BESPOKE AI AUTOMATION · DONE FOR YOU · FIRST AUTOMATION LIVE IN 4–6 WEEKS
Bespoke AI Automation
Built Around Your Business.
We audit your workflows, identify the highest-impact automation opportunities, and build bespoke AI solutions connected to your existing systems. Not a template. Not an off-the-shelf tool. Built around how your business actually operates.
4-6
WEEKS TO FIRST
AUTOMATION LIVE
£5k–£25k+
TYPICAL PROJECT
RANGE
100%
IP OWNERSHIP
STAYS WITH YOU
THE PROBLEM
Your business needs AI automation. The question is where to start.
“The problem has never been ‘should we automate?’ – it’s ‘who is going to build it?'”
Most businesses do not lack awareness of their inefficiencies. They lack the engineering capacity to fix them. Repetitive data entry. Manual reconciliation. Reports assembled by hand from five different systems. Follow-ups that depend on someone remembering.
These are not small annoyances. They are where margin leaks, where errors compound, and where your best people spend their time on work that should have been automated years ago.
WHAT WE SEE EVERY TIME
- Repetitive data entry that consumes hours of qualified staff time every week
- Manual reconciliation across systems that do not naturally talk to each other
- Reports assembled by hand from multiple sources every month
- Client onboarding held together by email threads and manual checklists
- Financial calculations running on fragile, inherited spreadsheets
- Processes that work for five clients and break at fifty
- You set the priorities and direct the work daily
- The engineer attends your stand-ups and uses your tools
- Knowledge accumulates in your business, not ours
- Every line of code and system built belongs to you
- Samera handles employment, HR, payroll, and compliance
BUILT AND PROVEN WITHIN SAMERA
We don’t experiment on clients.
We deploy what already works.
Every solution we offer has first been implemented within our own operations. The associate pay automation below is live, running at scale, and the direct result of our own engineering team solving our own problem.
BEFORE — THE MANUAL PROCESS
Associate pay across multiple practices. Manual. Every month.
Each month, our finance team manually extracted treatment and revenue reports from Dentally. They transferred figures into pre-built Excel spreadsheets with complex formula structures. Lab invoices were cross-referenced by hand. Deductions were applied manually per associate, per practice. The output was sent for approval, then individual payslips were issued to each associate – followed by queries, corrections, and back-and-forth.
The process was time-consuming, error-prone, and entirely dependent on the person who knew how the spreadsheet worked.
AFTER — WHAT WE BUILT
A bespoke, end-to-end automated system. Connected. Consistent.
We built a fully automated associate pay tool that integrates directly with both Dentally and Xero via secure REST API connections. Using real-time data synchronisation, data pipelines, and intelligent workflow orchestration, the platform pulls clinical and financial data automatically across both systems. Dentally provides payments, practitioner data, and patient records. Xero provides lab bills, bank transactions, and card charges. Both connections are live, tested, and validated.
The system runs on Azure, with multi-tenancy database architecture, Redis caching for performance, and 2FA authentication for all users. Associates can log in directly to see a detailed breakdown of every earning and deduction. Payslips are issued from the tool itself.
“Previously, we had to spend a few hours manually calculating the associates’ workings. However, with the new software, life has become much easier. The income reports and expense details – such as lab fees – are directly linked to the system, so you only need to select the specific period and all the information appears on your screen. You simply need to review the figures and approve the amounts. This helps save a lot of time.”
– Trupti, Finance Team, Samera
4 hours → 4 minutes.
That is what associate pay calculation across multiple practices went from to. The same accuracy. The same rules applied. A fraction of the time – and none of the risk of a formula error nobody catches until an associate calls.
TIME SAVED
Monthly associate pay calculation reduced from hours of manual work to minutes of review.
ACCURACY
Consistent rules applied automatically – no formula drift, no version control issues, no manual errors.
TRANSPARENCY
Associates see a detailed breakdown of every figure. Dispute volumes fell significantly.
CAPACITY FREED
Finance team time previously spent on calculation is now spent on analysis and higher-value work.
OUR PROCESS
First conversation to live automation in 4–6 weeks.
Eight steps. Ownership is clear at every stage. Nothing is ambiguous about who does what or when. Simpler workflows can be live in 2–3 weeks. More complex multi-system builds take 4–6.
01
Discovery Call
You describe your pain points, current systems, and what you want to achieve. Our tech lead assesses whether bespoke automation is the right solution and what the scope looks like.
SAMERA + CLIENT
Output: shared understanding of the opportunity
02
Workflow Audit
We map your current processes end to end — every manual step, every handoff, every system involved, where errors happen, where time disappears. A thorough operational review, not a surface checklist.
SAMERA
Week 1
03
Prioritisation & Roadmap
We rank automation opportunities by impact, complexity, and speed to value. You receive a prioritised roadmap as a formal deliverable — even if you do not proceed immediately.
SAMERA
Weeks 1–2
04
Client Approval & SOW
You select which automation to build first. A statement of work is agreed covering scope, timeline, deliverables, and cost. No surprises after this point.
SAMERA + CLIENT
End of Week 2
05
Build & Integration
Our AI engineers build the automation and connect it to your existing systems. Everything is built and tested within your own environment using your real data structures.
SAMERA AI ENGINEERS
Weeks 2–4
06
Testing & Validation
The automation is tested with real data. Edge cases are addressed. Your team validates the output before go-live — you approve, we do not just ship.
SAMERA + CLIENT
Weeks 3–5
07
Deployment & Training
The automation goes live. Your team is trained on how to use it, monitor it, and escalate if something unexpected happens.
SAMERA
Weeks 4–6
08
Iteration & Expansion
We monitor performance, measure outcomes, and iterate. Once the first automation is stable, we move to the next item on the roadmap.
SAMERA + CLIENT
Ongoing
INVESTMENT
A fraction of the UK equivalent.
A UK-based AI engineer costs £75,000–£120,000+ all-in per year. A Samera-placed dedicated engineer costs significantly less — with HR, payroll, compliance, and management already handled.
Finance & Accounting
- Bank reconciliation — rule-based and AI-assisted matching
- Associate pay calculation and processing
- Invoice processing, data extraction, and auto-posting
- Accounts payable and receivable workflows
- Month-end reporting and management packs
- VAT and tax data preparation
- Expense categorisation and coding
- Making Tax Digital compliance automation
Operational Workflows
- Client onboarding and KYC processes
- Document processing and intelligent data extraction
- CRM updates and lead workflow automation
- Email parsing and response routing
- Task allocation and workflow routing
- Approval workflows with automated escalation
- Practice management workflow automation
- Deadline monitoring and capacity planning
Dental Groups & DSOs
- Multi-site financial consolidation and reporting
- EBITDA tracking and performance dashboards
- Patient pipeline and revenue analytics
- Practice performance benchmarking
- Cross-site associate pay at scale
AI-Driven Enhancements
- Predictive reporting and forward-looking insights
- Anomaly detection in financial data
- Natural language queries — chat-style reporting
- Intelligent dashboards with live data feeds
- Portfolio KPI dashboards for PE-backed businesses
- Due diligence data room automation
THE WORKFLOW AUDIT
Valuable even if you don’t proceed.
The workflow audit is designed to be a useful engagement on its own. Even if you decide not to build anything immediately, you walk away with a clear, actionable picture of where your business is and where automation will deliver the most value.
01
Mapped process view
A documented map of your current operations – every step, handoff, and system involved. Most businesses have never seen this written down clearly before.
02
Bottleneck & risk analysis
Where time is lost, where errors are most likely, and where the process is vulnerable to staff absence or scaling pressure.
03
Prioritised roadmap
Every automation opportunity ranked by impact, complexity, and speed to value – with rough estimates of time and cost savings for each.
ENGAGEMENT MODEL
Three ways to work with us.
The right model depends on the complexity of your workflows, the number of systems involved, and whether this is a one-off need or an ongoing programme.
OPTION 1
Fixed Project
For a clearly defined automation need. Scope, timeline, deliverables, and cost agreed upfront. Ideal for a first engagement or a single high-priority process.
Best for: one specific problem, fast delivery, clear ROI measurement
OPTION 2
Phased Programme
For multiple automation opportunities. We start with the highest-impact item, deliver it, move to the next. Each phase has its own scope and sign-off — the roadmap is agreed from the start.
Best for: multiple workflows, sustainable pace, compounding results
OPTION 3
Dedicated Engineer (Retainer)
For ongoing automation capability. A dedicated, domain-trained AI engineer embedded in your team under your direction. Samera handles HR, payroll, and infrastructure.
Best for: continuous build requirement, internal capability over time
Not sure which model fits? The discovery call is free and designed to help you work that out. If the dedicated engineer model is the right answer for your situation, we will say so and point you to the hire an AI engineer page.
INTEGRATIONS
Connected to the systems you already use.
We do not arrive with a fixed list of supported tools. If your systems have an API or can export structured data, we can connect to them. Dentally and Xero are live and tested. The platforms below represent what we work with regularly and what is on our roadmap.
ACCOUNTING & FINANCE
Xero ✓ Live
QuickBooks
Sage
DENTAL & HEALTHCARE
Dentally ✓ Live
Software of Excellence
CRM & BUSINESS
Salesforce
HubSpot
AUTOMATION PLATFORMS
UiPath
Microsoft Power Automate
Zapier
Make (Integromat)
n8n
CUSTOM & ADVANCED BUILDS
Python-based automation, REST API integrations, LLM and AI model integrations, Custom database pipelines, Bespoke reporting infrastructure
ON THE ROADMAP
Google Analytics / Google Ads, NHS Compass, HMRC compliance integration
INVESTMENT
Scoped to your project. No hidden costs.
£5,000 – £25,000+
Typical range for a bespoke automation project, depending on workflow complexity, number of systems involved, and the level of AI processing required.
For ongoing programmes and retainer arrangements, pricing is agreed based on scope and cadence. A fixed-scope first project is the most common starting point.
EVERY PROJECT INCLUDES
- Workflow audit and prioritised roadmap
- Solution architecture and design
- Build, integration, and testing
- Deployment and team training
- Post-deployment monitoring and iteration
- 100% IP ownership — you own everything built
WHO THIS IS FOR
Built for businesses that run on processes.
ACCOUNTANCY FIRMS
Your practice runs on repeatable processes – client onboarding, reconciliation, reporting, compliance. Most of them are still manual. We automate the work that drains your team’s time so they focus on advisory work and client relationships.
DSOS & DENTAL GROUPS
Dental groups run on fragmented data across multiple sites. We build the infrastructure that unifies and automates it – associate pay, multi-site reporting, EBITDA dashboards, practice performance benchmarking.
PE-BACKED BUSINESSES
Fast growth creates operational complexity. Reporting is assembled manually from multiple entities. Board packs built by hand. We build the infrastructure that keeps your back office in step with your portfolio growth.
STARTUPS
Finance runs on spreadsheets. Data lives in ten different tools. Client onboarding is held together by email threads. We start with the highest-pain problem and build outward from there as you grow.
WHY SAMERA
“We built this for ourselves first. That’s the only reason it actually works.”
We are not a dev agency that learned about accounting. We run our own accounting firm, our own dental practices, and our own GCC in India. We have automated our own processes – including building samera.ai, our live associate pay automation product. We deploy what we have already proven.
When we say we understand your workflows, we mean it in the most literal sense – we face the same workflows in our own operations every day.
ICAEW accredited
We run a regulated UK accounting practice. We are held to the same standard we build for.
ISO 27001 certified
GDPR-compliant and ICO-registered. Client data and systems access protected at every level.
You own everything
Every automation, every integration, every dashboard. No vendor dependency. No lock-in.
Built from practice
We operate The Neem Tree dental practices and our own GCC in India. Not theory – lived experience.
Domain-trained engineers
Our engineers complete 12 weeks of finance and business operations training before placement.
Proven at scale
Samera AI – our associate pay product – is live and running at scale. We build real things.
READY TO STOP DOING MANUALLY WHAT AI CAN DO FOR YOU?
Start with a workflow audit. Walk away with a roadmap.
Book a free discovery call with our team. Even if you decide not to build anything immediately, you will walk away with a clear, prioritised picture of where automation will deliver the most value for your business.