Business type
Australian HVAC/service-style business with enquiries, sales follow-up, job activity and management reporting needs.
Main issue
Too much repeat admin across website leads, phone calls, job updates, onsite hours and reporting.
Approach
AI automation connected to business systems, mobile job workflows and phone/customer contact processes.
Outcome focus
Less manual follow-up, clearer ownership and management dashboards and automated reporting.
Manual handoffs became trackable workflows.
The goal was not to replace people with a black box. It was to remove repetitive admin, keep approvals and controls visible, and make everyday work easier to follow.
Website and phone leads
Inbound leads from the website and phone calls were captured, assigned to salespeople, qualified, and tracked through follow-up.
Mobile onsite workflows
Onsite hours captured through mobile job workflows, reducing later reconstruction and manual timesheet chasing.
AI phone assistant
An AI phone assistant helps route calls to the right department and answer common sales or support questions.
Management reporting
Management dashboards and automated reporting made operational activity easier to monitor without chasing updates.
AI automation was designed around the workflow.
The work was scoped around where admin was actually slowing people down: lead capture, assignment, follow-up, onsite hours, phone routing and reporting.
Important: we design AI automation around your existing business systems, controls, and approval points — not black-box replacement.
Have a manual workflow that should not need so much chasing?
Tell us where the repeat admin is: enquiries, phone calls, job updates, onsite hours, reporting or customer follow-up.
Discuss an AI workflow