Custom automation · bespoke coded business systems
LUNA can connect the systems you already use or build the small custom-coded layer an off-the-shelf app is missing. That might be one reliable workflow, a package tracker, staff dashboard, quote builder or another bounded operational tool.
Scope ready
Custom automation can mean more than connecting a trigger to an action. LUNA Systems builds both connected workflows and small bespoke coded systems for Australian service businesses. A workflow might move an enquiry into a CRM, prepare a billing step or route a document for approval. A custom-coded system might provide a package and gift-card ledger, quote configurator, staff dashboard, document register or focused client portal when an off-the-shelf product does not fit. Each project starts with the business rule and the smallest useful outcome, then selects native automation, Zapier, Make, n8n, Power Automate, APIs, webhooks, a secure database or custom code as required. Access, data sensitivity, permissions, ownership, exception handling, testing, maintenance and human approval are defined before launch. Healthcare work follows a separate pathway when practice-management systems or health information are involved. The examples on this page are illustrative solution patterns, not ready-made products or completed client case studies; actual capability depends on supported access and a written scope.
Two useful build paths
The right answer can be a connected workflow, a small coded system or a careful combination of both.
Use native automation, connectors, APIs or webhooks to move an approved event through the next steps without copying the same information between systems.
Create a focused interface, data layer and rules around one business need, then connect it to the core systems where supported.
Connected workflow example · The Workflow Runboard
Choose a common service-business handoff and inspect where rules, AI and people belong.
Illustrative operating map. Your systems and permissions are checked before scope.
Test environment
Capture the service, location, timing and contact details.
Incomplete or duplicate records stop before a write action.
AI labels unstructured text; approved rules still control routing.
Sensitive, unusual or low-confidence enquiries enter a visible queue.
The owner, next action and status are recorded in the core system.
Find the manual load
A strong first automation has a clear trigger, an agreed owner and a result you can count. Use your own handling volume to establish the baseline before treating anything as a saving. A bespoke system can instead be justified by a missing capability, preventable error or revenue opportunity.
See the Controlled Build Method →Use your own volume, handling time and loaded hourly cost.
This is a baseline, not a promised saving. A valid business case subtracts the time still needed for review, exceptions, maintenance and work that should remain human.
Rules, AI and people
If every required field is present, create the approved task.
Classify an incoming document, then pass the label into fixed logic.
Approve an unusual refund, sensitive reply or high-impact change.
This fixed-logic + AI + human-approval pattern is reflected in current workflow tooling. See n8n's AI workflow approach.
The operating runbook
The automation is not finished when the normal path works once.
The proposal records which business owns each platform, credential, data set and approval. Third-party licensing and platform terms still apply.
Missing inputs, duplicates, unavailable systems and permission errors move to a named queue with enough context for a person to act.
Triggers, allowed actions, connection points, exception owners and testing notes are written down so the workflow can be reviewed.
Handover, monitoring, maintenance and change responsibilities are included in the written scope rather than assumed after the system is live.
The LUNA Controlled Build Method
One bounded build creates a clearer business case, safer test environment and better handover.
We identify what the business needs to do, where the current process or software stops short and the smallest outcome worth building.
We decide whether the sensible answer is a connected workflow, a small custom-coded system or a hybrid of both.
We document inputs, decisions, systems, permissions, owners, exceptions and the current baseline before the architecture is approved.
We build the smallest reliable version, then test normal use, incomplete inputs, duplicates, unavailable systems, permission errors and human handoffs.
The agreed result, exception path, ownership, maintenance and handover are reviewed before the solution expands.
Business automation tools
LUNA can assess native automation, Zapier, Make, n8n, Microsoft Power Automate, APIs, webhooks, a scoped database, a custom interface and other custom code. The right path depends on real access, data sensitivity, reliability, ownership and who will maintain it.
“Justine was an absolute pleasure to work with, she clearly communicated the timelines, explained the process and what would be required to meet our objectives.”
Real delivery evidence
These records describe work LUNA has genuinely delivered. They are separate from the illustrative solution patterns below.
Healthcare SaaS platform
Connected operating system
Clinic systems integration
Illustrative solution library
These are solution patterns LUNA can scope, not ready-made products, guaranteed outcomes or claims about completed client work. Access, data, rules and ownership are confirmed before build.
An external staff ledger could issue prepaid packs or gift cards, check eligible completed appointments where Cliniko access supports it, deduct credits, show remaining sessions and expiry, and hold refunds or mismatches for staff. This healthcare example is illustrative and would be scoped through the clinic pathway.
Explore the healthcare automation pathway →Collect the required job details, apply the business's approved pricing and service rules, prepare a draft quote, send unusual scope to an owner and record the decision in the CRM.
Check job type, suburb, urgency and team availability, route eligible work to the right person, and move anything outside the rules to a visible review queue.
Give staff one view of required documents, review status, expiry dates and missing items, with reminders and human approval before an important record changes.
Let a customer see approved progress, missing information and upcoming dates without exposing the full internal system or creating another general-purpose app.
Use an approved job status to prepare the next billing step, surface missing information and route discrepancies to the person who can resolve them.
FAQ
Custom automation can be a connected workflow, a small bespoke coded system or a hybrid of both. It can move information and trigger approved actions, but it can also provide a focused tracker, staff dashboard, rules engine, calculator, register or portal when ordinary software does not fit the process.
Yes. Where a connector-based workflow is not enough, LUNA can scope a small coded operational tool around a bounded business need. It is not automatically a full software product: the build may be one secure interface, data store and set of rules connected to the systems the business already owns.
Workflow automation follows explicit rules for predictable events. AI automation can classify, extract, summarise or reason over less structured information. A reliable system often combines both: AI handles a defined interpretation task, fixed logic controls the allowed actions, and a person reviews sensitive or high-impact decisions.
Common candidates include enquiry capture, lead assignment, follow-up, onboarding, booking handoffs, document intake, status notifications, invoice preparation, reporting and exception queues. The best first candidate is repeated, rule-bound, measurable and currently creates delay or duplicate handling.
Cost depends on the number of systems, connection method, workflow branches, data quality, AI use, permissions, testing, reporting and ongoing support. LUNA provides a fixed written scope after mapping the workflow rather than publishing a price that treats a simple notification and a multi-system process as the same project.
Timing is scope-dependent. A bounded workflow with clean access and few exceptions is faster than a multi-system build involving data cleanup, approvals and complex failure paths. The written scope separates mapping, access, build, testing, launch and support so dependencies are visible before work starts.
Usually not. LUNA first checks whether the existing systems can be connected or configured. When they cannot hold a required rule, view or operational record, a small coded layer may sit beside them. LUNA checks the available API, webhook, export, app marketplace or approved connector before promising any read or write-back action.
Depending on the solution, LUNA may use Zapier, Make, n8n, Microsoft Power Automate, a platform's native automation, direct APIs, webhooks, a scoped database, a custom interface or other custom code. The integration approach depends on access, reliability, ownership, data needs, error handling and who will maintain the system.
Important actions are bounded by approved rules, permissions, validation, stop conditions and human review. The build includes expected cases, incomplete inputs, duplicates, unavailable systems and the handoff when confidence or authority is insufficient. AI does not receive unlimited access simply because it can interpret text.
Ownership and access are documented in the proposal. The intended setup is that the business keeps its core accounts, data and approvals. LUNA documents the workflow, connection points and ongoing responsibilities so handover is practical. Third-party platform terms and licensing still apply.
Yes, through a separate medical practice automation service that covers clinic administration, privacy boundaries, PMS access, documented data flows and human clinical oversight. A Cliniko-connected package or gift-card tracker is one illustrative build pattern: it could keep an external entitlement ledger, check eligible appointment events where supported, deduct credits and show staff the remaining balance and exceptions. The exact design depends on API and account access; it is not a ready-made LUNA product or completed client case study.
Record the current volume, handling time, error or rework rate, delay and business outcome before launch. After launch, subtract the time still spent on exceptions, review and maintenance. Count attributable outcomes, such as a completed handoff or resolved exception, rather than assuming every automated action created value.
Yes. Overdue-account routing sits alongside invoice preparation, payment links and reconciliation tasks as one of the finance workflows LUNA can build, where the connected accounting or CRM platform supports it. A common pattern is a rules-based reminder sequence: an automatic nudge before or after the due date, escalation to a team member for larger or ageing balances, and a stop condition once payment is recorded so no customer is chased after paying. The exact triggers and actions depend on what the accounting or CRM platform's API or webhook access supports, and are confirmed in the written scope before launch.
Founder, LUNA Systems · Registered Nurse (AHPRA: NMW0002113429)
Former nurse and beauty therapist turned automation consultant. Justine builds custom AI systems for Australian service businesses, so they can stop chasing leads and start growing.
Start with the business gap
Tell us what the business needs to do, which systems and people are involved and where the current process stops short. We will assess whether a workflow, bespoke tool or hybrid is the smallest sensible scope before quoting.
Run a healthcare practice?
Get in touch
Tell us a bit about what you're after and we'll get back to you within one business day with honest advice on where to start.