From overflowing inboxes to repetitive document and reporting tasks, we build reliable workflows that give your team time back—without taking people out of the decisions that matter.
SIMARA AI is a London consultancy for growing SMEs. We start with one stubborn process, work alongside the people who know it best, and build something they will actually use.
Quoting, inbox triage, document handling, reporting: if your team repeats the same steps every day, that is where we look first.
Teams search spreadsheets, check stock, review pricing, and create quotes manually.
Finance teams check invoices against PO, GRN, and ERP records manually.
Teams manually read, sort, prioritise, and route customer or supplier emails.
Staff open, rename, sort, and file documents manually.
Sales or technical teams compare customer specifications against catalogues and product data.
Managers spend time pulling data from different systems and building reports manually.
Quote processing time
Manual work reduction
Prototype sprint
Field extraction accuracy*
* Field extraction accuracy measured on controlled test data. Real-world accuracy depends on document quality and variety.
A few examples of the manual work we removed, how the new workflow runs, and what changed for the team.
A UK manufacturing distributor with 200+ SKUs and 3 sales staff preparing quotes manually from spreadsheets and email requests.
Sales staff searched spreadsheets for product data, checked stock across systems, and re-keyed pricing into quote templates. Each quote took 20–30 minutes and errors were common.
AI extracts request details from email, matches products against the catalogue, checks live stock and pricing, and generates a draft quote for human review in under 60 seconds.
20–30 min reduced to 60 seconds
Quoting errors reduced by up to 90%
A UK SME processing 500+ supplier invoices per month across ERP, email, and paper documents with a 4-person finance team.
Finance staff manually matched each invoice against the purchase order and goods received note. Discrepancies caused payment errors, supplier disputes, and delayed month-end close.
AI extracts invoice line items, matches against PO and GRN records, cross-references the ERP, and flags exceptions. Clean invoices auto-post with a full audit trail.
10–15 min reduced to 2 min per invoice
Team reduced from 4 to 1 on AP processing
A professional services firm receiving 100+ emails per day into a shared inbox, with inconsistent response times and missed urgent requests.
Staff manually read, categorised, and forwarded emails. Important requests were buried, response times varied by who checked the inbox, and nothing was tracked.
AI categorises emails by type and urgency, drafts replies for common requests, routes work to the right person, and logs everything for tracking.
30+ min reduced to under 2 min
Customer reply time reduced by up to 80%
A logistics company handling 50+ document types daily — delivery notes, packing lists, compliance certificates — filed manually across SharePoint and email.
Staff opened, read, named, and filed each document manually. Misfiled documents caused downstream delays, and searching for the right file wasted hours every week.
AI classifies documents by type, extracts key fields (dates, references, amounts), applies consistent naming, and files them in the correct location automatically.
1–2 hours reduced to 1–2 min
Filing accuracy improved to 99%+
These are the moments clients usually bring to us: the task is repetitive, the exceptions matter, and the team has found every workaround except a lasting fix.
Information moves from email to spreadsheet to system, with someone checking every step by hand.
Move the repeatable steps into one reliable workflow
A missed field or duplicate entry travels downstream, where it takes far longer to find and fix.
Validate information before it reaches the next system
Approvals and exceptions sit in inboxes while customers, suppliers, and colleagues wait for an answer.
Route the decision to the right person earlier
The answer exists, but it is split across spreadsheets, messages, reports, and systems that do not talk.
Bring the right information together around a decision
More customers create more chasing, updating, and reporting before they create more capacity.
Let volume grow without growing the backlog
The process works because an experienced person remembers what to check, chase, and record.
Build the checks and record-keeping into the workflow
Most projects begin with one workflow. We connect it to the systems you already use, test it with the people who do the work, and expand only when it earns their trust.
We connect the repetitive steps your team handles by hand—data entry, approvals, routing, and reconciliation—so the routine work moves without constant chasing.
See how it worksAI reads invoices, contracts, and forms, pulls out the fields you need, checks them against your rules, and sends clean data into the right system.
See how it worksWe bring the relevant data together and surface the changes, exceptions, and patterns your team needs to act on—without giving them another dashboard to babysit.
See how it worksRoutine questions get a useful answer quickly, while anything unusual, sensitive, or uncertain goes straight to a person with the context attached.
See how it worksWhen your historical data is strong enough, we can use it to forecast demand, flag risk, or help your team plan earlier. We test whether the signal is useful before building around it.
See how it worksReports, proposals, and other repeatable documents start from your templates and trusted data. Your team reviews a solid first draft instead of beginning with a blank page.
See how it worksWhat happened when one logistics team stopped matching every invoice by hand.
Hundreds of invoices arrived each week, and four people were needed to check them against purchase records. We built a workflow that handles the routine matches and sends only the exceptions to the team.
Reduced staff requirements from 4 to 1
Processing time cut to just 10 minutes per 100 invoices
90-95% of invoices processed automatically
Achieved approximately £80,000 annual cost savings through staff reallocation and error reduction
"The automation has become an essential part of our operations, saving us over £80,000 yearly while improving our supplier relationships through faster, more accurate processing. It's hard to imagine our workflows without it."
Each industry page covers the 5 workflows we automate most often, the systems involved, and the results our clients have seen.
Keep stock counts, supplier paperwork, and price changes in step.
See top 5 use cases
Tender intake, site reports, sub-contractor admin — without the paperwork tax.
See top 5 use cases
Spend less expert time chasing onboarding, contracts, notes, and proposals.
See top 5 use cases
Connect shop-floor signals with the paperwork and decisions around them.
See top 5 use cases
Give support, sales, and engineering teams faster access to the context they need.
See top 5 use cases
Shipment tracking, supplier comms, and warehouse ops — without the manual overhead.
See top 5 use casesHow We Work
We map what really happens, build a small version, and let your team try it on real work before anyone commits to a larger rollout.
We map the manual process end-to-end: systems involved, current time cost, error points, and business impact.
We select the workflow with the strongest mix of pain, feasibility, and measurable ROI — so you start where it matters most.
We build a small AI-assisted workflow using your sample data, screenshots, exports, or existing documents. No dummy demos.
We add review points, exception handling, confidence thresholds, and fallback rules — so nothing runs unsupervised until you trust it.
We test the workflow with real users and measure time saved, errors reduced, and adoption issues before scaling anything.
We scale the workflow and integrate it properly — or stop if the numbers do not justify further spend. No lock-in.
A structured approach focused on real business outcomes.
Automation with the right controls, transparency, and accountability.
Measure, learn, and improve — so your operations keep getting better.
Start Small, Prove Value
You do not need a large AI transformation project. Start with one manual workflow, prove the value, then decide whether to scale.
A focused assessment to uncover workflow friction, automation opportunities, and quick wins.
A structured plan for designing the right workflow automation solution before build begins.
A fast, practical sprint to test one high-value workflow with a working prototype.
Use our calculator to estimate the time and cost savings your business could achieve with smart automation.
Update the inputs below to see your estimated savings.
What type of workflow are you looking to automate?
How many people are involved in this workflow?
How many times is this workflow completed weekly?
Average time to complete this workflow manually.
Average fully loaded hourly cost (GBP).
Typical automation achieves 30-70% time reduction.
Savings are calculated using the formula:
(Tasks per week x Minutes per task x People) / 60 x 4.33 = Monthly hours
Cost saving = Monthly hours saved x Hourly cost x Efficiency factor
Based on your inputs
Your results will appear here
Adjust the inputs and click Calculate Savings.
Who's Behind Simara
Founder & AI Automation Consultant
With 20+ years progressing from senior developer to Chief Operating Officer, Lana brings deep expertise in IT systems, ERP implementation, and operational strategy. An MBA in Finance, an IT degree, and postgraduate qualifications in AI & Machine Learning from Caltech give her both the technical depth and the business lens to design automation that actually works.
She founded SIMARA AI to give SMEs the same operational advantages that large enterprises build with six-figure budgets — starting with one workflow, proving the value, and scaling only what the numbers justify.
“Most SME AI projects fail because they start with the tool instead of the workflow. We start with the manual bottleneck, measure the cost, and build only what can prove value.”
— Lana Korzhuk, Founder
AI only works when the workflow, data, and people around it are understood. We start with how work actually happens.
We design around existing systems where possible — ERP, CRM, spreadsheets — not expensive rebuilds.
AI workflows should flag uncertainty, route exceptions, and keep people in control of decisions that matter.
We start with one workflow and prove whether the numbers justify scaling. No commitment beyond what's proven.
Before You Invest
Most SME AI initiatives stall not because the technology is wrong, but because the approach is. Here are the five patterns we see repeatedly — and how we avoid them.
Teams buy AI software before mapping the manual process it should replace. The tool doesn't fit, adoption stalls, and budget is wasted.
We map the workflow first — documenting every step, handoff, and exception before choosing any technology.
Critical information lives in spreadsheets, email threads, and disconnected systems. AI can't deliver value when it can't access clean, connected data.
We audit data sources upfront — identifying gaps and building connectors so the AI has what it needs from day one.
Fully autonomous AI sounds appealing but fails in practice. Without human checkpoints, errors compound silently until they become expensive.
We design human-in-the-loop checkpoints — AI flags uncertainty and routes exceptions to people, keeping decisions under control.
Projects launch without a clear success measure. Six months later, no one can say whether the investment paid off or should be expanded.
We define the ROI metric before building — time saved, error rate, or cost per unit — so you know exactly when it's working.
Ambitious rollouts across multiple workflows create complexity, resistance, and fragile systems that break under real conditions.
We start with one workflow — prove it works, measure the value, then scale only what the numbers justify.
Hear from the businesses we've worked with — across food, logistics, manufacturing, and enterprise software.
Enterprise Software & IT Strategy
Long-term Client
"They don't just meet expectations — they challenge them. The ability to grasp complex business processes and translate them into practical solutions is rare. We've worked together across multiple programmes and they've never stopped raising the bar on what's possible."
Director
Enterprise Software & IT Strategy
Fresh Produce Distribution
UK Food & Logistics
"Rare to find someone with so much passion for the work, and the knowledge to break down something complex for anyone to understand. They proved it on our Freshware / PAS integration — we're now in conversations with them about visual AI for pick-and-place and crate stacking."
Operations Director
Fresh Produce Distribution
The Menu Partners
Food Service & Hospitality
"SIMARA AI transformed our invoice processing workflow completely. What used to take our team hours now happens in minutes, with fewer errors and greater consistency. The ROI was evident within the first month."
COO
The Menu Partners
Notes, lessons, and straight answers from our work with AI and business operations.
A practical 90‑day playbook for UK SMEs to reduce buffer inventory safely once AI supplier visibility is in place – with clear thresholds, risk gates, and £‑based checks.
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A practical how‑to for UK SMEs on using AI, supplier reliability data and internal lead time patterns to design smarter reorder points — not textbook formulas that ignore real‑world behaviour.
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Thinking about AI reorder points or automated stock control? This guide gives UK SMEs a simple, hard‑nosed way to check if their supplier and inventory data is actually good enough – and what to fix first if it is not.
Read ArticleBook a free 30-minute workflow review. We'll identify the manual process costing you the most time and show you what automation looks like.
No obligation. We will tell you honestly whether automation is worth it for your situation.
