Frequently asked questions
Direct answers to the questions we get asked most. If yours isn't here, a 15-minute call will answer it faster than any page.
We build the automation infrastructure that removes manual work from business operations. In practice, this means connecting software systems that don't talk to each other (like Xero and Shopify), building intelligent workflows that classify and route data without human intervention, and creating real-time dashboards that replace the Friday afternoon Excel exercise.
The work sits at the intersection of systems integration, workflow automation, and applied AI - but the deliverable is always the same: fewer manual steps, fewer errors, and visibility into your business without someone having to compile it.
We work with South African SMEs and growth businesses that have outgrown their manual processes but haven't built a dedicated operations or tech team. Common profiles:
The common thread: skilled people doing work that systems should be doing.
Not quite. Zapier and Make are excellent tools for simple, linear automations - "when X happens, do Y." We use n8n, which is in the same family but open-source, self-hosted, and capable of far more complex logic.
More importantly: the tools are only part of what we deliver. We design the architecture, handle error states and edge cases, write the documentation, and build the system so your team can understand and maintain it. Zapier gives you the Lego blocks. We build the thing you actually need.
Yes, where it's warranted. We build custom dashboards and internal tools in React, with Supabase as the database backend. These are typically operations dashboards - real-time views of inventory, financials, team performance, or pipeline - that pull from your existing systems.
We don't build customer-facing products or mobile apps. Our focus is internal operations tooling that your team uses daily.
A 15-minute discovery call. No preparation needed - we ask about your current setup, your biggest operational frustrations, and what you've already tried. From that, we scope an Automation Audit.
The Audit maps your workflows end-to-end, identifies the manual load, and produces a prioritised list of automation opportunities with rough cost and effort estimates. You can use that report to make decisions regardless of whether you engage us further.
It depends on complexity. Indicative timeframes:
These assume timely access to systems and prompt approval of deliverables. Delays on the client side are the most common reason projects take longer than scoped.
No. We work with operations managers, business owners, and finance leads who have no coding background. Our job is to translate business problems into technical solutions - that translation runs both ways.
Everything we build comes with documentation written for the person who will use it, not the person who built it. If something breaks, we tell you what broke and what to do about it in plain language.
You own everything. All code, configurations, and documentation is handed over in full. You can run it yourself, have an internal developer maintain it, or engage us on a monthly Evolve retainer to keep it optimised as your business changes.
We don't build systems that require our continued involvement to function. That's a deliberate design principle.
It varies significantly by complexity. As a rough guide:
Every engagement is quoted individually after scoping. We don't start building until the scope and cost are agreed in writing.
The most straightforward calculation: if your team spends 20 hours a week on manual tasks that cost R200/hour in salary, that's R160,000 a year in manual labour. An automation that eliminates most of that pays back in months, not years - and it scales without additional headcount.
Beyond time: fewer errors means fewer costly corrections, faster data means better decisions, and integrated systems mean your team can focus on the work that actually requires their expertise.
Our Automation Audit quantifies this specifically for your business before you commit to anything.
No. The 15-minute discovery call is free. We use it to understand your situation well enough to tell you honestly whether automation is the right solution and whether XEQT is the right fit. If it's not, we'll tell you that too.
Our core stack for building automation systems:
We integrate with any platform that has an API. Commonly: your existing systems.
Three reasons: ownership, cost, and capability.
We use Claude API (Anthropic) for tasks that require language understanding rather than just data routing. Common applications:
AI is a component in a larger workflow, not a replacement for structured automation. Every AI step in our systems has defined inputs, outputs, and fallbacks.
Yes, in full. On final payment, all custom code, workflow configurations, documentation, and credentials transfer to you. There is no ongoing licence fee for what we build, and you are not required to use XEQT to maintain it. See our Terms of Service for the full IP provisions.
Your systems keep running. Everything we build is documented with handover in mind - your team or another developer can maintain and extend it. We don't build in dependencies on XEQT-specific infrastructure unless explicitly agreed (and even then, migration paths are documented).
API changes happen - it's a reality of integrations. Under an active Evolve retainer, we monitor and update affected integrations as part of the engagement. For clients without a retainer, we're available on a time-and-materials basis to address platform changes. We also document what each integration depends on, so updates are targeted rather than exploratory.
We work async-first. Most communication happens via email or a shared Slack channel. We have weekly check-ins during active build phases and provide written status updates at each milestone. We don't book unnecessary meetings.
We're based in Somerset West, Cape Town, but work remotely with clients across South Africa. In-person scoping sessions can be arranged in the Cape Town metro. For Johannesburg and other locations, we work fully remotely - which suits most engagements well given the nature of the work.
Book a 15-minute discovery call or complete the Automation Audit questionnaire and we'll reach out with your personalised report. Either path takes less than 15 minutes and commits you to nothing.
A 15-minute call answers most things faster than a page ever could.
Not sure where automation fits in your business?
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