Process automation for industry

We automate the industry's back-office work. And we don't promise the savings: we measure them.

Orders, quotes, invoices, email and paperwork you do by hand today, done on their own, without touching your usual software and with your team's final OK. In the processes we already measure, our clients recover between half and 70% of the time, net, and we keep that range deliberately low because the counter usually shows more.

We don't touch your software, you migrate nothing, and we work alongside your routine.
The last word is always yours. The system leaves the work done; a person gives the OK.
First we run the numbers with your data and tell you if it pays off. If it doesn't, we say so.

Book a diagnostic session

No strings attached. We run the numbers with your data and tell you if it's worth it.

What we do

Everything in your office that’s still done by hand

If it’s moving data from one place to another, it can be done on its own. These are the four families of process we work with.

Orders and quotes

Orders and quotes come into your existing system on their own as a draft, a person signs off, and you quote before your competition does.

Invoices, expenses and reconciliation

A photo of the receipt or the supplier’s email, and the data comes in on its own where it belongs, with a heads-up to finance and the reconciliation proposed for review.

Email and document management

The inbox is sorted and routed on its own, documents are filed where they belong, and exceptions flag a person.

The rest

Logistics, pricing, reports, cross-department alerts: each department finds out on its own and in the moment, the report builds itself, and the data is where you look for it.

We replicate your process exactly as you do it, without changing the way you work and without touching your existing system; the system does the mechanical part and your team gives the final OK.

Our flag

Don’t take our word for it: we install The Counter.

The Counter is Alquimia Digital Agency’s panel where you see, from day one, the hours and the euros the system gives back to you, the success rate and the trace of every operation. It’s measured in production, not an estimate.

From day one you see in your panel the hours and the euros the system gives back to you, the success rate and the trace of every operation — who, what, when and even the why of each decision. The figure is set by the counter, not by us.

We looked at the market and found no one else who shows savings measured in production, on a panel the client can check. That gap is ours.

Audit & ROI example

174 h

Hours returned

against the agreed manual time

5.980 €

Euros returned

at the agreed transparent rate

98,7 %

Success rate

what runs on its own, what goes to review

Illustrative mockup of the panel. On the call we show a real client’s, with names covered.

Success stories

It's not theory. It's measured and working.

Real companies, real processes, and one thing nobody else does: what we promised in the report, side by side with what the counter shows. Every number with its period and its method.

GMS Internacional

International engineering consultancy · 30+ people

With Ali Yar · Civil & Process Optimization Engineer

Hundreds of invoices a month, and zero recorded errors.

GMS Internacional automated the entry of its receipts and invoices with Alquimia Digital Agency, and chained 323 operations without a single recorded error (March–April 2026, measured in their dashboard).

323

operations without an error

349 h/yr

of manual work, the starting point

96%

of what was promised in the report

The problem (before)

What really kept them up at night was not the time, it was the risk: with hundreds of receipts and invoices entered by hand every month, if a piece of data went into the wrong place it could go months without anyone noticing. On top of that, 349 hours a year on tasks you cannot bill for, reconciling the bank card by card in a huge spreadsheet, and the burn of having spent almost 50,000 € on custom software that did not work for them.

After

The system reads every receipt and every invoice, pulls out the data, files it where it belongs and flags anything that does not add up; a person gives the OK before anything is final. Administration went from typing to reviewing only the exceptions. And when the management software they were building never got finished, the outputs were redirected to spreadsheets without rebuilding the system.

The Counter · promised vs measured

We promised to give them back 244 hours a year. Where we have measured it, the counter is at 96% of that promise.

96% of the report’s promise, measured

Measured data, not estimated · with a trace of every operation

Do you have a similar process in your office?

We run the numbers with your data

Grupo Aire Limpio

HVAC group · 5 companies

With Vicente Pinto · Managing Director · Aura monitorización y control

Email stopped eating up the director's mornings.

Grupo Aire Limpio automated the sorting of its project email with Alquimia Digital Agency and recovered more than 190 hours of work between April and July 2026, measured in their dashboard, with June at 98.7% accuracy.

+190 h

of work given back (Apr–Jul 2026)

98,7%

of operations right first time in June

200/day

emails a person used to sort by hand

The problem (before)

What weighed most was not the minutes, it was the drudgery: a director spent half his morning, every day, sorting some 200 emails by hand, opening each project’s folder and uploading the information to three places. It was clerical work only he knew how to do, when his place was out in the market, and the whole business depended on him not being away.

After

The emails are read and sorted on their own, each one goes to its project with its paperwork in order, and the tasks land on the list of whoever they belong to. His people just review and give the OK, and the knowledge stops living in one person’s head.

The Counter · promised vs measured

We promised to give him back 275 hours a year. In four months, the counter is already past 190.

+190 of the 275 h/yr promised, in just 4 months

Measured data, not estimated · with a trace of every operation

Do you have a similar process in your office?

We run the numbers with your data

If there is a similar process in your office and you want to know what number would come out with your data, the first call is to run the numbers, and if they do not add up, we tell you.

What you gain

What really changes in your company

The time and the euros come from the Counter. This is what that time gives you back.

A wrong entry gets stopped before it goes in

Instead of finding out about it with the credit note. When the system is not sure, it stops and flags a person; it makes nothing up.

The business stops depending on a single head

The day the person who knows the processes by heart is missing, the business carries on. The know-how stays in the system, not in the person.

You reply to the customer sooner

The order is confirmed sooner and the quote goes out sooner, so you close more and no sale falls through for lack of hands.

You get more work done with the same office

You grow without growing the headcount, which is hard enough to hire for as it is. Your team goes from typing to supervising.

If any of this sounds like your day to day, we'll run the numbers with your data.

Book a diagnostic session

The process

How we work with you

Three phases. In this order. And we never skip steps.

Technical validation

3 hours online (or in person)

We look at your data, your real processes, and tell you whether automating will pay off for you. With numbers, not promises. If the answer is no, we explain what you would need to do first and stay in touch for when you are ready.

Implementation

4 to 8 weeks

We build the system on top of what you already have. We go by milestones so you see progress: 50% at kick-off, 25% when a prototype is validated, 25% when it goes into production.

Monthly support

fixed fee

A connected system needs watching. Your clients change the format of their PDFs, suppliers update their tools, AI models evolve. If no one is watching, something breaks silently.

The time it will take you

How much time it will take you (and your team)

This is one of the questions we get asked most. The answer is: not much.

~3 hours

For the technical validation. An initial meeting and one or two online follow-up sessions.

~7 hours

For the implementation. Yours and those of the person who best knows the order flow: check-in meetings, validation of examples, fine-tuning. We do the rest of the build ourselves.

~10 hours in total

Spread across several weeks. Neither a marathon meeting nor a full-time project for anyone on your side.

Your operation does not stop. Your team does not enter a full-time project. We work alongside your routine.

The guarantees

Six ways you never get played

The Counter

Don't take our word for it, we install the counter: from day one you see the hours and the euros the system gives you back, with a trace of every operation.

Conformance, paid in work

The system handles the cases we agree in writing on your real documents, or we re-do the work for free until it does, with no expiry.

60-day Fine-Tuning

After delivery, the system spends two months processing your real work with us on top of it, included in the project; the market gives 30 days, we give 60.

Viability as the first milestone

You start with a short milestone: we check on your real documents that this connects and that the numbers add up, and if they don't, it turns into credit toward other work or we give you back half, and the report is yours.

It's yours

It runs on your server, with your credentials, documented and exportable, with no per-user licences and no hostages.

Fixed price, no surprises

We don't bill by the hour or go with «we'll see»: the price comes from the scope and is signed before we start.

For your IT lead

What's underneath (no jargon)

You don't need to understand the technical side for it to work. These are the five things we get asked most.

Where is my data stored?

On a server contracted for you, hosted in Europe. You own the server: we set it up and maintain it, but the control and the data are yours. We don't use public clouds like Zapier or Make where your information travels across third-party servers.

When you use artificial intelligence, does it keep my data?

No. When we turn to AI, we favour providers that do not use your information to train their models. And whenever possible, models that run on European servers under data protection law.

Do I have to change my ERP?

No. We connect on top of it. If your ERP has a standard way to connect (an API), great. If it doesn't, there are other ways and we look at them in the meeting.

Will the machine make up orders or prices?

No. The AI only reads the client's emails and pulls out the important data. The matching against your catalogue is done by the system, one by one, against your database. If there is no clear match, it stops and asks for someone to review it.

And if something fails?

You find out on your phone right away. The system retries on its own when it can, and if it can't, it warns you. Never a lost order without anyone knowing.

The problem

The real cost of doing this by hand

The numbers vary by sector. Pick yours to see the real metrics.

What happens	What it costs
Processing an order by hand	15-25 min average range
Issuing a quote	2-3 days average time
Typing errors	2-5% depending on volume
Cost per logistics error	50-350 € depending on ticket
Sector win rate	30-60% whoever replies first wins

On top of that, add penalties for missed deadlines, returns, dead inventory, and the day the veteran who understands your clients’ language retires.

It’s not a future problem. It’s today’s.

The flagship product · Firm Order

Your orders and quotes, from the inbox to your software without typing

They go into your software without anyone typing them, and you give the price before your competition, so you never stop selling for lack of hands.

The order arrives as it always does

An email with a PDF, a photo of the material, a list in Excel or a plain-language description. However it reaches you today, without asking the customer for anything different.

The system reads it and searches your data

It recognises whether it is an order, a quote or a change, and translates how each customer asks into your real references (customers, past quotes, inventory).

The draft is left ready for sign-off

The order goes into your software as a draft, a person reviews it and signs off, and if something does not fit, the system stops and flags it. It makes nothing up.

The banana example

Imagine you sell bananas and in your software they are set up as «banana», but one customer asks you for «bananas», another for «a big banana» and another for «the usual yellow thing»; you know all three want the same thing, but the computer does not, because to it they are different things, and «the usual» is another story altogether. Well, a good part of the work is exactly that: teaching the system to translate how each customer talks into what you actually have set up, and that is why this is not built over a weekend.

Who we serve

Is this for you?

We work with industrial manufacturers and distributors, from the fifteen-person SME to the big players, whose office moves paper and data by hand: orders, quotes, invoices, price lists, email, paperwork, logistics.

These are practical, shop-floor people who have already been burned by some software that promised and didn't deliver. If a good part of your day goes into moving data from one place to another, this is for you.

And if the day your veteran admin retires the operation is going to wobble, this is for you too.

Who is it not for? Anyone who doesn't have the process at least minimally defined, has the data nowhere accessible, and has no intention of fixing that. There, the first thing is to put the house in order.

Today we work with

Electrical supplies

Distributors with a broad catalogue and technical customers.

Industrial packaging

Reels, pallets, cardboard. Repetitive order cycles.

Automotive parts and accessories

B2B aftermarket. OE/OEM cross-referencing.

Ceramics and building materials

Per-customer orders with many references and formats.

Workshops and industrial subcontracting

Machining, heat treatment, processing.

If the numbers add up, we tell you it's worth it. And if they don't, we tell you.

Book a diagnostic session

Who is behind this

David González Palmero

Alquimia Digital Agency is me. A chemical engineer by training. Six years working as a project engineer at GEA and IDP, optimizing industrial processes on the shop floor.

I've seen both sides: the person who approves an automation project with inflated expectations, and the one who then has to justify why it never ended up working. I set up Alquimia to avoid the second.

Based in: Madrid, Spain

Frequently asked questions

What people ask us most

Is this really going to work in my company?

We don't know until we see your data. That's why the first phase is a technical validation: we look at the state of your data and your processes and we tell you honestly whether you'll recover the investment. If you won't recover it, we don't sell it to you.

And if something goes wrong mid-project? Does it stop my invoicing?

No. The implementation runs on a separate environment until we validate the prototype. Your day-to-day operation carries on as before. When we move to production, we do it in milestones: first a small flow, we check it works, and we keep expanding. Never an "all or nothing" that could leave you without an operation.

Am I tied to you forever?

No. The server where everything runs is yours. The automations are documented. If one day you decide not to continue with us, everything keeps working and another technical person can understand and maintain what we set up.

Why do I pay a monthly fee if the system is already built?

Because a system connected to several places isn't a picture you hang on the wall. Your clients change the format of their PDFs, AI models evolve, suppliers update their tools. If no one keeps watch, something breaks in silence. The monthly fee covers the monitoring, the small ongoing adjustments, and the real cost of keeping the system running (server + AI usage).

And the knowledge of my experienced people? Is it lost when they retire?

Quite the opposite. During the build, part of the work is to document the know-how your veteran people hold: how they understand the client's language, which exceptions they handle, which equivalences they use. That knowledge is stored in the system. The day your lifelong admin retires, that knowledge is still there.

How long does it take to get this working?

Between 4 and 8 weeks from the moment we decide to start, depending on volume and complexity. The first improvements show up in the first few weeks.

See all questions

The next step

If your warehouse runs and your office fights fires, pick a time.

Diagnostic session. No strings attached. Free. It helps us understand your process and see if automating it pays off.

In 30 minutes we review how you work today, run the numbers with your data and tell you if it adds up. If it doesn't, we say so.

No pressure.

Pick the slot that works best for you

Pick a day and time below, and the confirmation lands in your inbox. No strings attached.

Prefer to write? david@alquimiadigitalagency.com