Business Butler · for Flavours & Fragrances

Answer “where’s my sample?” without digging.

Perfumers and food flavouring houses live on samples, reformulations and compliance docs that live in three different places. The Business Butler logs every request at the door, flows it through to dispatch, stock and the client record and drafts the client update for your sign-off.

Book a free Discovery call See all of Time Back

Connecting the tools you already use

Gmail·Google Sheets·Google Calendar·HubSpot·Slack·Xero·Monday.com·Trello·QuickBooks·Outlook·Asana·ClickUp· Gmail·Google Sheets·Google Calendar·HubSpot·Slack·Xero·Monday.com·Trello·QuickBooks·Outlook·Asana·ClickUp·

0 hrs

Lost to admin every month, per UK SME owner. The sample status query that took 20 minutes to track came out of these hours.

Business Growth Service / IBTimes UK · Nov 2025

Of UK businesses fail to bill some customers, because their systems don’t talk to each other. The compliance doc that didn’t make it to dispatch? Same risk.

Sagacity Research

£0bn

Lost annually to manual data entry errors. Every sample logged in a spreadsheet then re-typed into dispatch adds to it.

Sagacity Research

The Problem

The software isn’t the problem. The back and forth between tools is.

You’re thinking

“Sample requests, spec tweaks and compliance docs are in inbox, a spreadsheet and dispatch.”

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You want this

The data moves itself.

Leads, jobs and updates flow between your inbox, CRM, calendar and accounts. No copy-paste. No manual handoffs.

You’re thinking

“When the founder’s off, sample status queries don’t get answered.”

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You want this

The team isn’t a single point of failure.

Everything coming in is captured in one shared view the whole team can see, even when someone’s out.

You’re thinking

“Compliance docs get put off because we’re processing the next reformulation.”

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You want this

Paperwork waits but never disappears.

The Business Butler drafts the invoice or follow-up the moment work completes. Ready in your inbox for sign-off.

You’re thinking

“I’m answering ‘where’s my sample?’ from my phone at the weekend.”

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You want this

You stop being the bottleneck.

Decisions stop routing back through you for every detail. Your evenings come back.

“No manual copying. No missed steps. No evenings lost to admin.”

Business Butler in Flavours & Fragrances

Four scenarios that play out in every house.

Sample request intake, reformulation tracking, compliance docs that travel with dispatch, client status updates. The shape that determines whether knowledge stays in one head or lives in a process.

Scenario 1 · Sample request intake

Answer “where’s my sample?” without digging.

Sample requests arrive across email, phone and a sales rep’s notebook, then live in a spreadsheet only the founder understands until they reach dispatch. Butler captures every inbound request the moment it lands, logs the spec detail against the client and product code and queues the dispatch instructions for the founder’s sign-off. The team can answer “where’s my sample?” without phoning the founder.

Scenario 2 · Reformulation tracking

Reformulation requests that flow through to spec.

A client asks for “a touch more bergamot, a hint less musk”. The request lands in the founder’s inbox, lives there for a week, then gets relayed verbally to formulations. Butler captures every reformulation request the moment it lands, links it to the product code and the original spec, drafts the formulations brief and stages the client confirmation. The tweak that lived in an inbox now lives in the spec. Lab time stops getting lost in translation.

Scenario 3 · Compliance & dispatch

Compliance docs that travel with the dispatch.

Every sample dispatch needs the right compliance pack: allergen declarations, MSDS, IFRA certs. Butler pulls the right docs against the product code and destination market, stages the dispatch pack the day before shipping and drafts a confirmation to the client. The pack arrives with the sample. The polite chase emails from the client’s QA team stop landing.

Scenario 4 · Client status updates

Client updates drafted at the right moment.

Clients want updates, without having to ask. Butler watches every live sample and reformulation, drafts a client-shaped “status as of today” note when something material changes (dispatch confirmed, lab approved, retest scheduled) and stages it for the account manager’s sign-off. Clients feel looked after. The phone stops ringing with status queries.

See your numbers

See what the back and forth is costing your team.

Drag the sliders. Watch the cost move.

Your team’s numbers

Team size 10 people

Avg hourly rate £28

Hours/wk per person on admin 5 hours

The cost to your business

£67,200

a year

per month£5,600

per week£1,400

See how to fix this →

Pricing

Choose where your team starts.

Two productised tiers plus Bespoke. Pick the one that fits where you are now. Move up when you’re ready.

★ MOST POPULAR

Butler Co-ordinator

Automation layer

For teams who want the back and forth taken off their plate.

£750 / month

Save £900 / yr on annual

+ from £600 setup

→ Quotes and invoices drafted in Xero when work completes
→ CRM updated, calendar bookings made, scheduled reports generated
→ Lead capture from web forms, email and a dedicated Butler line
→ Everything ready for your sign-off. No judgement calls, no language work, pure automation

Butler Administrator

Automation + AI reasoning layer

For teams where Butler does the drafting and you sign off on every call.

£1,495 / month

Save £1,788 / yr on annual

+ from £1,000 setup

Everything in Co-ordinator, plus the AI reasoning layer:
→ Reads incoming emails and drafts replies in your team’s voice
→ Prioritises what needs your eyes today, flags blockers
→ Drafts follow-up sequences for quiet deals and stale opportunities
→ Brings every decision to you ready for sign-off. The judgement call stays with you

“The Business Butler drafts. You sign off.”

Butler Bespoke

Larger teams, specific needs

For 25+ person operations or industry-specific workflows that go beyond the standard tiers.

POA · let’s talk

Scoped delivery timeline

→ Process review with the founder and operations lead
→ Custom integrations beyond the standard connector set
→ Dedicated build, scoped timeline, named delivery owner
→ Confirmed after a free Discovery call

More questions? See the full FAQ or book a Discovery call.

Why Time Back

Time Back is different to a consultant or an automation agency.

The questions that fire after you see the price tag. Answered.

Engagement modelHow the work is bought.

Productised monthly tier

Project-based, day rate

Project-based, fixed scope

Cost shapeWhat lands on the P&L.

Predictable £/month

Day rate × estimate

Upfront build + recurring

What you getThe deliverable.

Working operations + AI reasoning layer

Slides, frameworks and recommendations

Tools wired together, then handed back

Ongoing supportWhat happens after go-live.

Built in. You stay in control

Hands off after delivery

Hands off after build

Time to first valueFrom signature to Butler working.

~2 weeks

End of engagement (8–12 weeks)

End of build (6–10 weeks)

Industry specialismProductised for who.

UK services SMBs, 5–25 people

Varies, often enterprise-shaped

Varies, generalist

Deeper dive: Time Back vs an AI consultancy · Time Back vs another hire

How we get you from chaos to calm

Three steps. No technical heavy lifting on your side.

The Discovery

A video call to map where your team is losing time. Findings Report in your inbox within 48 hours. Yours to keep, whether you proceed or not.

Free · 45 minutes

Setup

We map your customer journey, document your SOPs, configure your Business Butler app, wire credentials and hand-hold the system for the first two weeks.

Two weeks · Bundled in setup fee

Business Butler

Your Business Butler is live. The team stops doing manual admin. You sign off the paperwork in seconds.

Monthly rolling · Cancel anytime · 10% off annual upfront

Let’s Talk

Book a free Discovery call for your house.

45 minutes with Sy. We’ll map where your sample, dispatch and client systems are losing time. You leave with a written Findings Report within 48 hours. Yours to keep.

Free · no card required

Findings Report yours to keep

No high-pressure sales pitch