understands the request, checks the calendar, offers suitable times and confirms the one the customer picks. Try choosing a time yourself.
More processes to explore: the automation examples library →