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What we build

Six kinds of quiet machine.

We're a young studio, so instead of a wall of logos, here is the honest version: exactly what we build, what each system looks like when it runs, and where we're a bad fit. The demo systems below are ours, built end to end and measured the same way we'd measure yours.

Where to start

Four ways in, and they are not interchangeable.

Which one is right depends on how much you already know. If you can name the tool you want, do not book an audit. If you cannot, do not let anyone sell you a build.

01 · Audit

The Process Audit

You know something eats time but not what to build. We count for a fortnight and hand you a ranked list.

Yours to keep · 1 to 2 weeks See the page 02 · Most asked for

The Front Desk

Your customers ask the same questions at all hours and your inbox answers them twice a week.

Scoped first · 2 to 4 weeks See the page 03 · Build

The Custom Tool

You can already describe the loop. We build the one tool that closes it.

Measured first · 2 to 4 weeks See the page 04 · Optional

Team Enablement

Something we built is running, and you would rather not depend on us to change it.

Per workshop · after it works See the page
The catalogue

Built to your data, in your stack.

Six shapes cover almost everything we get asked for. Open one to see a worked example, the part a person keeps, and which of the four offers builds it.

Inbox & request triage

Mail, forms and tickets read on arrival, sorted by intent and urgency, answered where routine, escalated where not. Drafts wait for a person; nothing sends itself unless you want it to.
Outlook · GmailCRM · HelpdeskDraft or auto-send
A worked example
A supplier writes about a delayed delivery. It is read on arrival, matched to the open order, tagged urgent, and a reply is drafted quoting the confirmed date.
What a person still decides
Whether the draft goes out. Anything angry, contractual or unusual is escalated with the thread attached rather than answered.
Built as The Custom Tool
Offers & documents

An inquiry becomes a quote, a contract or a report, pulled from your current price list, your templates, your terms. The numbers come from your system, not from a model's memory.
Word · PDFERP · Price listsReview step
A worked example
An inquiry for 400 units becomes a priced offer from the current list, with the volume tier applied and the delivery clause pulled from the frame contract.
What a person still decides
The signature, and any discount below the standard tier. The tool prepares the document, it does not agree the price.
Built as The Custom Tool
Customer front desk

A chat on your own site that answers customers from the documents you clear for the public: product sheets, manuals, terms, past tickets. The source sits next to every answer, so anyone can verify it in one click.
Contracts · ManualsSourced answersPer-team access
A worked example
A visitor asks at 23:00 whether a part fits a 2018 frame. The answer quotes page 3 of the data sheet and names the adapter plate needed.
What a person still decides
Anything the cleared documents do not cover. It says so plainly and hands the thread to a person rather than improvising.
Built as The Front Desk
Data out of documents

Invoices, delivery notes, scanned forms and e-mail attachments read into clean fields your systems can use. Anything the system isn't sure about goes into a review queue instead of into your database.
Scans · E-mailsExcel · DatabaseConfidence checks
A worked example
Ninety delivery notes a week, half of them scans, turned into rows that match against orders, with the three unreadable ones flagged for a human.
What a person still decides
The flagged ones. Poor scans are queued for review rather than guessed, because a wrong number here is expensive and quiet.
Built as The Custom Tool
Internal tools

The small app your team keeps rebuilding in spreadsheets, properly built, with logins, permissions and an audit trail. Boring, reliable, and yours.
Web appYour stackAudit trail
A worked example
The Monday spreadsheet that somebody rebuilds by hand from two systems, built once and then simply correct at 07:00.
What a person still decides
What the numbers mean. The tool assembles the report, the meeting still decides what to do about it.
Built as The Custom Tool
Agents that act

Multi-step work handled end to end: look something up, decide, write it back, schedule the follow-up. With hard limits, a full log of every action, and an approval step before anything leaves the house.
Tool useFull loggingHuman approval
A worked example
A multi-step onboarding chased automatically: who owes what, by when, escalated to a named person when a step slips past its date.
What a person still decides
Every step that commits the company. Agents here move work along and remind people. They do not sign, spend or promise.
Built as The Process Audit
Where it sits

It goes between your systems and your people.

The second question anyone sensible asks is what this touches. The answer is the same for everything on this page: it reads from what you already run, it prepares work, and a person stays on top of it.

Your people
Approve, edit or reject. Anything that leaves the building, costs money or carries a signature stops here first.
The system we build
Reads on arrivalDecides what is routine Drafts the workLogs every step
Your systems, unchanged
Outlook · GmailSharePoint · file sharesCRM ERP · accountingHelpdeskPrice lists · spreadsheets

Nothing in the bottom row gets replaced, and nothing new has to be filled in by hand. The layer in the middle runs in your own cloud accounts, hosted in the EU, and every step it takes is written down where you can read it.

What it looks like

Three systems we built to show you.

Client work runs under NDA, so what we can show you are our own builds: the same architecture and the same measurement, running on data we invented for them. The figures are what these demos do, not what anyone saved. Client numbers replace them when there are some we can publish.

Email triage
38 mails sorted before 8:12 a.m.
01 · Email triage

The inbox that sorts itself.

Before

A shared inbox, forty-odd customer mails a day, and the first hour of every morning spent sorting, forwarding and answering the same questions.

After

Every mail classified on arrival. Routine requests get a ready-to-send draft; exceptions go to a person. The day starts at the interesting part.

608
Minutes of inbox work per morning
38
Mails triaged before 8:12 a.m.
Quote builder
From inquiry to offer in 2 minutes
02 · Quote builder

From inquiry to offer in two minutes.

Before

Each offer meant the price list, three old offers and copy-paste. Twenty minutes per quote, and the occasional wrong number.

After

The system reads the inquiry, drafts the offer from the current price list and files it for review. Two minutes from inquiry to draft. A person signs off.

202
Minutes per offer
18
Minutes saved per offer
The Front Desk
1,204 documents, every answer sourced
03 · The Front Desk

Answers with a source, not a search.

Before

Customer questions meant digging through 1,204 documents, or waiting until Monday for the one colleague who knows where everything is.

After

A customer asks in plain language and gets the answer in seconds, at any hour, with the exact passage cited. Every answer carries its source, down to the paragraph.

1,204
Documents indexed and cited
100%
Answers with a source attached
The constants

True of everything on this page.

In your accountsYour cloud, your repository, your data. Not a tenancy we control and not a subscription you rent from us.
A person stays in chargeNothing that commits the company goes out unreviewed. The systems prepare decisions and then stop.
Measured, not assertedWe agree the number before building and take it again afterwards, from a system you already run.
Handed over from week oneCode, prompts, deploy scripts and documentation live in your repository while we work, not after we finish.
Fit

When we're the wrong studio.

01

The process changes every week

Automation pays off on work that repeats. If the steps are different every time, a system will fight you, and we'd rather say that in the scope call than three weeks in.

Bad fit
02

Nobody owns the process

We need one person who can decide how it should work and confirm the result is right. Without that, there's no baseline to measure and no one to sign off.

Bad fit
03

It repeats, and it annoys someone

That's the sweet spot: a task done the same way often enough that someone can describe it, and irritating enough that they'll notice when it's gone.

Good fit

Your numbers could be next.

Thirty minutes is enough to find out what a process costs you, and what it could save.

Book a scope call Or write directly: hello@deepstill.de