Coquina Automation finds the tasks and processes your team still performs manually, and the data they move between products, and automates them. Fixed price. Milestones you sign off on.
Built and supported here in Florida, by the people who built it.
Jacksonville and Southwest Florida in person · Anywhere remote · English, Spanish and German
How we deliver
Automation touches your money, your stock and your customers' data. So nothing goes live until it has matched your own numbers, and it runs inside your security rules, your vendor requirements and your way of operating, not ours.
Before go-live we replay your last 30 days of real transactions through the automation and compare every result with what your team produced. Then your staff test it, it runs side by side with your current process, and you sign off.
Your choice, written into the agreement:
Every job reports that it ran. Failures alert you and us with the reason, a daily summary confirms the work got done, and a monthly report shows the hours saved.
A 30-day warranty after sign-off: anything that doesn't meet the agreed tests is fixed at no charge. After that, optional Care Plans keep it monitored and improving.
Every growing business collects a few of these. Each one costs somebody hours a week, and errors that cost more.
From email or the web store into the accounting system, manually, every day.
Parts counts in a spreadsheet, a different number in the system, and a rush order when both are wrong.
Someone spends half a day pulling numbers from three places into the same spreadsheet.
Prices, parts and labor re-assembled for every quote instead of pulled from what you already know.
Leads and customers waiting because nobody saw the reply or the reminder.
Reconciling, chasing and re-checking that should take a day.
Industries we know
Each of these is a working demo on fictional data, built around the Florida rules your business lives with. We walk you through the one that fits, privately, during the consultation.
You know the price, the finish line and how we will measure it before any work starts.
We sit down with the people who do the work and look at how it really runs today.
Scope, milestones, price, and the measures we agree to hit: hours saved, errors removed, days cut.
A first working version on your real data early. Each milestone is tested against real results your team already produced. You pay the balance only when it passes the acceptance tests.
Code, documentation and a walkthrough for your team. Optional care plan if you want us on call.
How we build
The finish line is your business result, not a piece of software. We map how the work really flows, design for the people who use it every day, and judge success by the numbers you set at the start.
Before any building, we draw your process as a swimlane map: who does each step, which product the data sits in, and where it gets retyped, waits or goes wrong.
Short, task-by-task user guides with screenshots, a one-page cheat sheet, and a walkthrough recording, written for your staff, not for programmers. An admin guide covers how to change settings and who to call.
Where it helps, an AI assistant answers questions from your own records in plain English. It is built with the same guardrails as the regulated lab-data system we built:
We agree the target with you up front: the hours, errors and days the work should save. We measure the before on day one, check the after at sign-off, and report it monthly. Weekly 30-minute check-ins keep the build pointed at that result.
Complex integrations
Most manual work in a growing business is people moving data between products: retyping an emailed order into the CRM, copying won deals onto a project board, pasting numbers from Excel into a Word report. Connecting those products reliably is the hard part of automation, and it is the part we are best at.
Orders, invoices and requests that arrive by email are read, checked and filed into the right system, with the original kept on record. Confirmations, reminders and follow-ups go out on schedule and are logged.
Bookings, conversations and pipeline stages flow to the rest of the business. We have built a watchdog on GoHighLevel that copies every booking and message every five minutes and flags any missed confirmation, reminder or reply.
A won deal, a signed form or a support request becomes an Asana task with the right owner, checklist and due date. Status flows back to the CRM and email, so nobody has to ask where something stands.
Workbooks filled and read cell by cell, Word reports built from your own template, files saved to OneDrive or SharePoint through Microsoft's official interface. On a regulated lab-data system we built, Excel's own recalculation matched our generated workbooks on all 4,235 formula cells checked.
One recurring job, start to finish: orders into accounting, documents into systems, approvals routed, reminders sent. Usually the fastest payback.
Counts, reorder points and movement pulled together from QuickBooks, spreadsheets and your inventory tool into one view that keeps itself current.
Accounting, CRM, e-commerce, Microsoft 365 and email connected so data moves once and failures show up on a dashboard, not in a customer complaint.
Reports that build themselves, and question-and-answer over your own records that shows where every answer came from.
Oracle and PostgreSQL tuning, tested backups, upgrades and migrations, from 25+ years as a database administrator.
Monitoring, small changes and a direct line, month to month, after hand-over. Cancel any time.
years building data systems, starting on NASA data acquisition
automated tests on a regulated lab-data platform, built solo in about three weeks
code changes delivered as COO of an AI due-diligence platform
of Oracle data migrated for the National Stock Exchange
Live product demonstrations, including the regulated lab-data platform, are shown privately during the consultation.
I have spent 40 years making data systems work: data acquisition on NASA programs at the start, then 25+ years as an Oracle and PostgreSQL database administrator and ETL engineer for Bank of America, PSS World Medical, Florida Blue, the National Stock Exchange and others, quality-systems tooling at Medtronic, and most recently Chief Operations Officer of an AI due-diligence startup.
I started Coquina Automation because owner-run businesses deserve the same reliable systems big companies pay millions for, at a price and pace that fit. I work directly with the people who do the job, in plain English or Spanish, and I test everything against real results your team already produced. I've seen enough software fail to start small, measure it, and not oversell.
Coquina is the shell-stone the Castillo de San Marcos in St. Augustine is built from: millions of tiny shells bonded into rock that shrugged off cannon fire and has stood for over 350 years. Good automation works the same way. Many small, tested pieces, fused into something your business can lean on.
Before you hire anyone
Ask every company you talk to, including us. Here are our answers.
By default everything runs in your own accounts and subscriptions, and we list in writing every service that touches your data before we start.
It shouldn't. Under IRS rules, disclosing return information to a preparer outside the US requires each client's separate written consent first, and Social Security numbers must be masked unless a qualifying safeguard is in place (26 CFR 301.7216-3). Ask any vendor who would see your clients' returns.
Florida requires a license to solicit insurance (s. 626.112). Our tools draft; your licensed staff decide and send.
No. Every message, notice and payment-related change waits for a named person's approval, and every approval is recorded.
Keith Hernandez designs and builds every system himself, from Jacksonville. He'll come to your office.
Yes. Fixed price and agreed measures up front; you pay the balance only when it passes the acceptance tests against your own results.
Everything: the code, the accounts and the documentation. No lock-in.
A summary of the rules for comparison, not legal advice.
Tell us about it. The first consultation is free, and you will leave with ideas whether or not we work together.
keith@coquinaautomation.com (904) 866-1948Jacksonville and Southwest Florida in person. Anywhere remote. English, Spanish and German.