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Workflow automations

The boring middle, done.The admin between the job and the money.

Quotes drafted, invoices sent, follow-ups on schedule, and the same entry written into every tool that needs it. You approve; it does the typing.

See what we build

Quote #1042 · $1,860

sent 9:20

Sent

Invoice #0987 · $640

cleared

Paid

Reminder · Fri 9:00

queued

Scheduled
01 — Capabilities

What it covers

Drafts from a message

A conversation becomes a quote or an invoice you can read in ten seconds and send with one tap.

Chases on schedule

Quotes and invoices get followed up on the days you decide, in your words, until someone replies.

Writes to the tools you own

Gmail, Calendar, HubSpot, Sheets, Xero. One entry, everywhere it belongs.

02 — In practice

quotes

Quote out the same day

The quote that goes out on Tuesday wins the job the quote that goes out on Friday loses. The agent drafts it while the details are still fresh.

  • Drafted from the conversation
    It pulls the scope out of what the customer already told you, priced from your own rates.
  • You approve before it sends
    Nothing leaves under your name until you have read it. Approval is one tap.
  • Follow-up already scheduled
    Three days later, then a week. It stops the moment they reply.

Quote #1042 · $1,860

sent 9:20

Sent

Invoice #0987 · $640

cleared

Paid

Reminder · Fri 9:00

queued

Scheduled
follow-ups

Nothing sits because the week got busy

Unanswered invoices, half-finished threads, the customer who said call me in a month. The agent keeps the list and works it.

  • Reminders that sound like you
    Polite, short, and different the second time. Not the same template twice.
  • Inbox triage before you open it
    Sorted into jobs, invoices, suppliers and noise, with the ones that need you at the top.
  • Escalates the awkward ones
    A dispute or an unhappy customer is yours, immediately, with the history attached.
Northside Plumbing· agent
demo
Quote #1042 · no reply for three days
Hi Dana, checking you got the quote for the hot water swap. Happy to answer anything on it.
agent · 9:00 am
Sorry, missed it. Can we do it next week?
customer · 9:26 am
Handed to you: they want to book. Follow-ups stopped.
sync

One entry, written everywhere

The double-entry between calendar, CRM, spreadsheet and accounting is where small businesses lose their evenings. It is also the easiest thing to hand over.

  • Your accounts, not ours
    It works inside the tools you already pay for. Nothing to migrate, nothing new to learn.
  • Same job, same details
    Customer, address, price and dates match in every system because they were written once.
  • A log you can audit
    Every write is recorded with a time and a source, so a wrong entry is findable.
GmailGoogle CalendarHubSpot
Google SheetsXeroMicrosoft Excel

03 — Handoff

How the handoff works

An automation only earns trust if you can see what it did and stop it. Anything that leaves under your name waits for your approval, every write is logged with a time and a source, and one switch pauses a workflow without breaking the rest. When a customer replies to a follow-up with something the agent should not answer, the thread stops and lands in your inbox instead.

Activity log

18:42call answered
18:43job booked · Mon 8:00
18:43confirmation sent
18:51outside brief · stopped
18:51handed to you

Questions about workflow automations

4 questions

Do I have to approve everything?
You choose. Most clients approve anything that goes out under their name and let reminders, syncing and internal notes run on their own.
What if it writes something wrong into my CRM?
Every write is logged with a time and a source, so it is findable and reversible. We test against your real records before anything goes live.
Which tools can it work with?
The ones small businesses actually run: Gmail, Google Calendar, HubSpot, Sheets, Xero, Excel, WhatsApp, Stripe. If yours has an API, it can usually be added.
Can I turn a workflow off?
Yes, one at a time, without touching the others. It is your account and your switch.
04 — Related

Related

Front-desk agentsAnswer, qualify, book.

Front-desk agents

A receptionist that never puts anyone on hold.

Internal copilotsYour rules, answerable.

Internal copilots

Everything your team keeps asking you, answered from your documents.

Use casesSix trades, one template.

Use cases

The jobs trades, clinics, shops, agencies and consultants hand over first.

We build the agent. You keep running the business.

Tell us what eats your week. We’ll tell you what an agent can take off it.

usually replies same day