Automate the handoffs your team currently does from memory.
For operations, sales and finance teams who copy the same details between inboxes, spreadsheets, CRMs and Xero. We map how work moves from enquiry to invoice, automate the predictable steps, and route the exceptions to a person. You get faster turnaround, fewer dropped balls, and hours back for work that needs judgement.
Signs you need this
If two or more of these sound familiar, there's likely time and money to recover.
The same data, typed in twice
Customer, job or order details are keyed into the CRM, the job system and Xero. Every re-key costs minutes and creates errors that surface later as disputes or write-offs.
Follow-up depends on someone remembering
Quotes go unchased, and reminders live in a personal calendar. Revenue leaks quietly whenever the person who remembers is busy or away.
Month-end is a scramble
Reports are assembled by hand from exports and spreadsheets, days after the period closes. Decisions get made on numbers that are already old.
More volume means another coordinator
Each step up in volume needs another admin hire because the process scales with people, not systems. Margin shrinks as you grow.
What changes for the business
Faster quote-to-cash
Enquiries become jobs, jobs become quotes, and approved work becomes invoices without waiting in someone's inbox. Cash arrives sooner and fewer quotes go cold.
Capacity you can see, in hours
We baseline how long each step takes today and measure it again after launch. You see the hours returned to each role and decide how to use them, instead of trusting a vendor's estimate.
Fewer errors and disputes
Data is entered once and passed between systems by rule, so prices, addresses and job details match everywhere. That cuts rework, credit notes and awkward customer calls.
Every lead and invoice has a next step
Each enquiry, open quote and overdue invoice has an automatic next action and an owner. Follow-up happens on schedule regardless of who is on leave.
Exceptions reach people with context
When something doesn't fit the rules, it goes to the right person with the history attached. Staff spend their time on the unusual cases that genuinely need judgement.
Reporting that compiles itself
Because every step is logged, weekly and monthly reports come from live data instead of exports. Managers see bottlenecks while there is still time to act.
What we build
Process map and baseline
A step-by-step map of the target workflow, with volumes, times, handoffs and failure points measured before anything changes.
Intake and triage automation
Web forms, emails and call notes captured into one queue, classified by AI and assigned with the key details already filled in.
Quote and proposal automation
Draft quotes built from an RFQ email or intake form using your price rules and templates, ready for a person to check and send.
Follow-up and reminder sequences
Automatic chasers for open quotes, missing paperwork, unpaid invoices, renewals and review requests, which stop as soon as the customer responds.
Onboarding workflows
New client, patient, member or staff onboarding triggered in order, with forms, documents, accounts and welcome messages handled automatically.
Exception handling and monitoring
Alerts, retry rules, a log of every run and a named owner for failures, so a failure is noticed and fixed rather than breaking silently.
Technology we work with
- Zapier and Make
- Microsoft Power Automate
- HighLevel
- HubSpot
- Salesforce
- Xero
- Microsoft 365 and Outlook
- Google Workspace and Gmail
- OpenAI and Anthropic models
- Cloudflare Workers and Postgres
How it runs
Timings are indicative and depend on your systems, data and approvals.
Map and measure
We walk through the workflow with the people who do it, record volumes and times, and agree what success looks like.
1 to 2 weeks (indicative)
Design
We decide which steps to automate, which to remove and where a person must approve, then specify integrations and exception paths.
1 to 2 weeks (indicative)
Build and test
Automations are built in a test environment and run against real historical cases, including the awkward ones.
2 to 6 weeks (indicative)
Run in parallel
The automation runs alongside the manual process for a short period so results can be compared before you switch over.
1 to 3 weeks (indicative)
Monitor and improve
A monthly review of hours released, exception rates and failed runs, then the next workflow.
Ongoing
Worked example
Trades and home services: quotes out faster, and followed up every time
An illustrative electrical, solar and HVAC business with 25 technicians takes enquiries through four channels, takes days to quote and re-keys every job into Xero. One intake, AI-drafted quotes approved by an estimator, automatic follow-up and a proper Xero connection release office time and stop paid-for quotes going cold.
- Phone, web form and email
- One enquiry record
- Site visit capture
- AI quote draft
- Estimator approval
- Follow-up and reminders
- Job management to Xero
- Reviews and dashboard
Guardrails, fit and measurement
Guardrails we apply
- A person approves anything that commits money, changes a price or goes to a customer for the first time.
- Every automated action is logged with what triggered it, so a mistake can be traced and reversed.
- Automations run on dedicated service accounts with only the access they need, never a staff member's personal login.
- Personal information only flows to the systems that need it, and AI steps run on business services whose published policies say your data isn't used for model training by default.
- Workflows are documented and owned by you, so another provider could maintain them.
Not the right fit if
- The process changes every week or differs for every customer. Automating an unsettled process makes it faster, not better, so we would standardise it first.
- Volumes are low, say a handful of transactions a week. Build and upkeep may cost more than the time saved; our admin cost calculator will show you.
- Your core system is being replaced within six months. Automate around the new platform, not the one you are leaving.
What we measure
- Hours released per role per week, against the baseline
- Median time from enquiry to quote sent
- Share of open quotes followed up on schedule, and quote win rate
- Days from job completion to invoice, and debtor days
- Exception rate and failed runs per month
- Data errors found at reconciliation
Pricing
Automation work is scoped individually, usually after an Altitude Diagnostic or a fixed-scope discovery, so we don't publish project prices.
Questions, answered.
Which processes should we automate first?
Start with high-volume, rules-based steps close to cash: enquiry intake, quote follow-up, invoicing and payment reminders. They happen often, they are easy to measure, and delays cost you money directly. Processes that rely on judgement or change often come later, or not at all.
Will it work with the systems we already have?
Usually. Platforms such as Xero, HubSpot, Salesforce, HighLevel, Microsoft 365 and Google Workspace offer integration options we can build on. Older or on-premise systems may need a workaround, or may be a reason to consider replacing them, and we tell you which in the design stage.
What happens when an automation breaks?
Every automation has monitoring, alerts and a named owner. When a step fails, it retries or stops safely and notifies a person, and the log shows exactly what happened. We review failures monthly and fix causes, not just symptoms.
How much does automation cost?
Automation is scoped individually, usually after an Altitude Diagnostic or a fixed-scope discovery, because cost depends on the number of systems, volumes and exceptions. Ongoing subscriptions for tools such as Zapier or Make are shown separately in the scope so you can see the running cost.
Does automation mean fewer jobs?
We measure capacity released, not jobs removed. You decide where the released hours go: faster service, more volume, or work that has been put off for months. Where roles will change, we plan it with your managers before launch.
Related services
- System integrationsConnect your CRM, Xero, job system and email so nobody re-keys data. APIs, webhooks and sync rules, plus monitoring that alerts you to failures first.
- AI assistants & knowledge systemsRole-specific AI assistants that answer from your own documents, cite the source and respect permissions. Built on Microsoft 365, Google or a custom stack.
- Custom CRM developmentA CRM built around your pipeline, accounts, quoting and service history, with AI that drafts follow-ups and does the data entry. Owned by you, not rented.
- Email & marketing automationLifecycle email and SMS flows from enquiry to win-back, built around Spam Act consent rules and authenticated for deliverability. See what's included.
Where this matters most
Map one workflow with us
Bring the process that frustrates your team most, and we'll show where automation fits and where it doesn't.
Sources
Third-party facts on this page, checked 14 October 2026.
- Business data privacy, security, and compliance, OpenAI. openai.com/business-data
- Is my data used for model training?, Anthropic Privacy Center. privacy.claude.com/en/articles/7996868-is-my-data-used-for-model-training