My grandfather once told me about the elevator in his old office building, one of those rickety, clanking lifts with metal gates you had to slide shut by hand. It didn’t stop working, not exactly. But it creaked, dragged itself between floors, and would stall for no reason at least once a week. Still, everyone kept using it. That’s just how things were back then: slow, familiar, and never questioned.

That story hung around in my head because decades later, I see businesses still operating just like that elevator. Outdated workflows, manual processes, inefficiencies that everyone accepts because that’s how it’s always been.

But what if there was a smarter, smoother way to move your business? That’s exactly what a Workflow Automation Consultant offers.

In this blog, we’ll break down what actually happens when you hire one, from the tools they use to the real transformations they create. From the boardroom to the operations desk, here’s what really shifts when workflows stop slowing you down.

What Does a Workflow Automation Consultant Actually Do?

It’s not about quick fixes. A workflow automation consultant helps improve how your work actually gets done. They’re a strategic architect for your operations, someone who steps in, studies your systems, and reshapes the way your business runs behind the scenes.

Fun Fact: 

A report by McKinsey found that over 60% of occupations have at least 30% of activities that can be automated.

Here’s what that looks like:

1. They Audit Your Existing Workflows

The first step is getting under the hood , identifying bottlenecks, manual gaps, and repetitive tasks that eat up your team’s time.

2. They Design Streamlined, Smarter Processes

Using process-mapping techniques, they reimagine how tasks should flow between people, teams, and tools , without unnecessary friction or double work.

3. They Select and Configure the Right Tools

Based on your needs, size, and goals, they choose the appropriate automation platforms or no-code tools and set them up to fit your operations like a glove.

4. They Build and Test the Automations

From lead routing and invoice processing to employee onboarding , they develop systems that run automatically, reliably, and with minimal manual input.

5. They Track Performance and Tweak for Efficiency

The job doesn’t end at launch. Consultants monitor how well automations perform, fix any glitches, and continuously improve for better output.

Real-World Examples of What Businesses Can Achieve

You don’t hire workflow automation consultants just to tweak a few systems; you bring them in to open the doors for real, visible results. According to Deloitte, businesses that use workflow automation reduce onboarding time by an average of 50% and human error by up to 90%. Here’s what that looks like across different types of businesses:

Tech Startup: Smoother Onboarding

Before: New clients were onboarded using spreadsheets and scattered emails, often leading to delays and confusion.
After: An automated system now manages intake, sends welcome emails, shares documents, and assigns tasks, cutting onboarding time by 90%.

E-Commerce Business: Inventory That Keeps Up

Before: Inventory updates were done manually between the store and warehouse, leading to oversells and frustrated customers.
After: Automation keeps stock levels synced in real time across all platforms, reducing errors and building trust with buyers.

Healthcare Provider: Admin Time Recovered

Before: Staff spent hours on forms, appointment reminders, and manual filing.
After: Automated forms, calendar syncs, and backend workflows save over 30 hours a week, allowing staff to focus more on patient care.

Consulting Firm: Reporting Without the Hassle

Before: Reports were built manually each week by gathering data from multiple systems.
After: Dashboards now pull live data and email reports automatically, no manual steps required.

What Happens After You Hire a Workflow Automation Consultant?

Hiring a workflow automation consultant isn't about flipping a switch and watching things magically fix themselves. It’s a collaborative digital transformation, one that unfolds in a structured, intentional way. 

Here’s a clear breakdown of how the process typically works, from the moment they step in to the day your new systems are fully operational.

1. Discovery & Assessment

Everything starts with a deep conversation. The consultant dives into your business model, team structure, and existing tools. 

More importantly, they listen to the daily frustrations, bottlenecks, and inefficiencies you and your team deal with. If it's about delays in approvals, repetitive data entry, or lost visibility between departments, the discovery phase will define the "why" you need automation.

2. Process Mapping (Making the Invisible Visible)

Next comes the diagnostic work. The consultant maps out how your tasks and information currently flow, and where that flow breaks down. 

Often, this step reveals process gaps and duplicated efforts no one realized were draining productivity. The result is a visual blueprint of your operations, highlighting both pain points and opportunities.

3. Tool Selection & System Design (Planning the Fix)

Now that the problems are clear, it’s time to pick the right tools. Whether it's no-code platforms, business automation suites, or internal systems you already use, the consultant creates a tailored plan. 

The goal here is not to overwhelm your team with new tech, but to seamlessly integrate systems that simplify and scale.

4. Build, Test, and Iterate (Making It Real)

Here’s where things come to life. The consultant develops your automations, connects tools, and runs test scenarios. 

It's a phase of careful execution, tracking how each new workflow performs, identifying weak points, and making adjustments before anything goes fully live.

5. Training & Handoff (Empowering Your Team)

Once your new workflows are ready, the consultant hands over the keys, along with training sessions, documentation, and support. The handoff isn’t about complexity; it’s about clarity and control. Your team walks away with confidence, not confusion.

6. Ongoing Support (Optional, But Powerful)

Some businesses choose to keep consultants around for performance reviews, automation scaling, continuous improvement, or future workflow needs. Either way, the relationship ends with a system that works, and keeps working long after the consultant’s job is done.

Why Growth-Minded Leaders Turn to Workflow Automation

 If you’ve ever found yourself thinking:

• Why does it take my team so long to complete something simple?
  
  

• Why are we juggling five tools just to get one task done?
  
  

• Where exactly are we losing time… and budget?
  
  

You’re not overthinking it; those are the red flags of outdated workflows.

They don’t show up on financial statements, but they hit your margins. They don’t make noise, but they create friction in every department. And eventually, they start scaling with you, in all the wrong ways.

That’s where a workflow automation consultant steps in, not with a one-size-fits-all tool, but with a clear lens and a strategic fix. They come in to:

• Audit the mess you’ve come to accept as “normal”
  
  

• Identify silent inefficiencies that are costing hours and momentum
  
  

• Replace complexity with simplicity through smart, integrated automations
  
  

And perhaps most importantly, they help you move from reactive to proactive. Instead of firefighting and workarounds, you gain processes that actually support growth, improve productivity, and do not sabotage it.

The result?

Fewer late-night fixes, fewer missed follow-ups. And far more time spent on what actually matters, scaling, leading, and innovating.

DIY vs Hiring a Consultant: Which Is Right for You?

Let’s be honest: Most teams can figure out some level of automation on their own.

There are countless platforms, templates, and tutorials that promise quick setups and easy integrations. And for basic needs? That might do the trick, temporarily.

But here’s the catch! DIY automation is kind of like using duct-tape to fix a leaky pipe. Sure, it holds… until it doesn’t.

When DIY Might Work Just Fine:

• Your workflows are simple and involve only 1–2 tools

• Your team is tech-savvy and has time to experiment

• You're automating personal or small team tasks (like form submissions or Slack alerts)

If you're testing the waters or building lightweight automations, the DIY route is a great way to start learning.

When DIY Starts Breaking Down:

• You need automations that span across teams or departments

• You're managing sensitive data (finance, HR, healthcare, etc.)

• You’re hitting integration limits and don’t know what’s causing errors

• Your “quick fix” systems are becoming unmanageable and undocumented

• You’ve built something, but no one really knows how it works anymore

This is when it stops being about saving time and starts creating new problems.

Why Hiring a Consultant Is A Good Option:

Bringing in a consultant doesn’t mean you’re giving up control; it means you’re finally done guessing your way through cluttered workflows.

• Take the time to understand how your operations function day to day

• Identify weak points early, before they turn into costly setbacks

• Create visibility around what’s working and what needs adjusting

• Build systems designed to evolve with your business, so they continue to deliver value as you scale

Bottom Line? 

DIY is fine when you're testing things out. But if you want something solid, scalable, and way less stressful? A consultant brings the plan, not just the tools.

The ROI of Workflow Automation Consulting

Let’s cut through the fluff: hiring a workflow automation consultant isn’t an expense, it’s an investment in operational clarity, speed, and scale.

But what’s the real return?

1. Time = Money, And You’ll Save Both

Manual processes don’t just slow you down, they multiply across every role and department.

A single well-built automation can save dozens of hours per month, per person. Multiply that across your team, and you're not just saving time... you're unlocking capacity.

2. Fewer Errors, Fewer Fixes

Automation reduces the kind of mistakes that happen when people are rushing, tired, or distracted.

From billing errors to missed follow-ups, automation builds consistency and reliability into your operations, and eliminates rework that silently burns your budget.

3. Better Data, Faster Decisions

With the right systems in place, information flows in real time, not at the end of the month.

You gain dashboards, live metrics, and performance visibility that allow you to make quicker, data-driven decisions instead of reacting to lagging reports.

4. Scalability Without Hiring More People

Consultants help design systems that grow with you.

Instead of throwing more people at a problem, automation lets your existing team handle more, without burnout or bottlenecks. That means you can scale revenue without scaling headcount.

5. Strategic Freedom

Perhaps the most underrated ROI? Mental clarity.

When you’re not buried in daily chaos, you get to zoom out, to lead, innovate, and strategize. And that’s the kind of ROI you can’t track in a spreadsheet.

What Tools Do They Use? And Which One Is Right for You?

One of the biggest misconceptions about workflow automation is that it starts with choosing the “right tool.”

In reality? That comes last.

A skilled consultant doesn’t show up with a fixed toolkit, they choose the right solution based on your workflows, your team, and your growth goals. Gartner predicts that by 2025, 70% of new enterprise applications will use low-code or no-code technologies. Think of them less as tool-pushers, and more like system designers.

Types of Tools They Use:

(Depending on your size, tech stack, and industry)

• No-Code Automation Platforms
  For automating routine tasks like form submissions, alerts, data transfers, and follow-ups.

• Low-Code Systems
  Ideal for more complex processes that need custom logic, integration with legacy systems, or layered workflows.

• Process Mapping & Visualization Tools
  Used to visually plan and simulate how your tasks and data should flow before a single automation is built.

• Business Integration Layers
  Connects different apps, CRMs, ERPs, or accounting platforms, ensuring they “talk” to each other with zero manual input.

• Reporting & Dashboard Tools
  Surfaces performance metrics in real time to monitor automation health and business outcomes.

How Do They Choose the Right One?

Consultants assess:

• Your current tech stack (and what you’re already paying for)

• The complexity of your workflows

• Team familiarity and training needs

• Security and compliance requirements

• Future scalability

Their goal isn’t to reinvent the wheel, it’s to build a workflow solution that fits into your existing ecosystem and enhances it, not overload it.

Pro Tip:
The best automation setups often use a smart mix of tools, not one massive platform. Your consultant’s job is to make them work together as one seamless system.

Top 10 Workflow Automation Tools

There’s no one-size-fits-all tool when it comes to automation, and the right choice depends on your workflow needs.

1. Make (formerly Integromat)

Automates complex multi-step workflows visually, perfect for advanced custom logic and app integrations.

2. Zapier

Simplifies automation between popular web apps with no-code triggers and actions for everyday business tasks.

3. N8n

Open-source automation tool ideal for developers and teams needing full control over data flows and logic.

4. Microsoft Power Automate

Enterprise-grade automation for Microsoft 365 users to connect apps, automate approvals, and build internal flows.

5. UiPath

Industry-leading RPA (Robotic Process Automation) tool that mimics human actions for back-office and legacy systems.

7. Kissflow

Workflow platform for teams to build automated approval flows, onboarding, procurement, and project management.

8. Tallyfy

Automates recurring workflows and SOPs with easy-to-follow task lists for teams and client-facing processes.

9. Workato

Powerful integration and automation platform built for IT and enterprise teams needing scalability and governance.

10. Pipefy

Workflow management system that combines process templates, automation rules, and visual dashboards.

Hiring a Workflow Automation Consultant? Here’s Where to Start

If you’ve read this far, something in your workflow probably feels slow, manual, or disorganized. That’s a sign it’s time to look at how your systems run and where automation can help.

You don’t have to fix everything at once. Start with a straightforward approach:

Step 1: Identify the Issues 

Look at your daily operations and ask:

• What tasks take longer than they should?
  
  

• Where do things get delayed or repeated?
  
  

• Are you using tools that don’t connect well

These are strong signals that workflow automation can make a difference.

Step 2: Outline the Gaps

Make a list of:

• The tools your team uses
  
  

• Where manual effort is required
  
  

• Any workflow that feels outdated or disjointed

This gives a consultant a clear picture of what’s happening and where to focus.

Step 3: Talk to the Right Partner

At AXIOM, we don’t push tools; we develop workflow automation strategies that work for your business.

Here’s our approach:

• Understand your current workflows
  
  

• Pinpoint inefficiencies
  
  

• Build systems that streamline your operations

Whether you’re exploring options or ready to act, we’ll guide you through what’s possible, clearly, simply, and with no jargon.

CTA Box:

Let’s Make Your Operations Smarter!

Button: Book a Free 30-minute Discovery Call

Final Thoughts

That old elevator my grandfather talked about? 

It never broke, but it never improved either! 

A lot of business workflows still run on outdated systems that seem “good enough”, until the delays, mistakes, and inefficiencies start adding up.

Workflow automation isn’t just about speed. It’s about working smarter, with fewer bottlenecks and better results. The right consultant helps make that happen.

So, why fix the elevator when you can skip the wait? AXIOM builds the escalator your business needs. 

FAQs

What’s the difference between a workflow automation consultant and a software integrator?

A software integrator connects tools. A workflow automation consultant does that and maps your processes, removes inefficiencies, and builds a strategy that scales with your business, not just your tech.

Can I just use automation tools myself instead of hiring a consultant?

You can, and for simple tasks, that’s fine. But consultants save you time, prevent costly mistakes, and build systems designed for long-term growth, not quick fixes.

How long does it take to see results from automation?

Some businesses see time savings and improved output within the first few weeks. For more complex systems, full ROI typically becomes visible within 2–3 months.

Will I need to change the tools my team already uses?

Not necessarily. Consultants often work with your existing stack; they just make it smarter. But if a better-fit tool exists, they’ll recommend it with your goals in mind.

Is workflow automation only for large companies?

Not at all. In fact, small and mid-sized businesses can often benefit the most from workflow automation, because they’re leaner, more agile, and ready to scale without adding extra headcount.