Your admin, handled: emails, quotes, reports, follow-ups, invoices and CRM updates.
I automate the work that eats your team’s week. 3,000+ Put your time where it matters.
Time saved Cost saved Sanity saved
What I build
AI and automation for the jobs that eat your team’s week. If it’s repetitive, I can probably take it off someone’s plate.
Voice and front desk
AI receptionist Answers every call, day or night. Books appointments, takes messages and passes urgent calls to a person.
Price From £995 setup, then £299 a month per site with 500 minutes. 14 -day pilot.
Voice agents Outbound calls for reminders, follow-ups and lead qualification, in a natural voice.
Chat and WhatsApp assistants Answer customer questions on your website and WhatsApp, capture leads and book calls.
Sales and customers
Lead generation Find prospects, research them and fill your CRM, so reps start with a list.
Sales follow-up Replies drafted, chases sent on time, no lead left to go cold.
Client onboarding One form sets off contracts, welcome emails and tasks.
Proof 3 hours to 5 minutes per client
Operations and admin
Inbox and admin Emails read, sorted and drafted, so replies don’t wait for someone’s morning.
Quotes, proposals and documents Built from data you already have, in your format.
Invoicing and finance admin Invoices raised and chased, receipts matched, the books kept up to date.
Document processing Reads invoices, forms, contracts and PDFs, and puts the data where it belongs.
Data and reporting
Reporting and dashboards Live numbers instead of a Monday spreadsheet.
Proof 8 hours to under 15 minutes a week
Systems that sync Your CRM, inbox, spreadsheets and tools keep each other up to date. No double entry.
Spreadsheets and models Clean, error-proof Excel and Sheets models your team can maintain.
Migrations Move off expensive Zapier or Make plans onto n8n, without breaking what already works.
Custom AI and tools
AI assistant on your data Ask questions of your own records, documents and policies.
Proof searches ~40,000 records
Internal tools and apps A bespoke tool, portal or app when off-the-shelf won’t fit.
Team AI workshop A half-day for up to 12 people, ending with a one-page AI use policy for your team.
Price From £950 .
Recent work Open a job to see the problem, what I built and the result.
5.0 on Upwork · 100% job success · 17 jobs
“Tom delivered far beyond expectations. We hired him to build a complex inventory system supporting a £1M/month business — the result was exceptional. He grasped our needs quickly, turned them into intuitive solutions, and nothing was too much trouble. Incredibly skilled, easy to work with, and genuinely great to have on a project.”
Inventory & Demand Planning, $10m+ ARR Ecom Brand
Confidential B2B company Sales 1,606 hours saved since July, about £40k Sales and operations engine Lead sourcing and follow-up across about 16,500 CRM records. n8n · Supabase · Close · OpenAI Dental practice Voice AI 24/7 every call answered AI receptionist for a dental practice Front desks miss calls at lunch, after hours and during busy mornings. Voice AI · Practice diary · SMS Confidential B2B company Sales 37 missed follow-ups raised on day one AI reply triage across email and Instagram Replies to sales outreach arrived in two inboxes and Instagram, and some slipped through. n8n · OpenAI · Supabase · Close Logistics firm Reporting under 15 mina week, down from 8 hours Automated reporting pipeline The team spent a day a week pulling and formatting reports. Power Automate · Excel · SharePoint Growing agency Operations 5 minper client, down from 3 hours Client onboarding Each new client took 3+ hours of forms, contracts, emails and task setup. n8n · Google Sheets · Gmail $10m+ ARR ecommerce brand Operations £1M a month of stock planned Inventory system Inventory and demand planning for a £1M -a-month business had outgrown ad-hoc spreadsheets. Excel · Google Sheets Confidential B2B company Finance Every payout checked before any money goes out Payout verification Before paying out money, the finance team had to check company directors and identity by hand. n8n · Supabase · Companies House API Confidential B2B company Reporting 1,574 to 470 sent, then replies (30% ), tracked through to wins Outreach-to-win dashboard Nobody could see which outreach actually led to sales. Supabase · Next.js Ecommerce brand Finance 3 APIslive data in one sheet Cashflow tracker Cash position was pieced together from Shopify, ad spend and analytics exports by hand. Google Sheets · Shopify · Meta · Triple Whale UK retailer Reporting Weekly a repeatable reporting pack Weekly retail reporting pack Sales and order data arrived in raw exports that took hours to clean. Excel · Power Query Consultancy Operations 12+ hours a week freed Multi-platform data sync Staff copied client data between CRM, invoicing and project tools. Zapier · Google Sheets Finance team Finance 2 days to 10 minfor scenario analysis Financial model overhaul A critical model full of broken links and circular references. Excel · VBA
“A really great hire… completed our requirements well within time and budget.”
Paul T. · Excel formula development · Mar 2026 5.0 on Upwork
“Honest, reliable, and communicated well throughout the project.”
Ed T. · Weekly retail reporting pack · Oct 2025 5.0 on Upwork
“Understood the tasks whilst also suggesting improvements we hadn’t originally thought of.”
Dom D. · SKU generator and inventory fix · Aug 2025 5.0 on Upwork
Confidential B2B company. Name withheld. Sales
Close Sales and operations engine
Challenge Lead sourcing and follow-up across about 16,500 CRM records.
What I built Lead sourcing and follow-up. A daily sales app for the reps. 12 reports and checks feeding a data warehouse.An AI assistant that searches about 40,000 records. Results 1,606 hours saved since July, about £40k .
Now running at 32 hours a week.
n8n · Supabase · Close · OpenAI
Dental practice. Voice AI
Close AI receptionist for a dental practice
The problem Front desks miss calls at lunch, after hours and during busy mornings. Every missed call can be a lost patient.
How it works Answers every call in a natural voice. Handles new patient enquiries and common questions: opening hours, prices, parking, what to bring. Books, moves and cancels appointments straight in the practice diary. Sends a text confirmation. Hands off to a human Anything urgent or unclear goes to a person.
Dental emergencies (pain, swelling, bleeding) are transferred live to the practice. If nobody can answer, the call is logged as a callback with a short summary. Voice AI · Practice diary · SMS
Confidential B2B company. Name withheld. Sales
Close AI reply triage across email and Instagram
Challenge Replies to sales outreach arrived in two inboxes and Instagram, and some slipped through.
What I built An AI that reads every reply, says what it means and suggests the next step. A person can mark a wrong read. Follow-ups are raised automatically when a lead goes quiet. Results 37 missed follow-ups raised on day one.
n8n · OpenAI · Supabase · Close
Logistics firm Reporting
Close Automated reporting pipeline
Challenge The team spent a day a week pulling and formatting reports.
What I built A Power Automate pipeline from SharePoint and legacy systems into live dashboards.
Results 8 hours to under 15 minutes a week.
No more copy errors. Live dashboards replaced stale weekly reports. Power Automate · Excel · SharePoint
Growing agency Operations
Close Client onboarding
Challenge Each new client took 3+ hours of forms, contracts, emails and task setup.
What I built One form now triggers contracts, personal emails, tasks and logging.
Results 3 hours to 5 minutes per client.
Scaled from 5 to 20+ new clients a month without extra admin. n8n · Google Sheets · Gmail
$10m+ ARR ecommerce brand Operations
Close Inventory system
Challenge Inventory and demand planning for a £1M -a-month business had outgrown ad-hoc spreadsheets.
What I built A complex inventory and demand-planning system the team uses daily.
Results £1M a month of stock planned.
Excel · Google Sheets
Confidential B2B company. Name withheld. Finance
Close Payout verification
Challenge Before paying out money, the finance team had to check company directors and identity by hand.
What I built Companies House director checks. ID checks. Drafted emails and two capped reminders. A proposed reversal if nothing comes back. Every manual override is audited with a reason. n8n · Supabase · Companies House API
Confidential B2B company. Name withheld. Reporting
Close Outreach-to-win dashboard
Challenge Nobody could see which outreach actually led to sales.
What I built One view from message sent to reply, call, deal and win, by channel, rep and month.
Results 1,574 sent, 470 replies (30% ), tracked through to wins.
Supabase · Next.js
Ecommerce brand Finance
Close Cashflow tracker
Challenge Cash position was pieced together from Shopify, ad spend and analytics exports by hand.
What I built A Google Sheets cashflow tracker pulling live data from the Shopify, Meta and Triple Whale APIs.
Results One sheet for cash, sales and ad spend.
Google Sheets · Shopify · Meta · Triple Whale
UK retailer Reporting
Close Weekly retail reporting pack
Challenge Sales and order data arrived in raw exports that took hours to clean.
What I built A weekly reporting pack in Excel and Power Query that cleans and combines the data.
Results A repeatable weekly pack.
Client review: “honest, reliable, and communicated well throughout… attention to detail was excellent” (5.0 on Upwork). Excel · Power Query
Consultancy Operations
Close Multi-platform data sync
Challenge Staff copied client data between CRM, invoicing and project tools.
What I built A Zapier integration layer with Google Sheets as the hub, syncing contacts, invoices and project status.
Results 12+ hours a week freed.
No manual entry between systems. Onboarding errors down 95% . Zapier · Google Sheets
Finance team Finance
Close Financial model overhaul
Challenge A critical model full of broken links and circular references.
What I built Rebuilt with clean structure, VBA scenario analysis and a leadership dashboard.
Results Scenario analysis from 2 days to 10 minutes.
99.9% formula accuracy, against 87% before.Documented and maintainable in-house. Excel · VBA
How it works
Two ways in. Both end up in the same place, with the price agreed first.
Know what you want automated?
Free call
20 minutes, free. Tell me what’s eating your week. If the job is clear, I’ll quote it.
Not sure where to start?
14-day savings audit
£1,000 , credited against any build.
Money back if I can’t show £10k a year of savings.
For teams of 5 +.
Build
Fixed quote per phase, agreed up front. A single automation from £1,500 , a connected system from £4,000 , an AI agent from £6,000 . Stop at any point.
Look after it
Care plan from £350 a month: monitoring, fixes when a tool changes, small edits and a monthly report. One-off work on a day rate.
Questions
Where does my data go? Where I can, everything is built inside your own accounts and tools, so your data stays where it already is. AI features use providers’ business APIs, which don’t train on your data by default. Happy to sign an NDA before we talk detail.
Who owns what you build? You do. It lives in your accounts, it’s documented, and you get the logins and notes at handover.
What if something breaks? If it’s my bug, I fix it. For ongoing peace of mind, the care plan covers monitoring, fixes when a tool changes, and small edits.
Am I locked in? No. You own everything and it’s documented, so you can stop or switch at any point.
Do you work outside Edinburgh? Yes. I work with teams across the UK, over video calls and shared screens.
One person. Start to finish.
Tom Founder, Tom Excels
I’m Tom, one person. I build AI and automation into small and medium businesses, and I do the whole job myself, from the first conversation to the finished tool.
I’ve worked with everyone from banks to one-man bands, always with the same result: smoother processes, less admin pain, and more time for what matters.
I build for today and for tomorrow: tools that solve your problems now, and grow with your business later, without leaving you dependent on me.
“A systems thinker… a clear communicator throughout.”
Global Real Estate Outsourcing, $2m+ ARR
