What We Automate

Money in

Everything between finishing the work and the cash landing.

Quote follow-up

Today: Quotes go out and then sit. Whether anyone chases them depends on how busy the week was.
After: Every quote gets a follow-up sequence on a schedule, and anything gone quiet past a set age surfaces in one list.

Chasing a quote, without chasing it
A quote goes out and goes quiet. The sequence chases it on schedule, stops the moment someone replies, and requeues the ones that aren't a no.
What happens, in words
A quote is sent and then sits. Six days later nobody has chased it, because chasing it was nobody's job in particular.
The follow-up sequence runs on the schedule you set — day 2, then day 5 — and each send is logged against the quote.
When the customer replies, the chase stops immediately. Nobody receives a third nudge after saying no; that single rule is what separates a follow-up sequence from a nuisance.
A “not yet” isn't a dead end: the quote requeues itself for spring with the original attached, so it comes back on its own.
The quote that did convert was accepted off the second follow-up — one nobody wrote, sent on a day nobody chose.
This is a concept mock-up, not a recording of shipped software. We build this workflow inside your own tools during an engagement — it isn't a screen you log into. The interface shown is illustrative.

Invoicing when the job closes

Today: Someone re-types job details into an invoice, days or weeks after the crew finished.
After: Completing the job drafts the invoice with the right line items, job reference, and customer already attached.

Chasing unpaid invoices

Today: Nobody is sure what's overdue without opening the accounting system and reading down the list.
After: Overdue invoices escalate on their own — reminder, second reminder, then flagged to a human with the history attached.

Deposits and progress billing

Today: Deposits are tracked in someone's head or a spreadsheet, and the final invoice sometimes double-bills or misses the credit.
After: Deposits, milestones, and balances reconcile against the job automatically, so the closing invoice is right the first time.

Recurring and contract billing

Today: A monthly ritual of copying last month's invoices and hand-editing the ones that changed.
After: Recurring invoices generate themselves; only the genuine exceptions — skips, add-ons, price changes — need a person.

A month's invoices, and the three that need you
Ninety-six recurring contracts billed in one run — and the only thing left on your desk is the handful that genuinely need a decision.
What happens, in words
Ninety-six recurring contracts are due. Normally that's a full day of copying last month's invoices and changing the dates.
The run builds all of them in well under a minute.
Ninety-three were identical to last month, so they go out without asking you — there is nothing to check.
Three are held back: extra visits to bill or absorb, a contract that ended mid-month, and a price rise agreed by email but never written onto the contract.
That's the day's work reduced to three decisions instead of ninety-six copy-pastes — and the exceptions are surfaced rather than buried in the batch.
This is a concept mock-up, not a recording of shipped software. Recurring billing is something we build into your existing invoicing system during an engagement — the interface shown is illustrative.

Money out

Bills, approvals, and the receipts that never make it back to the office.

Supplier bill intake

Today: Bills arrive by email, post, and text photo, and land in three different places depending on who received them.
After: One inbox for bills, with vendor, amount, date, and job pulled off the document before anyone reviews it.

Approval routing

Today: Approvals happen by text or in the truck, and there's no record of who agreed to what.
After: Anything over a threshold routes to the right approver with the document attached, and the decision is logged.

Receipts from the field

Today: Receipts live in glove boxes and phone camera rolls until month-end, and some never surface at all.
After: Crews photograph a receipt once, on the spot, and it arrives coded to the job with the purchase already matched.

A receipt, from the van to the books
A photo taken at the counter is read, matched to the job that crew was on, coded, and filed — before the van gets back.
What happens, in words
A receipt starts life as a photo on somebody's phone, in a van. Most surface at month end; some never do.
The photo is read on the spot — supplier, amount, tax — so nobody re-types it later from a crumpled original.
Then the part that actually saves the time: it works out which job the receipt belongs to, by matching where that crew was at the time, and codes it to the account that supplier always goes to.
When it can't read something — a fold across the total — it stops and asks, with the picture attached, rather than guessing a number into your books.
The rest are filed two minutes after the photo: attached to the job, and posted. Nobody empties a glovebox at month end.
This is a concept mock-up, not a recording of shipped software. Receipt capture is something we build into your existing tools during an engagement — the interface shown is illustrative.

Vendor records and W-9s

Today: You find out a W-9 is missing in January, when you need to issue 1099s.
After: New vendors can't be paid without the paperwork on file, and missing documents are chased before year-end.

Collecting a W-9, checked and verified
A contractor's W-9 arrives, gets read, gets checked against what they already told us, and gets verified — without anyone re-typing it.
What happens, in words
The contractor gets a link and uploads their W-9. No account to create, no email thread to keep alive.
The form is read automatically and eight fields — legal name, entity type, address, city, state, ZIP, TIN type and the last four digits of the TIN — are compared against the business profile already on record.
When something disagrees, it is flagged before anything is filed. In the recording the uploaded W-9 has the wrong city and ZIP, and the screen says so, with the fix spelled out rather than an error code.
Once the fields agree, one click submits it for TIN verification against the IRS-backed matching service.
The step closes itself out: on file, checked, dated, and logged. The full TIN stays in the encrypted vault — only a masked version is ever stored on the verification record.
The TIN match response is simulated in this recording. Everything else on screen — the upload, the extraction, the field comparison, and the records it writes — is the software running. Live engagements call the Tax1099 service.

Subcontractor payouts

Today: Sub invoices are checked against memory of what was agreed, and disputes get settled by whoever argues hardest.
After: Payouts reconcile against the scope and the completed work, with variances flagged before payment runs.

Job and scheduling

Getting work booked, dispatched, and back to the office intact.

Job intake to schedule

Today: A call comes in, gets written on a pad, and someone re-keys it into the calendar later — if they remember.
After: Enquiries capture into one queue and become scheduled jobs without re-typing, whether they came by phone, form, or text.

Dispatch and crew notifications

Today: Schedule changes are broadcast by group text and nobody's sure who saw them.
After: Crews get their day automatically, changes push through, and acknowledgement is visible.

Field-to-office handoff

Today: Photos, notes, and signatures come back by text to whoever the tech happens to message.
After: Job completion collects the photos, notes, and sign-off in one place, attached to the job record.

Job costing roll-up

Today: You find out whether a job made money weeks later, if anyone works it out at all.
After: Labour, materials, and subs roll up per job as they're incurred, so margin is visible while you can still act on it.

Change orders

Today: Extra work gets agreed verbally on site and invoiced hopefully.
After: Changes are captured and approved before the work happens, and flow straight to the invoice.

Client lifecycle

From first enquiry to the review — and the follow-up that never happens.

Lead capture and routing

Today: Enquiries arrive across a web form, a shared inbox, Facebook, and the office phone, and each is handled differently.
After: Every lead lands in one queue with its source attached, and gets a first response within a set time.

New client onboarding

Today: Each new client is set up from memory, so what they receive depends on who set them up.
After: A consistent sequence runs every time: welcome, paperwork, expectations, first appointment.

Reminders and no-show follow-up

Today: Reminders go out when someone has time, and no-shows are rebooked only if noticed.
After: Reminders send on a schedule; no-shows trigger a rebooking prompt and, where you charge one, the fee.

Review requests

Today: You ask for reviews when you remember, which is usually after a job that went unusually well.
After: Every completed job asks, at the right moment, through the channel that client actually uses.

Reactivating lapsed clients

Today: Nobody notices a regular has stopped booking until they've been gone six months.
After: Clients who lapse past their normal interval surface automatically, with a prompt to reach out.

AI Automations

More advanced workflows where AI can listen, read, classify, draft, summarize, and hand off with guardrails.

AI receptionist

Today: Calls interrupt the day, voicemail gets checked late, and lead details are captured differently depending on who answers.
After: Routine calls are answered, qualified, summarized, and routed, with appointments booked or a human brought in when the call needs judgement.

AI operations assistant

Today: Someone watches inboxes, forms, and messages all day just to decide what needs a reply, a task, or a follow-up.
After: Incoming work is classified, summarized, drafted, and queued for review, so the team handles exceptions instead of sorting everything by hand.

AI recruiting screener

Today: Applicants pile up, screening calls get delayed, and basic fit questions are asked inconsistently.
After: Candidates complete a structured screening call, objective answers are summarized, and the hiring team reviews the results before making any decision.

AI document intake assistant

Today: Forms, PDFs, and email attachments have to be opened one by one to find missing or mismatched information.
After: Documents are read, key fields are extracted, missing items are flagged, and anything uncertain goes to a review queue.

AI follow-up assistant

Today: Quotes, onboarding tasks, unpaid invoices, and missing paperwork rely on someone remembering to follow up.
After: Follow-ups draft or send on approved rules, stop when the customer responds, and escalate when the situation needs a person.

Documents and compliance

Collecting paperwork, storing it somewhere findable, and knowing when it expires.

Collecting documents

Today: Chasing paperwork is a person's job: email, wait, email again, give up, escalate.
After: Requests go out with a link, chase themselves on a schedule, and show you exactly what's outstanding.

Signature routing

Today: Contracts get printed, signed, photographed, and emailed back — or not.
After: Documents route for electronic signature and file themselves once complete.

Expiry tracking

Today: Insurance certificates, licences, and certifications lapse and you find out from a customer.
After: Anything with an expiry date is tracked and chased before it lapses, not after.

Filing and naming

Today: Files are named however the person saving them felt that day, and finding anything means asking someone.
After: A consistent naming and folder convention applied automatically, so documents are findable by anyone.

Reporting

Knowing where the business stands without building a spreadsheet first.

Recurring reports

Today: The same report is rebuilt by hand every week or month, from the same exports.
After: It builds and sends itself on schedule, to the people who need it.

Owner dashboard

Today: Answering 'how are we doing' means opening four systems and doing arithmetic.
After: One view with the handful of numbers that actually drive decisions, current without anyone updating it.

Month-end packet

Today: Close is a scramble to find missing receipts, chase approvals, and explain variances.
After: The packet assembles through the month, so close is a review rather than an excavation.

Job and customer profitability

Today: You know revenue by customer. Margin by customer is guesswork.
After: Costs attach to jobs and customers as they're incurred, so profitability is a report, not a project.

Exception alerts

Today: Problems are found by whoever happens to look — usually late.
After: The things that shouldn't happen raise a flag when they do: margin below threshold, invoice unsent, job unclosed.

People

Hiring, onboarding, and the admin that follows every employee.

Hiring pipeline

Today: Applications sit in an inbox and good candidates go cold before anyone replies.
After: Applicants are acknowledged immediately and move through visible stages with prompts at each one.

Employee onboarding

Today: Each new hire gets whatever the person onboarding them remembers to cover.
After: A checklist runs itself — paperwork, accounts, equipment, training — and shows what's outstanding.

Time and time off

Today: Hours arrive as texts and notes and get typed into payroll by hand.
After: Time captures at the source and flows to payroll, with exceptions flagged instead of everything re-keyed.

Certification tracking

Today: Licences and tickets expire quietly until someone can't legally do the job.
After: Every certification has an owner and an expiry, chased in advance.

Data hygiene

The unglamorous work that makes everything else trustworthy.

Duplicate records

Today: The same customer exists three times under slightly different names, so no report is quite right.
After: Duplicates are prevented at entry and the existing ones merged, once.

Keeping systems in step

Today: A customer's details are updated in one system and stale in the other two.
After: One system owns each field, and the others follow it automatically.

Consistent coding

Today: The same expense gets coded three different ways depending on who entered it.
After: Rules and defaults do the coding, with only genuine judgement calls left to a person.

Validation at entry

Today: Bad data is caught at month-end, long after the person who created it has forgotten the job.
After: Required fields and sanity checks catch it at the point of entry, when it's cheap to fix.

Clearing a cleanup backlog

Today: Years of accumulated mess that everyone works around because fixing it never gets prioritised.
After: A one-off structured cleanup, then rules that stop it rebuilding.

Not on the list?

The list isn’t the point.

These are the patterns we see most often, not a menu you order from. If your version of the problem isn’t here, it’s almost certainly a variation on something that is — and the audit is how we find out which.

Bigger than a variation? We do build custom systems, up to a full CRM or ERP — but only for companies we’ve already completed an engagement with. A platform that runs the whole business needs us to understand the whole business first, so it follows an audit, a cleanup, or a build. Never before one.

See how this looks in your industry →

Where to start

Don’t pick from this page.

Choosing the wrong thing first is how automation projects end up shelved. The audit ranks them by what each one is actually costing you.

The work that quietly eats a day a week.