⚡ Automation
Electrical Contractor · Wiltshire
M&E Subcontractor · 12-person field team · Est. 2009
From four hours of Friday admin to zero — in two weeks
The challenge
The office manager at a 12-person electrical subcontractor was spending every Friday afternoon manually collating timesheet messages from engineers. Most arrived as informal WhatsApp messages in wildly different formats — some with hours only, some with site names, some barely legible. Non-responders had to be chased individually by phone. The whole process took four hours every single week, still produced errors, and left no time for anything else that needed doing on a Friday.
What we built
A WhatsApp-triggered workflow that captures engineer messages each Friday, uses the Claude API to parse free-text into structured hour logs regardless of format, sends automated reminders to anyone who hasn't responded by 3pm, and delivers a clean weekly summary to the accounts team — formatted and ready for payroll. No interface changes for engineers. Zero manual intervention for the office manager.
"I genuinely thought this would be complicated and disruptive. It took two weeks and now I don't think about timesheets at all. The engineers don't even know anything changed — they just send their hours the same way they always did. I get my Friday afternoons back and the payroll data is cleaner than it's ever been."
Office Manager
M&E Subcontractor, Wiltshire
⚖️ Compliance
Recruitment Agency · London
Specialist Financial Services Recruiter · 8 consultants · Founded 2016
Passing a client AI due diligence audit they would previously have failed
The challenge
A specialist financial services recruitment firm had been using an AI-powered CV screening platform for 18 months. When a large institutional client issued an AI governance questionnaire as part of their annual supplier review, the firm had no answers — no documentation of how the tool made decisions, no bias testing record, no candidate disclosure process, and no understanding of whether they had EU AI Act obligations. They had a week to respond.
What we delivered
We ran an accelerated AI Safety Workshop, classified their screening platform as a high-risk system under the EU AI Act, and identified six specific compliance obligations they were currently failing to meet. Within three weeks we had produced a full risk register, remediation roadmap, candidate transparency notice, supplier governance questionnaire template, and a plain-English summary of their ongoing obligations. They submitted the client audit and passed.
3wks
To full documentation
"We had a week to respond to a governance questionnaire from one of our biggest clients and genuinely had no idea where to start. Rojaf turned it around incredibly quickly, explained everything clearly, and the documentation they produced was exactly what we needed. We've since put the retainer in place to make sure we stay ahead of it."
Managing Director
Financial Services Recruitment Agency, London
⚡ Automation
Care Home · South West England
Private Care Home · 32 beds · Private pay · Registered since 2011
Giving a registered manager her evenings back
The challenge
The registered manager of a 32-bed private care home was regularly working evenings and weekends on admin that had piled up during the operational day. Family enquiry emails were going unanswered for 24–48 hours, damaging conversion. Bank staff shifts were being filled via individual phone calls that could take an hour. CQC inspection preparation meant days of document hunting across multiple systems. Three separate problems, each eating into time that should have gone on care leadership and staff development.
What we built
Three connected workflows built on top of their existing email, WhatsApp, and care management tools — nothing replaced, nothing new to learn. An enquiry handling workflow that triages family emails and drafts responses for approval. A rota-gap alert that identifies open shifts and texts bank staff automatically. A CQC preparation workflow that gathers required documentation on demand, pulling from connected systems into a structured pack.
48hr→
Response time: now same day
"It's like having an invisible coordinator. The enquiries get handled, the rota gaps get filled, and when CQC came in for their inspection we had everything ready in under an hour instead of spending three days pulling it together. I've got my evenings back and the team can tell the difference in how present I am."
Registered Manager
Private Care Home, South West England
⚖️ Compliance
Aesthetic Clinic · Bristol
Aesthetic Medicine Clinic · 3 practitioners · Private clinic · Est. 2019
AI-assisted consultation tools made safe, documented, and insurable
The challenge
A growing aesthetic clinic had introduced an AI consultation support tool to assist practitioners with patient assessments. Following a patient complaint that touched on a decision influenced by the tool, the clinical director wanted to urgently understand their liability exposure, their obligations under CQC and MHRA frameworks, and whether the tool's use was defensible if challenged. Their indemnity provider had also begun asking questions they couldn't answer.
What we delivered
A full compliance assessment covering EU AI Act risk classification of the tool, gap analysis against MHRA AI guidance and CQC requirements, and a complete clinical AI governance policy drafted for the practice. All three practitioners received a tailored training session on their individual obligations, escalation procedures, and documentation requirements. The final pack satisfied both the indemnity provider's questions and a subsequent CQC query.
"After the complaint came in we were genuinely worried about where we stood. Rojaf were calm, clear, and thorough — they explained our position honestly, told us exactly what we needed to do, and produced documentation that covered everything our insurer needed. We now have a governance framework we're confident in."
Clinical Director
Aesthetic Medicine Clinic, Bristol
Coming soon
Civil Engineering Subcontractor — Site Reporting Automation
Daily site diary capture, plant and labour logging, and weekly progress report generation via WhatsApp for a groundwork subcontractor managing three concurrent sites. Build in progress — case study to follow.
Coming soon
Financial Services Firm — Full EU AI Act Compliance Programme
Multi-system AI compliance assessment covering credit scoring and fraud detection tools, with FCA model risk management alignment and staff training across a 25-person team. Engagement in progress.