Back-office automation that buys back hours
The admin grind, automated. Lead follow-ups, appointment reminders, quote chasing and review requests run end to end while your team runs the business. Built by the AI automation agency that runs every one of these systems in its own business.
The signature feature: Lost-lead revival
Every electrical contractor, trade outfit, construction company has the same problem. A quote gets sent to a potential customer and then nothing. No answer for three days. A month later, someone finally rings back and says "Yeah actually, still keen." By then your team has forgotten the details. The lead dies cold.
We automate the part nobody has time for: the follow-up. Old quotes get chased automatically. Cold enquiries don't go silent. The system keeps knocking until someone answers or it's clearly dead. No human has to remember to do it. No lead goes cold because your team was busy.
What it does
Lead follow-up that never quits
Quotes, enquiries, inbound calls that didn't convert. The system logs every one and automatically follows up on a schedule you set. Email, SMS, phone calls via an AI voice agent. Each follow-up is personalised to the lead history. When someone responds, it goes straight to the owner's morning brief. Nothing gets missed because nothing relies on a human remembering to dial a number.
Appointment reminders that stick
A booked appointment is halfway done if the customer actually shows up. The system sends automated reminders 48 hours out, 24 hours out, and one hour before the job. SMS, email, or a voice call. If they cancel, the slot goes back into your calendar. Fewer no-shows. Less wasted drive time.
Quote chasing and follow-ups
A quote is a lead waiting to be converted. The system watches every quote you send and flags ones that are going stale. It can send an automatic follow-up message or trigger a manual task for a human to ring back. You pick the threshold and the cadence. Nothing left to chance.
Review requests and feedback loops
After a job finishes, the system automatically asks the customer for a review or feedback. It can send via email, SMS or phone. Positive reviews get shared to socials and your website. Complaints get flagged to the owner before they become Google reviews. You never have to ask. The system asks for you.
What it looks like in your business
It's Tuesday morning. You've got a site visit at 10. The system has already sent reminder SMS to three customers whose jobs are this week. One SMS bounced, so the system flagged it for a call. You call, confirm they're home. One customer cancelled. The system freed up that slot and sent an automatic cancellation message to the next lead on the waitlist.
By lunchtime, the system has followed up on four quotes from last week that haven't converted. One customer rang back and said "Actually, we want to move forward." It's in the CRM, flagged hot, waiting for your afternoon availability to confirm the job. Another quote got a "not now, maybe next quarter" reply. The system logged that and will re-contact them in 12 weeks.
A job finished yesterday. The system already sent a feedback request SMS and got a four-star review. By tomorrow, that review will be on your Google Business profile. No admin. No reminder email asking you to ask them. Just done.
How we build it
Audit We map every manual admin task in your business. Where do leads go cold? Which follow-ups never happen? Where are appointment reminders being sent by hand? We find the bottlenecks.
Architect We design the automation end-to-end. When a new lead arrives, what happens? When a quote is sent, how long before the first follow-up? What's the escalation path if a customer doesn't respond? What systems does the automation need to integrate with? All documented before code.
Deploy We go live with full testing and staff training. Your team learns how to manage the queue, override automated actions when needed, and see which leads the system is working. You own the system from day one.
Optimise We tune the follow-up cadence, track conversion rate from the automated follow-ups, and add new capabilities as you grow. A job's done at 11pm on Friday? The system can send the feedback request automatically if you want.
Proof
Stack pills
FAQ
What does it cost?
Every build is fixed-scope: a five-person shop and a fifty-person operation need different systems, so we price at the call, not from a rate card. The call is free, the scope and price are fixed before you commit a dollar, and there are no retainers you didn't ask for.
Can this work if we use a different CRM?
Yes. We can integrate with any CRM that has an API. We've connected it to GHL, Pipedrive, Hubspot, Monday, and custom databases. We'll wire it to yours.
Q: What happens if the system sends a follow-up and the customer says "Leave me alone"?
The system logs that and stops following up that lead. It marks them as unsubscribed or "not interested" so they don't get contacted again. Your business always respects a customer's preference.
Q: Does the AI voice agent sound like a robot?
No. It speaks naturally with pauses and conversation flow. It's a voice agent, not a phone tree. If it can't help the customer, it routes them to a human. Most customers don't know they're talking to an AI until you tell them.
Q: Can we customise the follow-up messages?
Completely. You set the template, the system personalises it. "Hi [name], just following up on the quote we sent on [date] for [job]. Are you still interested?" becomes unique to each lead. You control the tone and cadence.
Q: How do we know if it's actually working?
The system gives you a dashboard. Leads followed up, responses received, conversion rate. You can see which follow-up sequence got the best result and optimise from there. No guessing. Real data.
CTA
Your team's admin time is not a constraint. It's a choice.
Book a free 15-minute call and we'll map where your biggest admin bottlenecks are and show you exactly what automation would buy back.
Ready to deploy AI
that actually works?
Tell us about your business, then pick a call time on the next screen. After the call, if it's a fit, a senior engineer follows up within 24 hours with a clear scope and timeline.
Prefer to talk? Call Zac directly on 0468 068 886