For small and mid-size businesses

Software built around how your business actually runs.

Admin Workflows builds custom tools and automations for companies that have outgrown spreadsheets, retyping, and chasing things in email. We work around the systems you already use and replace the manual work between them.

Request a Free 30-Min Review See our bill entry system →

No software switch required. Your team stays in the approval seat.

Someone at their desk comparing a printed report against a spreadsheet on their laptop

Sound familiar?

Your software is fine. The trouble is the work around it.

01The same data typed into two or three systems
02A spreadsheet that exists because the software can't see what you need
03Quotes and orders tracked in an inbox
04Approvals chased in email
05Mistakes found at month end, not when they happen

What we build

Internal tools

Dashboards, review screens, and trackers built for the way your team works, not a generic template.

CRMs

Customer and lead tracking shaped to your sales process, from first inquiry to repeat order.

Quoting and order systems

Quotes, orders, and production status in one place, so nothing lives only in someone's inbox.

Workflow automation

The repetitive reading, matching, checking, and reminding taken off your team's plate. People still make the calls that matter.

Integrations

Connect the apps you already pay for, so data moves between them without retyping. Where a direct connection isn't available, we build clean import files instead.

Database work

Clean up, structure, and connect the data your business already has, so reports and tools can rely on it.

Our flagship product

Automated bill entry for property managers

Stop keying in vendor bills.

Our first product takes manual utility-bill and vendor-invoice entry off property management and HOA teams. The system reads every bill, however messy, matches it to the right property, unit, and GL account, checks for duplicates and missing bills, and flags only what needs a human look. Your team approves, and the batch is ready for Rent Manager, AppFolio, Yardi, or Buildium.

—No software switch, no migration. Your system stays the system of record.

—Every bill gets a confidence score. Anything below your threshold goes to review instead of being guessed.

—No payment is ever approved by the system. Your team approves and posts every bill.

See the property management system →Open the demo →

A working demonstration with invented data — no real property, vendor or figure appears in it.

Utility bills and vendor invoices spread across a desk beside a laptop

The kind of paperwork the system is built to read.

Why us

Built by an operator, not just a developer.

Admin Workflows was founded by Tomasz Cop, who designed and built the system that runs his own manufacturing business end to end: inquiries and quotes, production tracking, invoicing, and accounting. So we understand the business side of the work, not just the code.

We start with how you work today.: We look at the real process before proposing anything.
We work around your existing systems.: No replacement project unless you actually need one.
Your team stays in control.: Software does the repetitive parts. People make the judgment calls.
Your data is protected.: Data is encrypted, remote access runs over a VPN, financial changes are audit-logged, and backups run automatically. We do not share your files or data, we delete data on request, and we are happy to sign an NDA.

How it works

People make the judgment calls. Software does the repetitive parts. We start with how your team actually works today.

—No software switch required

—We work around the systems you already run

—Your team stays in the approval seat

Free 30-minute workflow review
On Zoom or in person. We talk through how work moves through your team, who touches it, and where it stalls. No documents needed.
A short written plan
You get a plain map of what could be automated or built, yours to act on with or without us.
Build a focused first piece
If there is a fit, we start with one workflow, built and set up with your team directly.
Expand as it proves itself
Add the next piece once the first one is working for you.

Start with a conversation, not a contract.

Tell us where the manual work piles up. In thirty minutes, on Zoom or in person, we'll map how it moves today and tell you plainly whether custom software makes sense.

—Thirty minutes, no cost, no obligation

—Zoom or in person, whichever suits you

—No documents needed. Just a conversation.

Or email sales@adminworkflows.com 708-325-8824