Automations, set up and watched
Small business automation for the admin you do every week.
Invoice follow-ups, appointment reminders, the details you copy from one system into another. If you do it the same way every time, it can run on its own. We set it up and keep an eye on it.
find what to automate
Find the admin that could run on its own.
Four quick steps, mostly taps. Your answers build a brief as you go. Send it, and we reply with what we'd automate first and roughly what it would cost.
Which of these do you do by hand?
Tick everything that sounds like your week.
ideas for your business
Automation ideas for a small business.
Every automation is a when and a then. Here are nineteen, grouped by the part of the business they help. Count how many you still do by hand.
Getting paid
- whenA job is marked donethenThe invoice is drafted from the job details, ready for you to check and send
- whenAn invoice is a week overduethenA polite reminder goes to the client, and you get a note
- whenA deposit is paidthenThe booking is confirmed and the customer gets a receipt
- whenAn invoice is paidthenThe job is marked paid in your job list and closed
Customers
- whenIt's the day before an appointmentthenThe customer gets a reminder by text or email
- whenA job is finishedthenThe customer gets a thank-you with a link to leave a review
- whenA quote has had no reply for a weekthenYou're reminded to follow it up
- whenAn enquiry arrives after hoursthenThe customer gets a reply saying when you'll be in touch
- whenA customer's last service was a year agothenThey get a note that it's time to book the next one
Jobs and gear
- whenAn enquiry comes in through your websitethenIt lands in your job list, not only your inbox
- whenIt's 7amthenEach person gets their jobs for the day
- whenA tool is overdue backthenWhoever has it gets a nudge
- whenA job is bookedthenWhoever's doing it gets the details and the address
- whenA service or test-and-tag date is two weeks awaythenYou get the list of what's due
- whenA form is filled in on sitethenThe PDF is saved to the job and emailed to the client
Your own admin
- whenIt's Friday afternoonthenYou get the week on one page: jobs done, invoices out, money in
- whenA new client is addedthenTheir details go into your accounting software too
- whenA supplier bill lands in your inboxthenIt's sent on to your accounting software
- whenSomeone joins the teamthenThey get the same welcome checklist every time
- whenIt's the first of the monththenLast month's figures arrive in one email
what to automate
Three questions decide whether a task should run on its own.
A yes to all three, and it's worth automating. A no to any of them, and it stays with you, with a reminder if that helps.
It happens often
Weekly or more. Something you do twice a year isn't worth automating.
It's the same every time
If the steps change with the customer, it needs a person.
A mistake is cheap to fix
A late reminder is fine. A wrong invoice to your biggest client isn't, so that one stays with you.
part of a package
Included in Organised, AU$299 a month.
Reminders and follow-ups that send themselves, with your website and business app. Offered as early access.
questions
What owners ask us about automation.
Something else on your mind? Ask it in the free chat.
- What can a small business automate?
- Anything you do the same way, often: invoice reminders, appointment reminders, review requests, moving enquiries into your job list, daily job sheets, and copying details from one system into another. Anything that needs judgement stays with you.
- Do I need new software to automate things?
- Not always. Many automations connect the tools you already use. Where a piece is missing, such as a job list for enquiries to land in, we build it.
- How much does automation cost?
- Automations come in Organised, AU$299 a month, with your website and business app. Connecting the tools you already use, like Xero, is part of Tailored, from AU$499 a month. Every price is on our website packages page.
- What if an automation sends the wrong thing?
- You approve the wording of every message before anything goes out, and we test each automation before switching it on. If something needs to stop, one message to us pauses it.
- Is this AI?
- Usually not. Most admin worth automating is a plain rule: when this happens, do that. Rules do the same thing every time, which is what you want from something that emails your customers.
Rather just talk?
Skip the questions. Tell us the job that eats your week, and we'll reply within 1 business day to find a time for the free chat.