Workflow automation and integration · Tallinn · Across Europe
Workflow automation for small and mid-sized companies: email, CRM, accounting and spreadsheets working together, with AI where it helps and a person approving what matters. No need to replace your software.
Workflow automation connects the systems a company already uses (email, CRM, accounting, spreadsheets, websites) so details are entered once and work moves on without retyping. I map how the work really flows, start with one workflow, and add AI only where drafting or judgement helps. Missing or conflicting information is flagged, never invented, and a person approves anything that changes a record or leaves the business. You usually don't need new software. Each project is scoped and priced in writing, with a named owner in your team when it's handed over.
A free 15-minute call with Michael. No documents needed to start.
Make repetitive work easier to run. That's where this starts.
An automation consultant finds where work is retyped or chased, and builds the connections and checks that stop it. I start with the process as it really runs, test the change with your team, and agree who checks it and who runs it.
For example:
Illustrative workflow · fictional example
Today
With a workflow
Prepared for your review
The sales owner checks the enquiry before the draft is used. The missing detail is flagged, never invented.
Today
With a workflow
Prepared for your review
The editor checks the source and approval before release. Draft outputs stay separate from published material.
Today
With a workflow
Prepared for your review
The operations owner reviews the gap before the report is used. An incomplete draft is not presented as a finished report.
Each of these can connect to the systems you already use. See below.
Recognise one of these? Bring it to a 15-minute call.
Do you have to replace your software? Usually not. I connect the systems you already use:
Where a system has an API, I build the integration through it. Where it doesn't, we agree a safe route before building anything, such as an export or a scheduled file.
Connections start read-only. Write access comes only with your approval, and only for the changes we've agreed.
AI is only added where drafting or judgement helps. When it is, I use OpenAI, Anthropic (Claude) or xAI (Grok), chosen for the task. Plenty of connections don't need AI at all.
Automating this is more than copying text from one tool to another. You need sources you can trust, clear rules on who can change what, checks for when a record changes, and a plan for when something doesn't fit.
Spec sheets for each yacht become listing details the broker can review. Approved content is carried into each language, the images and two kinds of brochure.
Existing project: a yacht brokerage. Publishing is live.
See the full workflow →Compare a new spec sheet with the current record and your rules, and list the proposed changes. Conflicting units, missing proof and duplicate fields get flagged. The person in charge picks which changes to make, and the record is checked again before anything is applied.
Illustrative workflow. Scope, access and feasibility are checked for each business.
Pull the agreed figures together, make sure the IDs and reporting periods line up, and flag anything missing or unusual before the report is put together. Each figure stays linked to its source, and the report owner makes the final call on the explanation and the release.
Illustrative workflow. Exceptions and approvals are part of the design.
When the rules get complex enough to need their own tool, that's custom development →
I prepare a list of proposed changes from the source material and the current record. A person resolves conflicting facts before the draft is used.
Carry approved changes into connected records and documents, with version conflicts, missing values and duplicates held for review.
Prepare pages, brochures or language versions from approved information. A person controls what is ready to publish.
Assemble an agreed draft from known sources. The owner reviews gaps, unusual values and the final explanation.
Existing client project · Yacht brokerage
For a boutique East Mediterranean yacht brokerage, the broker approves one listing per yacht. From that, I built the workflow that prepares web pages in English, Greek and Russian, a branded brochure for clients and an unbranded one for other brokers. Drafts, approvals and published material are kept apart, and everything is checked before release.
"Saved", "approved" and "on the website" never mean the same thing.
80+ yachts · 3 languages · 240+ listing pages
Live sitemap count, 24 September 2026
Read the case study“I don't know very much about technology, but I can certainly see the excellent result, and the care you've put into helping [the business] grow.”
Founder and broker, boutique East Mediterranean yacht brokerage · translated from Greek
Publishing mechanism / schematic
One listing per yacht
Language
versions
Client
brochure
Broker
brochure
Prepared outputs stay distinct from published material. A person decides what is ready to release.
The AI opportunity review, for one workflow. Understand one recurring process before you commit to changing it. Get a practical recommendation on what to keep, simplify, use differently or automate.
Fixed fee, quoted in writing.
This is an opportunity review. Implementation, software and ongoing support are scoped and priced separately. No production changes are included.
Five working days from the agreed start, once the interview and usable inputs are complete.
Optional add-on: set up the AI tools you already pay for, quoted in writing.
The recommendation may be to simplify the process or keep it manual. You can use the review with your own team or another supplier.
Already know what needs to change? We can discuss a defined implementation directly. The scope, tests, running costs, handover and price are agreed before work starts.
More on AI implementationNeed someone to lead the work over time? A fractional Head of AI can cover priorities, delivery, suppliers and team adoption, and I build the projects as well. Time commitment and responsibilities are agreed for the engagement.
Talk about fractional support01
Agree the start, finish, people involved and what a useful result looks like.
02
Start with the tools already in use. Agree the costs, access and decisions that stay with people.
03
Test ordinary work and known exceptions before an agreed live change.
04
Name the owner, explain how it runs and agree what support comes next.
I'm Michael Kilty, founder of Arvanu, based in Tallinn. I build and ship software with AI. Before that came 27 years on the business side of technology, including Director of IT at Warner Music Group in Los Angeles and NBC's Olympic operations in Athens. You deal with me from the first call to handover, with no junior team and no hand-off.
Read Michael's backgroundIt connects the steps and systems in a piece of work, so details are entered once, drafts are prepared automatically and people only handle the decisions and exceptions. AI is added where drafting or judgement helps. Where it doesn't, the workflow runs without it.
Not always. A clearer process, template or feature in an existing tool may be enough. Any new software is discussed before a build is agreed. Start with the work you want to improve, and if a simpler fix will do, I'll say so.
Usually, yes. We start read-only, agree what each connection may change, and add write access only with approval. Where a system has no modern API, we agree a safe route, such as an export or a scheduled file, before building anything.
The implementation scope defines the checks, exception route and decisions that need a person. These are tested with the team before an agreed live change. Missing or conflicting details are held for a person to check. They're never filled in by guesswork.
Each review and project is a fixed fee, quoted in writing before work starts. What drives it: how many systems, how messy the data is, the exceptions and approvals, and the support needed. Software running costs are stated in the proposal.
The review covers one workflow. A build, software costs and ongoing support are scoped and quoted separately, in writing. The recommendation may be to simplify the process or keep it manual, and you can use the review with your own team or another supplier.
If the task and requirements are already clear, we can discuss an implementation directly. The review is useful when you need to decide what to change or whether it is worth doing. Either way, the fee is fixed and quoted in writing before we start.
For the review, someone who knows the workflow and up to ten usable, redacted examples. An introductory conversation can start with a simple description. For a build, a named owner on your side and access to the systems we agreed, starting read-only.
You own the code, workflows and data built for your business. Account ownership, licences and support are set out in the proposal. A named person in your team owns the day-to-day process, with written instructions and handover training, so it keeps running after I step back.
I start from the tools you already have. Where off-the-shelf connectors can't follow your rules, I write custom code. If a new tool would help, we discuss it before a build is agreed. The AI providers are OpenAI, Anthropic (Claude) and xAI (Grok), chosen for the task.
In a short call we can work out the right next step: an opportunity review, a defined build or ongoing leadership.
Free · 15 minutes · you'll talk to me, not a sales team.