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AI & automation for B2B companies
No more manual retyping between CRM, mailbox and accounting: you win back 10 to 12 hours per week on admin, roughly €18,000 to €22,000 per year per employee.
What is WinSphere?
WinSphere is the AI & automation partner for B2B service firms, founded by Rafael Matabadal. We determine which systems you should build and in what order, and then build them: the foundation first (clean data, connected systems), then the workflows that cost your team time. For recruitment agencies, accountancy firms and B2B service providers of 10 to 50 FTE in the Netherlands and Europe.
The three leaks
In three fixed places: manual work, disconnected systems and untapped potential in your data. These are not incidents but structural leaks, and that is exactly why they can be automated.
1
Leak 1: manual work
Retyping data between systems, chasing status emails, quotes and reports. This kind of admin easily takes 30 to 40% of your team's time, while adding nothing to your revenue.
Leak: hours that do not go into growth
2
Leak 2: disconnected systems
Your CRM, mailbox, accounting and sheets do not talk to each other. Nobody has a real-time overview, errors creep in and every question starts with manually searching four tools.
Leak: no source of truth, no overview
3
Leak 3: untapped potential
Old leads and clients sit unused in your CRM, follow-up happens irregularly and opportunities fall through the cracks. While reactivating an existing relationship is many times cheaper than new acquisition.
Leak: revenue you already have, but do not use
What we build
We plug the three leaks at the source: for each leak we build a working workflow in your existing stack, not a demo on the side.
Manual work automated
Data entry, status emails, quotes and recurring reports run automatically in the background. The work that now swallows hours happens by itself.
Deliverable: 10 to 12 hours per week back, roughly €18,000 to €22,000 per year per employee (indicative)
Proven integration pattern from production, ready for your stack
Systems connected
Your CRM, mailbox, accounting and tools become one whole with a source of truth. No double entry, but a real-time overview in a dashboard that updates itself.
Deliverable: one source of truth
In development on your stack
Leads and follow-up automated
As soon as a lead fills in your form, the workflow enriches the company (website, LinkedIn, Chamber of Commerce) and writes a personal opening line. The lead sits complete in your CRM, with a follow-up task and a reminder after 3 days without a response.
Deliverable: follow-up without manual work
In development on your stack
Custom software where tools fall short
No standard tool fits your process? Then we build custom software, for example your own client portal or an internal tool for your most important process, connected to your existing systems.
Deliverable: custom software built on your process
Custom work, previously built for a paying client
Flow
A lead fills in your form: n8n enriches the company and writes a personal opener, the lead sits complete in your CRM and your team gets a follow-up task. No manual retyping, no missed follow-up.
Results
10-12
hrs/wk
roughly €18,000 to €22,000 per year freed up per employee by automating manual work. Illustrative calculation, based on an average hourly rate.
80%
less
up to 80% less manual entry on recurring processes.
5×
cheaper
up to 5 times cheaper to reactivate existing relationships than to win new ones.
The difference
The usual routes
✕
An extra hire. You pay an extra employee to keep doing the same manual work. The admin scales along with the hire.
✕
A standalone tool or AI feature. Solves one part, but does not connect with the rest and runs on messy data.
✕
Tinkering yourself with Zapier. Works until it breaks. No owner, no overview as it grows.
WinSphere, foundation first
✓
Foundation first. Your data and systems in order, only then automate.
✓
The three leaks as one system, not three separate tools.
✓
One accountable party that builds it, monitors it and grows with your company.
Fit check
Not a fit
You are looking for a single standalone chatbot or AI demo without getting your foundation in order.
You already have your own dev or automation team.
Your processes change weekly and are not yet standardised.
A fit
You have 10 to 50 FTE and recurring processes: quotes, onboarding, reporting, follow-up.
Your team is drowning in admin and your growth is stuck on ops, not on demand.
No automation engineer of your own, but the will to keep workflows under your own management.
The hidden costs
FAQ
WinSphereAI & automatisering die je laat groeien, zonder extra mensen aan te nemen.
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