Following up quotes, invoices, reports, your inbox: WinSphere builds the automation that takes that work over for firms and agencies with 10 to 100 people, and keeps it running.
You see it work on your own process first, then you decide. We do not touch your craft.
It only costs you half an hour. You talk to the builder, not a salesperson. · Well over fifty conversations with owners.
What is running right now
WinSphere runs on these systems itself, from lead list to invoice.
See what is running
Work nobody gets to
Pick your first automation
Pick a task. You see straight away what is left lying around now, and what runs by itself on Monday morning.
Now
in the evening, by you
- You check yourself which quotes are still open
- You type a reminder for every client
- You forget a few, and those are gone
Monday morning
runs by itself
- Open quotes are collected every morning
- After five days a reminder goes out in your tone
- If someone replies, it lands in your calendar and CRM
It only costs you half an hour. You see it work first, then you decide.
Examples, not custom work: in the call we look at your own process.
01
Leave it as it is: the best choice when something bigger is going on, a merger or a software migration. Anything you build now will not fit afterwards.
02
Hire someone: the best choice when the work calls for judgment or client contact, or when you want to keep it fully in house. Just know that the knowledge then ends up hanging on one person.
03
Build it yourself: the best choice for one or two integrations, if someone at the office enjoys it and keeps time for it. We work with the same tools, and where a tool falls short we write code.
04
An agency with plenty of hands: the best choice when you want to put down one big project in one go.
All five routes side by side
Do the math
The difference is not that it feels calmer. The difference is in the numbers: hours that evaporate today land on an invoice, or go to work that does pay, or to clients you currently have to keep waiting.
Billable time you are leaving on the table
In percentage points, over 1,600 workable hours per person per year.
per year, on your own numbers
€16,800 per person per year
Benchmark: billable ratio 73 percent on average, 84 percent in the top quartile (Simplicate Accountancy Benchmark, Q3 2025)
This only works if there is work to fill those hours with, and not every firm gains ten percentage points.
This is an example built on assumptions, not a promise. That is why we work it out on your own numbers first, and say so when it does not add up.
What a year of waiting costs
Another year of waiting costs you a year of growth.
Then the leak costs you the same for another year, and because that amount never appears on an invoice, nobody sees it. The firm down the road that does pick it up runs the same revenue with fewer people, or more revenue with the same team. You only see that difference later, in their rates, their margin, and in the waiting time they do not have to give new clients.
Companies structurally misjudge how fast something like this moves. In 1996, Dutch companies expected that by the end of 1998, 23 percent of them would have an internet connection. It turned out to be 42 percent (CBS). That is why the plan also works out what a year of waiting costs. Not to scare you, but because nobody knows that number until it has been calculated, and it is almost always bigger than expected.
The first step takes 30 minutes.
What the leak does in a year
month 01 of 12
12 x the monthly leak
example, assumptions above
The firm down the road: same revenue, fewer people
Or: more revenue, same team
50
conversations with owners of firms and agencies about where work piles up
systems running today, not on a drawing board
10 to 100
FTE: the firms and agencies we build for
How we work
01
Thirty minutes looking over your shoulder.
You walk us through an ordinary week, we keep asking. No presentation, no proposal.
02
A working demo on your own process.
Within a week you see a first piece running on your own process. You also get it written out which processes can be automated and which cannot.
03
Four-week cycles.
Build, roll out, measure, keep running. Every four weeks you see in the numbers what has changed.
What you get
A plan costed out on your own figures, even if that is where it ends.
Workflows that run inside your own systems, no black box.
Every four weeks, in black and white, what it saves.
The final look stays yours: we automate the work, not the judgment.
See all services
What is running
An example of a flow like the ones we build: the documents are requested the moment the file is missing them, whatever comes in is read and sorted, the file is updated, and all you still see is what is ready for review. No retyping, no chasing calls.
Our own operation. Cleaning lead lists, spotting replies, queuing follow-up, reporting: WinSphere runs on it itself.
Runs daily
Our own exclusion list. Every day, new replies from HeyReach, Instantly and HighLevel are merged into one clean list, so nobody is approached twice.
Runs daily at 05:00
Search agent for a recruitment agency. Vacancy in, a scored candidate list out into the CRM; the manual hours of searching disappear.
Running at the client
More on what is running
Who it is for
Not a fit
You are looking for a demo or a standalone chatbot. You want to overhaul your entire process first. You already have a team that builds and monitors this. Or you want someone to come and explain AI to the team.
A fit
A firm or agency with 10 to 100 people: consulting, engineering, marketing, accountancy, recruitment. Work comes back every week that a system could do, and nobody in-house builds it. You do not want to overhaul how you work, but you do want the evening work to run by itself on Monday.
You actually want this: someone on your team gets genuinely excited about doing work differently with AI and automation.
Examples: consultancies, engineering and architecture firms, marketing agencies, accountancy firms and recruitment agencies.
Questions
In three steps. First 30 minutes in which you walk us through an ordinary week and we keep asking; no presentation, no proposal. Within a week you get a written plan from us: which processes swallow the most hours, which ones can be automated and which ones cannot, and what that saves per year in euros, calculated with your own numbers. We go through that plan together in a second conversation, and it is yours, even if that is where it ends. Only then do we build, in four-week cycles, with a baseline up front so that every four weeks you see in the numbers what has changed.
The 30 minutes and the plan cost you 30 minutes and your own numbers. What a project costs after that, you hear in the second conversation, before you decide anything: set against what the plan works out, per four-week cycle, and never as an hourly rate. We also say so when the math does not add up for you.
Yes, and that is exactly our first step. AI or automation on top of messy data only automates the mess. We determine the order, clean up the data and connect the systems, and only then do we automate.
An extra hire does the manual work by hand, at fixed cost and with no economies of scale. We automate the work itself, so your team does more without growing. One accountable architect who builds the system, monitors it and grows with you. An extra employee keeps doing the same manual work at fixed cost. We take the manual work away, and every four weeks you see what that delivers.
We work sharpest with B2B service providers of 10 to 100 employees. That is where the most time leaks into manual work and the gains are biggest. We start at the biggest leak and build out from there.
That differs per firm, so we do not name an end date up front. The order is fixed, though. First, thirty minutes in which you tell us how a normal week runs. Within a week after that you have a written plan: which processes eat the most hours, which ones can be automated and which cannot, and what that is worth per year. We go through that plan together, and only then do you know how much there is to do and in what order. After that we build in four-week cycles, with a baseline up front. Every cycle delivers something that runs, so you are not waiting for one big handover.
Half an hour, with your own process on the table. You see it work before you decide anything.
If you stop after that, you keep the written plan.
Rafael Matabadal.
Founder of WinSphere.
You talk to Rafael, the person who builds it. No sales team, no script.
What happens when you click
01
Thirty minutes looking over your shoulder. You walk us through an ordinary week, we keep asking.
02
A working demo. Within a week you see a first piece running on your own process, plus what else is possible.
03
Go through it together. In a second conversation. The plan is yours.
04
Four-week cycles. Build, roll out, measure. Every four weeks you see what has changed.
WinSphereAI and automation for firms and agencies with 10 to 100 people. First costed out, then built, then kept running.