What happens if the person who does this is out for two weeks?

This is the most useful question I know for finding out whether a business has a process or is quietly relying on one person's memory. It takes ten seconds and the answer is always revealing.

Three answers, three situations

"Somebody would pick it up from the shared folder." That is a process. It might be a slow or annoying process, but it exists outside a single head, which means it can be handed over, improved, checked, and eventually automated.

"It would wait until they got back." That is a queue, and it is usually survivable. Worth knowing what it costs you when the wait is two weeks rather than two days.

A pause, then "well, they just know how to do it." That is not a process. That is one person's memory, and it is the most expensive thing a small business can run on.

Why that third answer costs so much

Not mainly because they might leave, though that is the version everyone worries about. The real cost is quieter and daily.

Work that exists only in somebody's head cannot be delegated, so your most capable person stays busy with your most repetitive task. It cannot be checked, because nobody else knows what correct looks like. It cannot be improved, because improving it means arguing with somebody's habits rather than editing a document. And it cannot be priced, so you have no idea what that task actually costs you a year.

The good news

That third answer is also the best place to start, because writing down what somebody already knows how to do is most of the work of automating it.

You can do this part without hiring anyone. Sit with the person who does the task and have them narrate it while somebody else writes down every step, including the ones they will wave away as obvious. The waved-away steps are usually where the actual knowledge is.

Sometimes that document is enough on its own and the business gets noticeably better without any software at all. When it is not enough, you now have the specification, and any competent developer can quote from it.