These are the workflows we design, build and run for business: the repeat time-wasters we take off your plate. Have a look through, picture one of them running in your business, and if something fits, that is the conversation to have.
You stop being the chaser. Clients who owe you records get polite, persistent follow-up by email and text until the paperwork arrives, and everyone still outstanding sits on one board so nothing is forgotten.
What's in the build
The reminders go out by email and text on their own and keep going until the records come in.
Each nudge gets a little firmer the longer a client leaves it, and reads the way you would put it, not like a form letter.
Everyone still outstanding sits on one board, so you can see at a glance who is holding things up.
You set how hard the follow-up pushes, and any message headed to a tricky client waits for your okay before it sends.
Bills and receipts flow from the inbox into Xero, coded and ready, with anything unusual held back and flagged for a person to review. The routine typing stops, the checking stays.
What's in the build
By the end of the first week, bills and receipts turn up already read and coded, waiting for a yes.
Whatever comes in, a forwarded email, a photo, a PDF, the supplier, date and amount are lifted off and matched to the right account.
The routine ones queue up in Xero ready to post. Anything odd, a new supplier or an amount that looks wrong, is held back for you to check first.
The typing disappears and the checking stays with you, which is the part that actually needs judgement.
One person on your team remembers how everything is done, and everyone interrupts them. This gathers your procedures, templates and past answers into an assistant the whole team can ask instead.
What's in the build
Someone on the team types a question the way they would ask a colleague and gets a straight answer, instead of interrupting the one person who remembers.
Every answer comes with the source it came from, so people can check it against the real procedure.
You decide what goes into the assistant's knowledge, and you review its answers on anything sensitive before the team leans on it.
Each quote that goes out is followed up automatically until the customer answers yes, no or not yet. Warm jobs stop going cold because someone got busy on the tools.
What's in the build
The moment a quote leaves your system, its follow-up is already lined up, so nothing waits on you remembering.
Each quote gets its own run of nudges by email and text, and the second the customer replies, it stops.
The wording suits the job and how long things have been quiet, so a week-old quote and a month-old one do not sound the same.
You decide how many nudges go out and can sign off the wording first. It ties into ServiceM8 or Tradify, whatever you run jobs on.
New clients move through forms, engagement letters, checklists and a welcome sequence that runs itself. The first impression is tidy and consistent, and nothing gets skipped in the rush.
What's in the build
Say yes to a new client and the intake starts itself: the forms, the engagement letter, the checklist and the welcome, all in the right order.
Each document arrives filled in from what the client gave you, and the files they send back get sorted into place on their own.
The new client sees a tidy, consistent start, and nothing gets skipped because that week was busy.
You read and sign the engagement letter and any compliance step yourself before it reaches them. It slots in alongside Xero and your usual intake forms.
New enquiries drop straight into your booking system with confirmation and follow-up handled for you. Fewer missed calls turn into fewer missed jobs.
What's in the build
An enquiry that comes in after hours is handled then and there, not whenever someone next checks the form.
It becomes a booking or a lead on its own, and the customer gets a confirmation and a follow-up straight back.
The details are read and sent to the right service or clinician, so it lands in the correct spot the first time.
Anything the system is unsure about waits for you to confirm before it becomes a locked-in booking. It feeds into ServiceM8, Tradify or Cliniko, whichever you use.
The same numbers from the same places, gathered, assembled and checked every month without the manual copy and paste. You review a finished pack instead of building one from scratch.
What's in the build
Instead of building the monthly pack, you open a finished one and read it.
The same figures from the same places are gathered on schedule and dropped into the same layout every month, with a check for obvious gaps.
A short draft commentary comes with it, flagging anything that moved more than usual, so you know where to look.
You review the pack and sign off the commentary before it goes to the client. It runs on a schedule off Xero and your other sources.
With Payday Super now in force, super has to be paid much sooner. Deadlines are tracked and flagged early, so pay runs never sneak up and nothing is paid late.
What's in the build
Super deadlines stop sneaking up. Every pay run sets its own countdown the moment it happens, and you get a clear heads-up in good time.
The reminder comes with a short note of what is due and when, so there is no last-minute scramble.
Nothing is paid or actioned automatically. A person confirms first, because this is money and timing that has to be right. It keeps watch on your pay runs in Xero or MYOB.
When a job is finished, a friendly review request goes out on its own at the right moment, so the reviews you never got around to asking for start arriving.
What's in the build
A finished job is all it takes. A little while later, worded to suit the job and the person, a friendly review request goes out.
The timing is deliberate: soon enough that the job is fresh, not so soon that it feels pushy.
You pick who gets asked and can approve the message first, so a request only ever goes to a happy customer.
Your call or meeting notes turn into a clear task list and a follow-up email on their own, so the next steps are captured while they are fresh instead of lost by the afternoon.
What's in the build
You close the laptop and the summary, the task list and a draft follow-up are already written.
Who agreed to do what, and by when, is pulled out of the conversation so nothing important slips by the afternoon.
The next steps are captured while they are still fresh, instead of half-remembered a day later.
You give the follow-up a read and send it, so nothing leaves your name without your eyes on it first.
Hundreds of live jobs, one search box and one shared board. Built for a working office, in daily use ever since, and proof that sometimes the best automation has no AI in it at all.
What's in the build
Type any fragment of a job name or number and the project folder opens in about a second.
Every active job sits on one live board: status, owner and due date, shared by the whole team.
Deadlines flow from the board straight into everyone's calendars, so nothing lives in one person's head.
This one is real and running today. Identifying details are withheld on purpose.
Work with us
See something that fits?
Most engagements start exactly here: one build from this page, shaped to your tools and your week. Tell us which one caught your eye and we will map it to your business on a 20-minute call.