01 · Intake
It starts where the work already arrives.
Nothing new for your team to learn: the loop reads what they already read, where it already lands.
For example
A request by email, a PDF from a supplier, a photo from the field.
Process automation for owner-led businessesLisbon · Barcelona · Remote
Automation you stop thinking about.
Small loops that do the repeated work of your business. Reviewed by you before they run alone. Then, quietly reliable.
No new apps · No payment before you see it working
03 — Anatomy of a loop
Four stations. One of them is you.
The same four stations, whatever the work.
02 · Check
Every item is checked against your rules.
Rules written in plain words during the pilot, with the person who does the job today.
For example
Is the sender known? Do the numbers match what was agreed? Has it been done before?
03 · Act + record
Routine items are done — and written down.
Every action leaves a line in the log: what, when, and which rule allowed it. A complete audit trail, readable by you, your accountant or an auditor, whenever they ask.
For example
Sorted, entered, answered or booked, with one line in the log for each.
04 · You
Anything unusual comes to you, with context.
One message: the item, the rule it tripped, a suggested answer. Your decision closes it — and can become a new rule, so the same question doesn’t come back.
For example · the message you get
“#0418 is €120 off what was agreed. Hold it and ask them?”
Most days, you won’t hear from it.
Watched by machines, confirmed by a human.
04 — What a loop does
What a loop does for you.
Each one takes a task off someone’s desk. The loop prepares and checks; your customs broker, accountant or property manager decides and submits.
Customs & freightC1
The arrival pack, checked before your customs broker opens it.
The message you get
“LX-26-0921: the packing list says 42 cartons, the bill of lading 40. Hold the sheet and ask the agent?”
How it works
- IN
- The origin agent’s pre-alert: commercial invoice, packing list and bill of lading. Then the carrier’s arrival notice.
- CHECK
- The invoice adds up; cartons and weights agree across every document; the importer’s EORI matches your file; the Incoterm shows whether freight and insurance must be added to the customs value; every product has a code your broker approved.
- DONE
- A checked data sheet in the job folder, in the format your broker uses, every field linked to the line it came from.
- NEVER
- Assigns a new tariff code, adjusts the customs value or lodges anything. Your customs broker reviews and lodges.
BookkeepingB1
Every supplier invoice, matched to the tax portal before the VAT close.
The message you get
“FT 2026/1187 for €1,230.00 isn’t on e-Fatura yet. Ask the supplier to communicate it, and flag it to your accountant before the VAT return?”
How it works
- IN
- Supplier invoices as PDFs, photos and email forwards, plus the list the tax authority already holds: e-Fatura in Portugal, the SII where it applies in Spain.
- CHECK
- Tax number valid; invoice number and ATCUD not booked before; base plus VAT equals the total; the invoice is on the tax authority’s record; the account matches that supplier’s history.
- DONE
- Matched invoices pre-coded and queued for your accountant to post.
- NEVER
- Posts final entries, decides what is deductible or submits a return. Your accountant reviews, posts and signs.
Property · BarcelonaP1
The deposit lodged with INCASÒL before the two-month clock runs out.
The message you get
“Lease BCN-0398: day 52 and no INCASÒL receipt. Late deposits carry a surcharge. Lodge it today?”
How it works
- IN
- Each newly signed lease, from your contracts folder or lease register.
- CHECK
- Signing date, rent, use and deposit; the legal amount (one month’s rent for a home, two for other uses); the deadline to lodge it with INCASÒL, two months from signing; whether the receipt and the tenant’s proof exist.
- DONE
- Deposit details prepared, reminders set for day 30 and day 50, the receipt filed with the lease when it arrives.
- NEVER
- Moves money or submits anything to INCASÒL. Your property manager does.
Made to measure
Your case isn’t here?
Describe the task that eats the most time. If it’s a loop, we’ll show you how it would run. If it isn’t, we’ll say so.
One is running now. Our demo answers guest questions for a short-stay rental and hands the exceptions to the owner.
Open the demoNames, document numbers, amounts and times in these examples are fictitious. Regulatory references are current as of September 2026.
05 — How we start
Small steps, each one finished.
Free first hour, a fixed-price pilot, then a monthly fee. Nothing goes live until you say yes, and every pilot ends one of two ways: live, or with a written reason why not.
01 · The first hour
Free
We watch the task and send you a one-page note: your process as we understood it, and where a loop could help — or an honest “not worth it”. No pitch.
02 · The pilot
Launch offer · for our first clients
One narrow step, fixed scope, working on your own examples before anything goes live. In return, we write it up together as a case study.
After the launch offer: a fixed price, agreed in writing before we start.
03 · Running, and watched
from€300a month
About €10 a day.
- Per loop: it runs, it is monitored, and changes to its rules are included.
- It improves with use. Your decisions become rules and, where there is enough history, it learns from the patterns too. Every change is proposed to you first.
- Cancel any month. What we build is yours.
No payment before you see it working. On-premise hardware, if you want it, is quoted separately at cost. Prices plus VAT where applicable.
06 — Your data
Your data stays where you decide.
Your accounts. The loop runs inside tools and accounts you already own. We get scoped access that you can revoke at any time.
Whichever you choose
- Pilots start on anonymised examples — read-only, on a copy.
- A data processing agreement is signed before any live access.
- Every action is logged: auditable and consistent.
- What we build is yours.
07 — Client zero
Client zero is us.
Before we built a loop for anyone else, we built one for ourselves. It runs our own work: it proposes changes, checks them, records every action, and stops to ask a person when a decision is needed.
- Runs
- Around the clock
- Every action
- Logged and auditable
- A failing check
- Stops the change
- Decisions
- Go to a person
08 — Contact
Describe the task that eats the most time.
A few lines are enough. We reply within one business day with an honest yes or no. If it’s a yes, you see it working before you pay anything.
hello@quietloops.com
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