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Business process automation · U.S.

Stop running your business by hand.

Your team has better things to do than copy data, chase updates, and build the same report every week.

RubikSoft connects your systems and automates repetitive work, with dedicated engineering built around your business.

Talk to RubikSoft See what that looks like

Based in Costa Rica. Working remotely with your team.

A better flow of work
The starting point

“Did anyone follow up?”

An inquiry. An inbox. An unclear next step.
  1. 01
    Capture the inquiryKeep the context in one place
  2. 02
    Give it an ownerMake the next action clear
  3. 03
    Keep follow-up movingSurface overdue next steps
The weekly update arrives.

Your team sees what needs attention.

Illustrative sales workflow. Built around your tools and rules.
Less copying.Clearer handoffs.Useful information, delivered.

01 / What we solve

Good people.
Too much busywork.

Start where work gets stuck. We use automation, AI, and custom software where they help, with people in control of the decisions that matter.

01

Sales & prospecting

Organize prospect research, keep customer records current, and give every inquiry and proposal a clear next step.

A follow-up process your team can see
02

Billing & collections

Connect invoice and payment information, prepare reminders, and route payment exceptions to the right person.

Less chasing across spreadsheets
03

Service & operations

Route support requests, organize onboarding steps, and move approvals forward with clear owners and human review.

Fewer handoffs lost in an inbox
04

Connected systems

Bring your CRM, operational tools, and business data together so your team doesn't have to re-enter the same information.

Information that moves with the work
05

Reports & decisions

Build reliable data pipelines, dashboards, and scheduled summaries for sales, cash flow, and operational performance.

Answers delivered before the meeting

02 / Make it concrete

One process.
A better working day.

Explore a few starting points. These are example workflows, not customer results or prebuilt products.

Sales follow-up / Today

The inquiry is in.
The next step isn't.

Someone checks the inbox, copies the details into the CRM, and reminds a rep to respond. When the team gets busy, the handoff slips.

What we can build
  1. Capture the inquiry and relevant context.
  2. Assign an owner and a follow-up task.
  3. Flag overdue actions for the sales manager.

Delivered to your teamA weekly summary of inquiries waiting for action, with links to the records.

Measure together: time to first response and overdue follow-ups.

Payment follow-up / Today

Every payment update
starts another search.

Your team checks invoices, payment records, and email before it can tell who needs a reminder and who has already paid.

What we can build
  1. Bring invoice and payment status together.
  2. Prepare reminders using your follow-up rules.
  3. Send disputed or unmatched items for review.

Delivered to your teamA scheduled receivables summary showing exceptions and the next owner.

Measure together: time spent preparing follow-up and unresolved exceptions.

Customer requests / Today

A simple request.
Three forwarded emails.

Customer questions move between teams while someone looks for the context, the right owner, or the latest status.

What we can build
  1. Organize incoming requests and account context.
  2. Route each request to the appropriate team.
  3. Draft routine responses for review and escalate exceptions.

Delivered to your teamA daily list of requests that need attention, with context and ownership.

Measure together: response time and requests waiting without an owner.

Weekly reporting / Today

The meeting is ready.
The numbers aren't.

Someone exports data, cleans it up, and rebuilds a report. By the time everyone sees it, the next round of updates has started.

What we can build
  1. Connect the source systems and agree on definitions.
  2. Check data freshness and flag missing information.
  3. Prepare the agreed metrics and exceptions on a schedule.

Delivered to your teamA briefing before the meeting, with a dashboard available for a closer look.

Measure together: preparation time, freshness, and manual corrections.

03 / What you get

An engineering partner.
In the work with you.

Dedicated, remote engineering to turn a business problem into a working solution and keep improving it with your team.

Tell us about your workflow
  • 01

    A clear process

    Defined steps, owners, exceptions, and a practical way to measure improvement.

  • 02

    A working solution

    Custom workflows, integrations, or software connected to the data and tools you actually use.

  • 03

    Updates that find you

    Scheduled reports and actionable alerts delivered where your team works, with detail available when needed.

  • 04

    A team ready to use it

    Documentation, walkthroughs, and a clear plan for ownership, support, and the next improvement.

04 / The RubikSoft approach

First, improve the process.
Then, automate it.

Our Kaizen approach starts with the people doing the work. We find the friction, simplify the steps, and build around a process that makes sense.

  1. 01

    Find the bottleneck

    Walk through a real task with your team. See where time, context, or ownership gets lost.

  2. 02

    Get the data ready

    Confirm access, connect the sources, and agree on what reliable information looks like.

  3. 03

    Build a focused pilot

    Start with a useful workflow. Test it with your team, including exceptions and approval steps.

  4. 04

    Measure & improve

    Review results against the starting point, support adoption, and choose the next improvement.

Start small. Make it useful. Build from there.

Scope, timing, and any software costs are agreed before implementation.

A few practical questions

Before we talk.

You don't need a technical brief.
A real example of the work is enough.

Is this a good fit for my business?

If your team repeatedly moves information between tools, chases updates, or rebuilds reports, there may be a useful starting point. We can explore workflows in professional services, distribution, and other businesses with recurring operational work. The right fit depends on your process, data, and priorities.

Do we need to replace our current software?

We start by looking at what you already use. Where access and integration options allow, we connect those tools. If a gap needs custom software or another service, we explain the tradeoffs and costs before you decide.

Where does AI come in?

AI can help organize documents, summarize information, or draft responses. Straightforward tasks may only need ordinary automation. We choose the approach around the work, with review steps for sensitive or consequential actions.

Can you work with our U.S. team?

RubikSoft is based in Costa Rica and delivers engineering remotely. We agree on working hours, communication, access, and responsibilities with your team at the start of the engagement.

What does it cost, and how long does it take?

We scope a focused first step after understanding the process and the available data. You'll have a defined scope, timeline, engineering cost, and any ongoing software costs before implementation begins.

Can you help beyond process automation?

Yes. Our offer also includes dedicated software engineering, data architecture, analytics, business intelligence, and making your service information easier for search and AI tools to understand. We can discuss these needs as part of the same conversation.

Start with one thing that slows you down

What is your team
still doing by hand?

Tell us about your workflow. We'll talk through the steps, the tools involved, and what a useful first improvement could look like.

Contact RubikSoft (opens your email app)

Email RubikSoft: sales@rubik-soft.com