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How it works

From one conversation to real automation

No code. No flowcharts. Just tell Orbox how the work actually gets done.

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Three steps

  1. 01 / 03

    You explain the process

    In plain words, like you’re onboarding a new colleague. No forms, no flowcharts.

    Who: You, or whoever does the work

    Description · Processing incoming invoices

    Invoices arrive in Gmail, accounting checks them in Xero and the manager approves them in Slack.

    Reply to Orbox…
  2. 02 / 03

    Orbox lays it out

    It asks about the exceptions, then lays the process out clearly, step by step.

    Who: Orbox

    Clarifying · Processing incoming invoices
    1. 1
      Receive invoiceGmail
    2. 2
      Accounting checkXero
    3. 3
      Manager approvalSlack

    Writing up the steps…

  3. 03 / 03

    Your developer automates it

    They get a clear, step-by-step process and know exactly what to build.

    Who: Your developer, or an Orbox Partner

    claude · connected to Orbox
    > Take the next step from the “Invoice processing” process and automate it.● orbox · next_step("invoice-processing")Step 3/9: Check against the purchase order (Xero)Takes: data extracted with AI, step 2Hands off: Slack (approval) or Asana (mismatch)● Writing the check and tests from the brief…✓ orbox · complete_step(3) — done, 4 tests passed

One process, start to finish

Invoice processing, from an email landing in Gmail to a booked entry in Xero. Several tools, one process, and every step shows who owns it and where it goes next.

  • Gmail
  • OpenAI
  • QuickBooks
  • Asana
  • +3
The conversation
  1. You

    Invoices land in Gmail. AI pulls out the data, the accountant checks it against the purchase order in QuickBooks, the team lead approves in Slack, then we book and pay them.

  2. Who approves invoices over $2,000?

  3. You

    Our director, in Slack. Anything below that, the department head signs off.

  4. What if an invoice doesn’t match the order?

  5. You

    Accounting gets a task in Asana and sorts it out with the supplier. Then it goes on for approval.

What your developer gets
FinanceProcessing incoming invoices
Process description
Trigger
An invoice arrives at invoices@company.com
Outcome
The invoice is booked in QuickBooks, paid and easy to find in the archive.
Tools
GmailOpenAIQuickBooksAsanaSlackWiseGoogle Drive
Steps
  1. 1
    Receive the invoice from emailAccountant, tool Gmail
    Can be automated
  2. 2
    Extract the data with AIAccountant, tool OpenAI
    Can be automated
  3. 3
    Match against the purchase orderAccountant, tool QuickBooks
    Can be automated
  4. 4
    Resolve mismatches with the supplierAccountant, tool Asana
    Stays with a person
  5. 5
    Approval by the team leadTeam lead, tool Slack
    Stays with a person
  6. 6
    Approval of invoices over $2,000CFO, tool Slack
    Stays with a person
  7. 7
    Book the invoiceAccountant, tool QuickBooks
    Can be automated
  8. 8
    Prepare the paymentAccountant, tool Wise
    Can be automated
  9. 9
    Archive the documentAccountant, tool Google Drive
    Can be automated
See the full example

Design a new process together

Not every process exists yet. Tell Orbox what you want to achieve and it thinks it through with you: it asks about the cases you haven’t considered and suggests what usually gets forgotten.

  • It asks about exceptions, deputies and deadlines before they cause trouble.
  • It builds on your existing processes, so the new one fits how your company already works.
  • You decide. Orbox suggests, you confirm every step.

The more processes you have in Orbox, the better it fits the new one to your company. On a fresh account it works from your description alone.

  1. You

    We want to formalise how holidays get approved. Right now it’s all email.

  2. In Employee onboarding, team leads approve requests. Should they approve holidays too?

  3. You

    Yes, the team lead.

  4. And who approves when the team lead is away? Should we stop half the team being off at once?

Know when practice drifts from the plan

Once a process runs, Orbox can check in the tools you connect that each step really happened, and tell you when it doesn’t run as described.

  • Only the tools you choose. It reads what it needs and changes nothing.
  • Alerts are free. Each checked step uses a small amount of credits.
  • Optional. Describing processes works without connecting anything.
Invoice processing · today
  1. Invoice receivedGmailConfirmed
  2. Matched to orderXeroConfirmed
  3. Approved by directorSlackNot done

An invoice over $2,000 was paid without the director’s approval in Slack.

Questions, answered

What teams usually ask before they start.

See pricing
  • Do we need an IT department?

    No. Whoever does the work describes it, with no diagrams or documentation needed. One developer is enough to automate it, and if you don’t have one, we’ll introduce you to an Orbox Partner.

  • What if everyone does it a little differently?

    That’s normal, and Orbox will surface it. It asks about the differences and exceptions, and you decide how the process should run.

  • Do we have to switch tools?

    No. Automation happens in the tools you already use, whether that’s email, your accounting software or a spreadsheet.

  • How long does it take?

    Describing a process takes minutes. Automating it depends on how many steps it has and how complex they are. Because it happens step by step, you start saving time before the whole process is done.

  • What happens when the process changes?

    Update it in Orbox the same way you created it: just say what changed. Your developer always works from the latest version.

What do you want to automate first?