AI platform & desktop app
Vorteca Office
Our own AI office: a desktop app in which a team of AI agents does real work, while we decide what goes out the door.
View caseLess manual work
Workflow automation.
Take repetitive work out with smart workflows, integrations and automated messages. Less retyping, less forgetting, fewer mistakes — and time back for the work you actually get paid for.
Where it goes wrong
What manual hand-off really costs.
Automation sounds grand, but it almost always starts small and boring. A request arrives through the form, someone retypes it into the calendar, sends a confirmation by hand, sets a reminder on their phone and later raises an invoice from a note. The same data four times, and four moments where it can go wrong.
We take those steps out. The request lands straight in the system, the confirmation goes out on its own, the reminder follows 24 hours ahead, and the invoice picks up data that is already there. Nobody has to remember.
One thing matters throughout: anything that triggers mail, notifications or payments gets a rate limit and an idempotency key from the start. An automation that accidentally sends fifty emails is worse than no automation.
- Request
Comes in through your website, email or portal.
- Confirmation
The client is notified and the right team is alerted.
- Planning
Tasks and people are scheduled automatically.
- Invoice
Work done? The invoice comes from the same data.
What we automate
The steps you get back.
We usually start with whichever process causes the most friction.
Request to appointment
From form to calendar to confirmation, with nobody in between.
- Requests land straight in the system
- Automatic confirmation and change emails
- Reminders at the right moment
- No more double entry
Integrations
Let the systems you already run talk to each other, instead of sitting between them.
- API and webhook integrations
- Accounting, mail, calendar, payments
- One place as the source of truth
- No more shuttling export files
Documents & reporting
Quotes, invoices and overviews that fill themselves from what is already known.
- Generate quotes and invoices
- Capture receipts from a photo
- Automatic periodic reporting
- Export to your accounting
Proof
Automated in practice.
Processes that now run on their own.
Website & workflow
Hoveniersbedrijf Peter van der Linden
For landscaping company Peter van der Linden we built a professional custom website with a smart admin workflow and PWA app behind it.
View case
Website, CMS & booking system
Aimée Experience
A stylish digital experience for Aimée Experience, centred on the personal and exclusive feel of private dining.
View case
Internal system
Operations dashboard
For an aviation company we developed an internal management portal that brings key operational processes together in one central environment.
View case- 01
Set the direction
Intake, strategy and scope: we map your goals and turn them into a clear plan.
- 02
Design and build
Design direction and development in fixed iterations, with previews along the way.
- 03
Launch and improve
Testing, security review and launch. After that the system keeps being maintained and improved.
Pricing
Scoped around your process.
No two processes are the same. We scope each project around your goals, tools and requirements, and you get a fixed quote upfront.
Discuss your project
We look at your process together and design a solution that fits your business.
Book an intakeFrequently asked
Before you call.
Where do you start with automation?
With the step that happens most often and goes wrong most often. Usually that is the route from request to confirmation, or retyping between two systems. We start small and measurable, not with a master plan.
What does an automation project cost?
Automation inside an existing system is often a matter of days rather than weeks. If the process is spread across several tools, the price depends on the number of integrations. After the intake you know where you stand.
Does this work with the software we already have?
If it has an API or webhooks, usually yes. If it does not, that is a signal in itself — sometimes replacing that one piece is cheaper than continuing to build around it.
What if an automated flow goes wrong?
Every flow is idempotent and rate-limited: the same trigger twice does not produce two emails or two invoices. Errors go to the server log with attribution, not to your client.
Will you send mailings and push notifications too?
Transactional mail — confirmations, reminders, invoices — is standard. Marketing mailings and push campaigns are a separate arrangement with their own activation check, precisely because the cost and GDPR picture is different there.
Can I see what happened automatically?
Yes. Sent messages and executed actions are visible in the system, so you can check that what you expected actually happened.
Keep exploring
More from Vorteca.
Custom AI agent teamFor the steps that need language or judgement: AI agents that handle email, calendar and invoices.Custom softwareThe system the automation usually lands in.Portals & dashboardsSeeing what happens: status, figures and workflows in one place.ProcessFrom intake and scope through build, security review and ongoing development.Pricing & estimatesEstimates per project type, so you know what you are starting.
Next step
Ready to build your system?
Book a no-obligation intake. We map your goals, scope and priorities and give you clear, honest advice with no strings attached.