Approvals lost in WhatsApp
Leave, claims and purchase requests buried in group chats, with no record of who approved what.
Automation for Malaysian SMEs Workflow automation
Workflow automation
for Malaysian SMEs.
We build business process automation for sales, HR, approvals and operations — from WhatsApp automation and AI document processing to Google Sheets and Excel workflows.
- Fixed quote before we start
- Live in as little as 1–2 weeks
- No new app for staff to learn
Expense claim workflowRunning
- Receipt sent on WhatsAppAina · Sales · 9:12 AMReceived
- AI reads the receiptRM 86.40 · Fuel · 14 OctExtracted
- Manager approves in one tapSent to Mr. TanPending
- Recorded for payrollClaims sheet · Oct 2026Queued
Claim #142 approvedStaff notified automatically
Example workflow
Common tools we automate with
- WhatsApp Business
- Google Sheets
- Excel / Microsoft 365
- Gmail
- Google Drive
- Lark
- Telegram bots
- Notion
- Shopify
- AI APIs
Every setup is different. We confirm API availability, plan requirements and admin permissions before you approve a quote.
Sound familiar?
Your team is too valuable for repetitive admin.
Most SMEs don't need a big new system. They need the work that already happens every day to run on its own.
Copy-paste between files
The same data typed into three spreadsheets, a system and an email — and mistakes in every one.
Leads that go cold
Enquiries come in from everywhere, and follow-ups depend on someone remembering.
Reports that take days
Every month-end, someone spends hours compiling numbers the boss needed yesterday.
Services
Business process automation across every department.
Start with the process that hurts most, then connect the rest as you grow.
Sales & CRM
- Capture leads from WhatsApp, forms & ads
- Auto-assign and follow-up reminders
- Quotation generation & tracking
HR & admin
- Leave & claims with approval flows
- Receipt photo → AI extracts the details
- Onboarding checklists & letters
Approvals & finance
- Purchase requests & multi-level approval
- Payment and collection reminders
- Expense and petty-cash records
Operations
- Job & task assignment for field teams
- Low-stock and reorder alerts
- Order and delivery status updates
Customer communication
- Booking confirmations & reminders
- Status updates over WhatsApp or email
- Feedback and review requests
Reporting & dashboards
- Live dashboards for management
- Daily sales summary to your phone
- Automated month-end reports
Workflow playground
See the busywork disappear.
Choose a Malaysian business, then run a real example. Every step can be adapted to the tools and approvals your team already uses.
Accounting firms
Client invoices land in a shared inbox. The workflow logs each one to a register, routes it to the right partner for approval on WhatsApp, notifies the client once approved and files the PDF into the correct client folder.
- Starts with
- Invoice received
- Ends with
- Filing
Automation canvas Ready to run
- 01TriggerInvoice receivedWaiting
- 02Automated actionApprovalWaiting
- 03Automated actionNotificationWaiting
- 04Final outputFilingWaiting
No copy-paste between steps0 / 4 complete
Property agencies
Leads from portals, Facebook and WhatsApp are captured into one list, assigned to an agent, followed up automatically if untouched for 24 hours, and viewing appointments are confirmed with reminders to both sides.
- Starts with
- New lead
- Ends with
- CRM
Automation canvas Ready to run
- 01TriggerNew leadWaiting
- 02Automated actionFollow-upWaiting
- 03Automated actionAppointmentWaiting
- 04Final outputCRMWaiting
No copy-paste between steps0 / 4 complete
Tuition centres
Parents register through a simple form, receive the fee schedule and payment reminders, teachers mark attendance on their phone and parents get an automatic message when a student is absent.
- Starts with
- Registration
- Ends with
- Parent update
Automation canvas Ready to run
- 01TriggerRegistrationWaiting
- 02Automated actionPaymentWaiting
- 03Automated actionAttendanceWaiting
- 04Final outputParent updateWaiting
No copy-paste between steps0 / 4 complete
Manufacturing
Each confirmed order creates a production job. Supervisors update status from the floor, sales sees progress without calling, and purchasing is alerted when raw materials drop below reorder level.
- Starts with
- Sales order
- Ends with
- Inventory alert
Automation canvas Ready to run
- 01TriggerSales orderWaiting
- 02Automated actionProduction statusWaiting
- 03Final outputInventory alertWaiting
No copy-paste between steps0 / 3 complete
Construction
Site supervisors submit daily reports with photos from their phone. Project managers approve in one tap, and progress reports or variation documents are generated automatically in your template.
- Starts with
- Site report
- Ends with
- Document generation
Automation canvas Ready to run
- 01TriggerSite reportWaiting
- 02Automated actionApprovalWaiting
- 03Final outputDocument generationWaiting
No copy-paste between steps0 / 3 complete
HR & recruitment
Applications are collected and screened into a pipeline, interviews are scheduled with reminders, assessment scores are recorded, and hired candidates receive their offer letter and onboarding checklist automatically.
- Starts with
- Applicant
- Ends with
- Onboarding
Automation canvas Ready to run
- 01TriggerApplicantWaiting
- 02Automated actionInterviewWaiting
- 03Automated actionAssessmentWaiting
- 04Final outputOnboardingWaiting
No copy-paste between steps0 / 4 complete
Corporate services
New company details are captured once and reused to generate resolutions, forms and letters. Annual return and filing deadlines trigger reminders to staff and clients well before they are due.
- Starts with
- Incorporation
- Ends with
- Reminders
Automation canvas Ready to run
- 01TriggerIncorporationWaiting
- 02Automated actionDocument generationWaiting
- 03Final outputRemindersWaiting
No copy-paste between steps0 / 3 complete
E-commerce
Orders from your store and marketplaces flow into one sheet, stock is deducted across channels, customers get WhatsApp updates and the warehouse receives a daily picking list.
- Starts with
- Order
- Ends with
- Fulfilment
Automation canvas Ready to run
- 01TriggerOrderWaiting
- 02Automated actionStock updateWaiting
- 03Automated actionCustomer noticeWaiting
- 04Final outputFulfilmentWaiting
No copy-paste between steps0 / 4 complete
Clinics
Patients book a slot online, receive reminders the day before to reduce no-shows, and get a follow-up message after the visit for reviews, repeat appointments or medication reminders.
- Starts with
- Appointment
- Ends with
- Follow-up
Automation canvas Ready to run
- 01TriggerAppointmentWaiting
- 02Automated actionRemindersWaiting
- 03Final outputFollow-upWaiting
No copy-paste between steps0 / 3 complete
Restaurants
Reservations from WhatsApp and your website are logged in one place, guests get an instant confirmation and reminder, and a short feedback request goes out after the meal.
- Starts with
- Reservation
- Ends with
- Feedback
Automation canvas Ready to run
- 01TriggerReservationWaiting
- 02Automated actionConfirmationWaiting
- 03Final outputFeedbackWaiting
No copy-paste between steps0 / 3 complete
Don't see your industry? Tell us where your team loses time and we'll map one process for free.
How it works
From first call to running automation.
A simple, low-risk process. You know the scope and the price before any work starts.
- 01
Free consultation
A 30-minute call to understand how your team works today and where time is being lost.
- 02
Workflow audit & fixed quote
We map the process, recommend what to automate first and give you a fixed price — no hourly billing.
- 03
Build & test
We build on your existing tools and test with real scenarios from your business before go-live.
- 04
Launch, train & support
We walk your team through it, fix anything that comes up and stay on call as your business changes.
Why KodeSME
Automation that fits your business — not the other way around.
Off-the-shelf software makes you change how you work. We automate the way your team already works, and make it faster.
Book a free consultationNo new app to learn
We build around WhatsApp, Google Workspace, Excel and the systems your staff already use every day.
Fixed, transparent pricing
You approve a fixed quote before we start. No surprise invoices, no per-user licence creep.
You own everything
Workflows, data and accounts stay under your business. Full handover documentation included.
Local, responsive support
A Malaysian team that understands how SMEs here operate — and replies on WhatsApp.
Pricing
Simple pricing. Fixed before we start.
A one-time setup fee for the build, plus an optional monthly Care Plan. Final quote depends on scope.
Starter
Automate one painful process end-to-end.
fromRM1,500
one-time setup
Start with Starter- 1–2 automated workflows
- Built on tools you already use
- Staff walkthrough & simple guide
- 14 days of post-launch fixes
- Delivered in about 1–2 weeks
Growth
Connect several teams and see everything in one place.
fromRM4,000
one-time setup
Choose Growth- 3–5 connected workflows
- Management dashboard & scheduled reports
- Approval flows across departments
- Team training session
- 30 days of post-launch fixes
Custom
Internal portals, system integrations and bigger builds.
Quote
scoped to your business
Talk to us- Custom internal web portal
- Integrations with your existing systems
- AI document & data extraction
- Phased delivery with milestones
- Priority support options
Care Plan
Monitoring, fixes when something changes, small tweaks and one minor new automation each month. Optional, cancel anytime.
from RM300/month
All prices in Malaysian Ringgit. Third-party subscriptions (if any) are billed directly to you at cost.
We are a small company. Is automation really for us?
Yes — small teams usually benefit the most, because every hour saved on admin is an hour back for sales or operations. Most of our projects start with one process that is clearly wasting time each week.
Do we need to buy new software?
Usually not. We build on the tools you already use, such as WhatsApp, Google Sheets, Excel, Gmail or Outlook. If a paid tool would genuinely help, we will explain the cost and let you decide.
How is pricing decided?
After a free consultation we scope the workflows and give you a fixed one-time setup price, starting from RM1,500. An optional Care Plan from RM300/month covers maintenance and small improvements.
How long does a project take?
A Starter project is typically live within 1–2 weeks. Larger Growth or Custom projects are delivered in phases, so you start getting value early.
Is our company data safe?
Your data stays in accounts your company owns. We only request the access a workflow needs and can sign an NDA before reviewing your processes.
What happens if something breaks or our process changes?
Every project includes a post-launch fix period. After that, the Care Plan covers monitoring, fixes and tweaks — or you can request changes as one-off jobs.
Our industry is not listed. Can you still help?
Almost certainly. Approvals, data entry, follow-ups and reporting look similar in every industry. Tell us how your team works and we will show you what can be automated.
See what you could automate this month.
Book a free 30-minute consultation. You'll leave with at least one idea you can use — whether you work with us or not.
Contact
Tell us about your business.
Share what's slowing your team down. We'll reply within one working day.