No manual data transfer
Information moves between forms, registries and connected systems by rule — employees stop copying it from one place to another.
Business process automation for real operations
Business Process Automation Built Around You
We move repetitive operations into a managed digital process in HCAPP: data comes in, the record and task are created, rules and deadlines are checked, the owner is assigned and notified — with the full history in one place.
- Invoice processing and approval routes
- Data entry from emails, forms and files
- Reports and summaries on a schedule
- Reminders, notifications and deadline control
- Tasks created from messages and events
Adapts to your businessBuilt around your workflows
Ready to useStart with one process
Why HCAPP
Automation is reliable when the process has structure.
Most teams automate business processes on top of scattered spreadsheets, inboxes and chats — and the automation breaks as soon as the data does. HCAPP first gives the process a frame: data, tasks, roles, access rights and history. Automation then runs inside that frame.
Deadlines controlled by the system
Statuses, due dates and mandatory actions are tracked automatically; overdue work is flagged and escalated.
A visible state of work
Managers see the current stage of every request, order or project without asking — the process no longer depends on one person's memory.
How it works
From an incoming message to a finished action
Connect an AI assistant to any step of a process. It works inside your rules, access rights and history.
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1. Reads incoming data
Tasks, documents, emails and files
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2. Fills and updates
Fills fields, updates statuses, adds comments
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3. Checks and validates
Dates, amounts, duplicates and rules
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4. Assigns and notifies
Assigns owners, creates tasks, sends updates
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5. Less routine work
More focus on important tasks and growth
- Email receivedNew customer request · from info@merelaid.ee
- CRM matched the senderMerelaid OÜ · existing client, 3 open deals
- AI extracted the detailsCompany · service · deadline · priority: high
- Task created in the dealPrepare proposal · due today · HC-2048
- Owner assigned and notifiedElena · Telegram + email
- Saved to process historyEvery action logged against the request
See the system in context
The AI assistant reads, fills, checks, assigns and notifies — all inside the same workflow your team already uses.
FormsTasksFilesStatusesCommentsNotifications
Live demo
Open the interactive product
A sample workspace with CRM, invoices, deals, expenses and tasks. It loads when you scroll here and opens full-screen on click.
Services
Workflow automation services, built around the process
Each automation has a clear trigger, defined access and a visible result. We start with the operation that costs the most time and expand from there.
Process audit
Map how the work happens today — inputs, hand-offs, decisions, documents, bottlenecks and owners.
Process design in HCAPP
Forms, registries, stages, statuses, roles and access rights that mirror the real operation.
Programmatic automation
Routing, status changes, task creation, reminders and data transfer between systems by rule.
Approval routes
Multi-step confirmations for invoices, requests and documents, with the history of every decision.
Integrations
Email, chats, Google Drive, webhooks and the API — so the process starts where the data already arrives.
Reports and dashboards
Automatic summaries for employees and managers, and dashboards for every workflow.
Extensions
Extend your workflows with integrations
Connect your tools, automate steps and keep communication in the context of each process.
Google Drive
Upload, read and create documents from templates.
AI Assistant
Add AI to any form, trigger or workflow action.
Turn messages into tasks and manage replies inside the system.
Telegram
Receive requests and send process notifications.
Manage page messages, create tasks and reply from the system.
Webhooks & API
Connect external services, bots and automations.
Dashboards
Track key metrics for every workflow.
Bot as user
Create a bot user with API access for external integrations.
Custom automation
Build rules and actions around your business logic.
Missing an integration?
Request an integration
Tell us which service your process needs.
A good starting point
One repetitive process with a clear result
You do not need a full technical specification. Bring a process your team repeats, a few real examples and the outcome you expect.
Discuss your process
One repeating operationInvoice handling, data entry, report preparation,
approvals or follow-ups.
Examples of the inputReal emails, files, forms or spreadsheet rows — with
sensitive data removed.
The person who runs it todaySomeone who knows the steps and exceptions and can
validate the result.
A clear expected resultFewer manual steps, no missed deadlines, faster
turnaround or a visible status.
How we work
A controlled path from idea to a live workflow
Start narrow, verify on real examples, then expand only when the first workflow runs reliably.
Review the process
Participants, data, documents, stages, rules and the expected result.
Design & configure
Forms, registries, tasks, statuses, roles and access rights in HCAPP.
Connect & automate
Channels, integrations, programmatic scenarios and the AI layer.
Test & launch
Real and edge cases with your team, then handover and next process.
Control & security
AI works inside your business rules
Access to data and actions is defined by roles. A bot, an employee or an external service gets only the rights it needs. Critical steps can stay on manual approval, and every change is kept in the process history.
Scoped access
Separate rights to view, edit and act — per role and per process.
People, bots, services
Each participant, human or automated, has its own permissions.
Human checkpoints
Keep approvals and validation where your process requires them.
Full history
Every action and edit is recorded against the record it belongs to.
Real cases
How companies run their operations on HCAPP
The same platform, adapted to each company's processes, documents, roles and accounting rules.
LOGISTICS
Logistics company
Requests, quotes, orders, contracts, invoices, expenses and clients in one sequential process.
RequestsQuotesOrdersContractsInvoicesExpensesClients
TRANSPORT
Transport company
A fleet of 80 vehicles — drivers, transport orders, expenses, invoices, warehouse and operational reports.
VehiclesDriversOrdersInvoicesExpensesReports
RENTAL
Car rental company
Rental agreements, invoices, a vehicle and equipment registry, maintenance data and document expiry reminders.
AgreementsInvoicesVehiclesReminders
LEGAL
Legal company
Leads, quotes, quality control, deals, invoices, internal accounting and a knowledge base.
LeadsQuotesDealsInvoicesQualityKnowledge base
TRAVEL
Tour operator
The order as the centre of the process — linked client, issued invoice and related expenses.
OrdersClientsInvoicesExpenses
PRODUCTION
Video production
Projects and budgets linked to invoices and expenses, with income and direct-cost tracking.
ProjectsBudgetsInvoicesExpenses
We built HCAPP because we couldn't find a system that truly simplifies business management. Learn it once — use it everywhere.
Andrei Popov · Founder of HCAPP
FAQ
Questions before your first workflow
Clear answers about fit, scope, systems and control.
What is business process automation in HCAPP?
A repeatable operation is described as a process — data, stages, roles and rules — and HCAPP performs the routine steps by rule: creating records and tasks, changing statuses, checking deadlines, assigning owners and sending notifications.
Which processes are worth automating first?
Frequent, rules-based work with repeatable inputs: invoice processing, data entry, report preparation, reminders and notifications, approval routes, and tasks created from emails or messages.
Do we need to replace our current systems?
Not necessarily. HCAPP can act as the workflow layer and connect to the tools you already use through built-in extensions, webhooks or the API.
How do approval routes work?
A request, invoice or document moves through defined stages; each stage has responsible people and required actions. Every confirmation and comment is saved in the history of the record.
Can we keep manual control over critical steps?
Yes. Any step can stay on manual confirmation. Automation performs only the actions it is configured for, within the access rights of its role.
Can AI be added to an automated process?
Yes. The AI layer can read incoming data, extract and validate details, route requests and prepare summaries — inside the same roles, access rights and history as everything else.
Which channels and services can be connected?
Email, WhatsApp, Telegram, Facebook, Google Drive, external CRM/ERP and accounting systems, and any service that supports webhooks or an API. The exact set depends on the access available in your stack.
Can we start with a single process?
Yes. We start with one operation, verify it on real examples with your team, and add the next process only when the first one runs reliably.
How does testing and launch work?
We agree on the expected outcome, run representative and edge cases together, confirm where a person must review the result, and only then switch the automation on.
Start with one process
Show us one process that takes your team's time
We'll review the incoming data, actions, participants and expected result, then suggest a practical first automation scenario.
Prefer email? support@hcapp.ee