Process Optimization Experts

Workflow Design & Business Process Automation

We orchestrate the full cycle from discovery to implementation to training and maintenance.

✓ Hourly Consulting
✓ Fractional Services
✓ Retainer Model
✓ Custom Solution

Meet the founder

Hi, I'm Vasken

Founder & CEO, Process Maestro

17 years in tech — developer, team lead, product manager, and founder of a software shop. After deep-diving into every corner of building software, I found my calling in workflow design and process automation.

My mission is simple: unshackle your business processes and turn noise and chaos into a symphony. With the right tools, structured data, and well-designed automation, even the most complex operations become a game worth playing.

What we do

Core expertise

Where strategy meets execution, and your workflows start running on autopilot.

Process Mapping

Before touching any tech, we dive deep into understanding your operations. Through focused sessions, we extract the actual way your business runs, not the ideal version, but the reality. Then we map it all out (usually using BPMN) and walk you through it. This brings clarity, exposes bottlenecks, and becomes the blueprint for anything we build later. It's not a formality! It's how we set the foundation right.

Database Schema Design

Database design isn't just important, it's everything. A poorly structured database slows down growth, kills reporting, and causes chaos down the line. We've been designing relational databases since 2011, long before the no-code era. Our schema designs are flexible, clean, and built for long-term scale. Easy to extract any data or KPI. We start every project with an ER diagram, because it's the backbone of everything that follows.

Automations & Integrations

If your tools aren't talking to each other, you're wasting time. We specialize in building automated systems that handle repetitive tasks and move data where it needs to go. From Make.com to n8n.io, from custom APIs to AI triggers, we've done it all. Whether it's syncing CRMs, managing workflows, or creating logic-heavy automations, we bring deep experience and a high standard of reliability.

Artificial Intelligence

If you're not leveraging AI, you're behind. We build smart workflows and agents that don't just reply, they think, extract, and act. We blend AI into your systems using tools like Make.com and n8n, creating real automation with real intelligence. From chatbots, virtual assistants, auto-report generation, and AI-based approval workflows, to document analyzers that scan long files and pull the exact info needed. What used to take hours is now done in seconds.

Client results

Real-world process transformation

How teams across industries streamlined their operations — and got measurable results.

Financial ServicesSouth Africa

Complete Wealth Management System for a South African Firm

A South African wealth management firm managing complex investment portfolios for individuals, companies, households, and trusts, needing centralized client and financial tracking systems.

Key Results:

Centralized client and investment data management
Automated task creation reducing manual oversight

View Case Study

Digital MarketingPoland

Automating Facebook Campaign Creation with AI & Meta API

A digital-first marketing team running frequent Facebook ad campaigns for multiple clients. They needed a scalable way to launch campaigns without manually jumping between spreadsheets, ad copy drafts, and Meta Business Manager.

Key Results:

Campaign launch time reduced from 2 hours to under 2 minutes
Eliminated manual Meta logins and copy/paste workflows

View Case Study

Market ResearchUnited Kingdom

Automating Task Management for Acuity Research

Acuity Research is a UK-based agency specializing in data-driven market research. Their projects involve managing complex contracts and survey-based studies, requiring meticulous planning and task coordination.

Key Results:

Task creation reduced from hours per contract to minutes
Account managers save 25-30% of their time monthly

View Case Study

View all case studies

Our experience

Industries we've worked with

We've helped businesses across many sectors optimize their processes and improve efficiency.

Governance, Risk & Compliance

Structured controls and audit-ready workflows that keep governance, risk, and regulatory compliance on track.

VC Firms & Fund Management

Deal-flow tracking, LP reporting, and portfolio operations streamlined into one connected system.

Supply Chain & Procurement

Automated purchasing, vendor management, and inventory processes that cut delays and maintain quality.

Travel & Tourism

Bookings, itineraries, and client communication automated so every trip runs smoothly end-to-end.

Digital Marketing

Campaign creation, reporting, and client onboarding automated to free your team from repetitive setup.

HR & Recruitment

Applicant tracking, onboarding, and people ops handled with less admin and a better candidate experience.

Construction Management

Project scheduling, subcontractor coordination, and document control kept organized on every job site.

Project Management

Tasks, timelines, and team coordination centralized so nothing slips through the cracks.

Property Management

Tenant requests, maintenance, and leasing workflows automated for smoother day-to-day operations.

Tools we use

The best tool for the job — every time

We're platform-agnostic. We pick the right stack for your business and design around it, so your processes are optimized for maximum efficiency — not locked to one vendor.

SmartSuite
Make
Airtable
Zapier
n8n
Notion
Google Workspace
Slack
OpenAI
BPMN

Is this you?

Who needs our services?

Your organization relies on dozens of Excel sheets, and your data is scattered everywhere.
You use a messy tangle of disconnected apps that don't talk to each other.
You've been told a custom app (traditional development) will cost you dearly.
You built a custom app back in the late 90s or early 2000s — and now it's hard to change, expensive to maintain, and no one knows how it works.
You're starting from scratch and want systems that scale, without being paralyzed by too many options.

Success stories

What our clients say

Businesses of all sizes have transformed their operations and achieved remarkable growth.

Udi Strykowski

CFO, Foodz-X

★★★★★

I've had the pleasure of working with Vasken as he implemented the complex workflows for our platform on SmartSuite, an implementation that continues to power our operations effectively today. At foodXchange, we offer a seamless solution for global food buyers, providing them access to an extensive selection of food and beverage products at the best prices. We handle every process step—from sourcing to regulatory permits, import/export logistics, and final delivery to the buyer. Vasken's expertise and commitment significantly impacted our operations. His implementation of SmartSuite allowed us to streamline complex, multi-step procedures, adapting them perfectly to meet our evolving needs. Throughout the process, Vasken was exceptionally reliable, working long hours and always available to discuss solutions for any issues that arose. Having worked with many implementors, I confidently say Vasken is the best. His combination of skill, dedication, and collaborative approach is unmatched, and his guidance has impacted our operations. I highly recommend Vasken for his talent, work ethic, and the valuable contributions he brings to any project.

Ruben Uzan

Consultant, Profitable Conventions

★★★★★

His capacity to understand complex problems and solve them in a matter of minutes (when I was stuck with them for days) is nothing short of impressive. More than that, he knew how to explain what he did to fix the problem, and why I was stuck with it.

Sam Uhr

Founder, AssignAI

★★★★★

When Vasken takes on a project, he dedicates himself fully, investing all his energy and commitment to ensure its success.

Mirit Volis

Director, Curated Destinations

★★★★★

To say that Vasken was amazing to work with would be an understatement. I am an ideas person by nature, and I had a vision that I wasn't sure would translate well, but Vasken not only delivered what I wanted, he also helped me break down my vision into an actionable strategy.

Pete Sfoglia

CEO & Founder, Pistos Information Protection

★★★★★

Vasken took a single tenant GRC tool I created in SmartSuite and transformed it into a multi tenant solution that scales to the enterprise! In my 25+ years in Big-X consulting, I've never met someone quite like him. He is relentless in achieving his objectives.

Adam Lafaber

CEO & Founder, Digital Sandwitch

★★★★★

I highly recommend Vasken for his exceptional skills and expertise in no-code development. He has built several solutions for us in SmartSuite, and each project has exceeded our expectations. We consider Vasken an extended part of the team, our secret weapon in efficiency.

Book a free 30-minute consult

Walk us through your business bottlenecks and we'll show you exactly where automation can save you time and money — no strings attached.

Book a Consultation →