Chasing clients for information
Emails, reminders and follow-ups for documents that should have arrived last week.
AI automation for service businesses
Before you hire another salesperson or administrator, see what can be automated.
RapidWorkflow builds practical automations for UK service businesses: finding and contacting the right prospects, then onboarding clients, chasing documents and triaging the inbox once they sign. We find the work that eats your team’s week and build systems that handle it, on tools you own. Every build is checked for security and data protection before it touches your client data.
- Start with one workflow
- Fixed quote before we build
- Checked before it goes live
1. New enquiry received
Details captured from the web form or email automatically.
2. Documents requested
The client gets a secure upload link and a checklist.
3. Missing items chased
Polite reminders go out until everything is in.
4. Case ready for review
Your team is notified with a complete, organised file.
The challenge
Your team is doing work software could do.
In most service businesses, skilled people spend hours a day chasing, copying and checking. It’s not the work clients pay for, but it’s where the week goes.
Copying data between systems
The same details typed into the CRM, the case file, the invoice and the spreadsheet.
Hiring to stand still
Adding admin headcount to keep up, instead of fixing the process underneath.
New business that depends on referrals
Work arrives when someone happens to recommend you. Outbound feels like spam, so it never gets done properly.
What we build
Automations and tools your team will actually use.
OPERATIONS: run the work
01
Document collection and chasing
Secure upload portals, checklists and automatic reminders until every item is in.
02
Client onboarding
From enquiry to engaged client: forms, ID and document checks, engagement letters and payment.
03
Inbox and enquiry triage
AI that reads incoming emails, sorts them, drafts replies and routes them to the right person.
04
Internal tools and dashboards
Simple apps for case tracking, client status and reporting, built around how you already work.
GROWTH: win the work
05
Signal-led prospect research
We find companies showing real reasons to buy now, such as hiring, contract wins, expansion or new leadership, each with its source.
06
Verified contact lists
The right decision-maker at each company, with emails verified before anything is sent.
07
Outbound campaigns
Short, relevant emails written around each prospect’s signal, sent from properly warmed-up domains with sensible volumes.
08
Replies, CRM and follow-up
AI sorts replies, flags the interested ones, logs everything to your CRM and helps book the meeting.
We automate the research and the admin, not the judgement. Your team decides who to contact, takes the conversations and stays in control of client relationships.
Illustrative example
What this could look like for a financial advice firm.
An example of one focused workflow for an IFA firm chasing providers and clients for information.
- 1
Map the current process.
Walk through how letters of authority and provider information are requested and chased today.
- 2
Automate the requests.
Standard requests are sent and logged automatically for each new client.
- 3
Chase and track.
Reminders go out on a schedule, and a dashboard shows what’s outstanding for each client.
- 4
Hand to the adviser.
When the file is complete, the adviser is notified with everything in one place.
Illustrative example only. Results depend on your processes, systems, market and data.
Why a human stays in the loop
AI builds fast. Someone still has to check it.
Anyone can now build an app or automation in an afternoon. The risk is what you can’t see: a user who can see another client’s files, a workflow that quietly fails, data stored somewhere it shouldn’t be. For a regulated firm, one mistake like that can cost a client relationship. Every RapidWorkflow build is checked before it goes live.
User roles and permissions
Each person sees only what they should. We test this with real accounts before launch.
Client data access
Data is stored and processed only where agreed, with access limited to the people who need it.
UK GDPR built in
Data handling agreed in writing before build, with a data processing agreement as standard.
Backups and recovery
If something breaks, your data and workflows can be restored.
Security checks
Configuration and access are checked for common weaknesses before go-live.
Failure alerts
If an automation stops working, you hear about it from us, not from a client.
How it works
Start with one workflow. Prove it. Then expand.
01
Workflow review
A free 30-minute call. Tell us where your team’s time goes, or where new business should be coming from, and we’ll tell you honestly whether automation makes sense.
02
Plan, prototype and payback
Within a few working days you get a written plan, a clickable prototype of what we’d build and a payback estimate against the staff time it saves.
03
Fixed-quote build
We build and test with your real process and a small group of your team, keeping you updated at every stage. For outbound, we test on a small sample before anything scales.
04
Hand over and improve
Documentation, training and a refinement round based on real use. Ongoing care is optional.
We agree a timeline at scoping. A single focused workflow is designed to go live in weeks, not months.
Ways to work with us
Pick the starting point that fits.
Workflow review
Free · 30 minutes
A call to find the admin worth automating first, and an honest view on whether it’s worth doing.
Workflow audit
Paid · fee credited against your build
For teams of 10 or more. A 5-minute time survey for your staff, a walkthrough of your key processes, and a report ranking your automation opportunities by payback.
Fixed-quote build
Quoted after your review
One workflow, scoped, built and handed over. Reviewed before launch, documented and handed to your team.
Care plan
Optional · monthly
Monitoring, fixes and small changes after launch. Cancel any time. Everything stays in your accounts.
App safety check
Fixed fee
Built an app or automation yourself in Lovable, Bubble, Zapier or similar? We review permissions, data access, backups and GDPR, and give you a plain-English list of what to fix.
Weighing this against an admin hire? We’ll show you the payback against salary cost before you commit to anything.
How we build
The right tool for the job, in accounts you own.
Proven automation tools
For workflows that connect the apps you already use: document requests, reminders, email triage, form-to-CRM. Quick to build, easy to adjust.
Custom tools where needed
For client portals, dashboards and internal apps built around how you work, with specialist technical support where the job needs it.
Outbound systems
Prospect data, email verification and sending infrastructure, set up in your accounts with sensible volumes.
- Your accounts, your data. Tools and subscriptions sit in your name.
- Visible running costs. Software and AI usage estimated up front.
- No lock-in. Built on mainstream tools, so you’re never tied to us.
Working together
Clear scope. Clear ownership. Clear running costs.
Agreed deliverables
You know exactly what will be built and what “done” means before we start.
Accounts in your name
Tools, data and subscriptions sit in your accounts. If we part ways, everything stays with you.
Visible running costs
Software and AI usage costs are estimated up front, so there are no surprise bills.
Responsible outreach
Business contacts only, relevant messages, low volumes and a clear opt-out in every email. Sending domains and prospect data sit in your name.
Some automations rely on third-party software, and those subscriptions are billed by the provider. Data protection and access are agreed before any build starts.
Who it’s for
For UK service businesses where admin or new business is holding back growth.
A good fit when
- Your team handles lots of documents, forms or client information.
- You’re hiring, or about to hire, for admin roles.
- You can name the process that wastes the most time.
- Someone on your team can test and give feedback.
- You’d rather start small and prove value than buy a big system.
- New business relies mostly on referrals.
- You have capacity to follow up on new conversations.
Example business types
Financial advisers, accountants, immigration and legal firms, mortgage brokers, recruitment firms, agencies, consultancies and clinics.
We confirm fit through one focused workflow rather than assuming one system suits every business.
Vishal Mavadia
Founder, RapidWorkflow
About
Built by an operator, not just a developer.
RapidWorkflow is led by Vishal Mavadia, who has run Rapid Documents since 2007: a document-heavy service business with exactly the chasing, checking and client admin these systems remove.
He started RapidWorkflow to bring the same practical automation to other service firms, starting with the process that costs the most time.
RapidWorkflow uses the same signal-led outbound system to find its own clients, so every campaign approach has been tested on our own pipeline first.
You work directly with Vishal on scope and delivery, with specialist technical support where needed.
FAQs