Trades Automation Agency
Your Business Runs While You're on the Tools
You got into the trades to do the work, not to sit in a van at 7pm answering texts and chasing invoices. Two thirds of tradies have lost work because admin got in the way. We handle the office side so you can stay on the tools.
Three Steps to a Business That Runs Without You in It
No IT team required. No complicated software. We look at how your trade business actually runs, build the automations to handle the repetitive stuff, and make sure it all works before we hand it over.
We map where you're losing time and money
We look at how jobs come in, how quotes go out, how you schedule, how you invoice, and where cash flow gets stuck. Most trade businesses have 10 to 15 hours a week of admin that could be automated. At trade rates, that's over $20,000 a year back in your pocket.
We build your automations
New enquiry comes in at 9pm on a Saturday and it gets acknowledged instantly, logged, and queued for quoting. Quote gets accepted and the job is scheduled with client confirmation sent automatically. Job is done and the invoice goes out the same day, with payment reminders following up on their own. All connected to the tools you already use.
We test it and train your team
Everything gets tested with real jobs before it goes live. We stick around for 30 days to make sure nothing breaks and your team knows how to use it. You own everything. No ongoing fees unless you want maintenance.
Fifteen hours a week. That’s what we were losing to copying data between our CRM and our accounting software. Koray built an automation, and it dropped to zero.
Two hours a day, every day, moving data between our practice management system and Xero. Koray fixed it in a week.
It just runs. I keep waiting for it to break, and it doesn’t.
I was sceptical. Construction isn’t exactly a software industry but we were losing quotes because we weren’t following up fast enough
Koray set the whole thing up, walked us through it, and then it just worked.
Every enquiry gets a response in minutes and lands in the right pipeline automatically.
Tax season used to mean late nights moving client data between systems. This year, we didn’t do any of that.
You vs. An Office Manager vs. Invulnerable
Three ways to handle the admin. Only one works at 9pm on a Saturday.
| You (DIY) | Hire an Office Manager | Invulnerable . | |
|---|---|---|---|
| Responds to leads while you're on site | |||
| Works nights, weekends, and public holidays | |||
| No salary, super, or sick leave | |||
| Quotes sent within minutes of enquiry | |||
| Invoices sent the day the job is done | |||
| Chases late payments automatically | |||
| Connects your existing tools together | |||
| No lock in contracts |
An office manager handles one thing at a time. Automation handles everything at once. And it never calls in sick or takes annual leave.
Automations built for trade businesses
Thirty days after onboarding begins, an automated workflow surveys your client, pulls milestone data from your project tools, generates an AI written retrospective, and flags anyone who needs a recovery call. Every onboarding teaches the next one.
Capture scope changes on site, generate costed PDFs, route them through internal approval and client e signature, and log everything automatically. No verbal agreements, no lost paperwork, no payment disputes.
When a new contractor lands in your HR system or Airtable base, this automation generates a complete document bundle, sends it as a single signing package through PandaDoc, and updates your records the moment everything is signed.
When a deal hits the proposal stage in your CRM, this automation pulls the client name, scope, pricing, and line items, then merges everything into a branded template. The finished PDF lands back on the deal record and in the prospect's inbox without anyone touching a document.
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
A scheduled workflow scans your contracts database daily, flags renewals at 30, 14, and 7 day intervals, and sends tiered alerts to account managers and leadership so nothing expires unnoticed.
When a new client is created in your CRM, this automation builds their billing profile, generates the first invoice, sets up recurring payments, and sends a secure link to collect their payment method. No manual data entry between systems, no forgotten first invoices.
When a project is marked complete in your project management tool, this automation pulls billable hours and rates, generates a branded PDF invoice, and emails it to the client with payment instructions. A copy lands in the client folder without anyone lifting a finger.
When a new client record lands in your CRM with a signed engagement letter, a prefilled contract is automatically generated and sent for e signature. No copying, no delays, no forgotten clauses.
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
Automatically converts approved quotes into signed service contracts with warranty terms, payment schedules, and scope definitions. No manual paperwork, no verbal agreements, no disputes three months later.
An AI agent reads every email in your shared inbox, classifies it by type, and sends an appropriate response within minutes. New enquiries, support questions, billing issues, and spam all get handled automatically, around the clock.
Automatically draft personalised welcome emails for every new client using AI and their intake form data. Your team reviews and approves each one in Slack before it sends, so every client gets a warm, specific first impression without anyone spending 20 minutes writing it.
An automated agent monitors your Google and Yelp reviews, classifies each one by sentiment, drafts a response that matches your tone, and posts it. Negative reviews get routed to you for approval first. Your response rate stays near 100% without you writing a single reply.
Automatically send clients a confirmation with preparation checklists, intake forms, and documents tailored to their appointment type. They show up ready. You stay on schedule.
Automatically send a confirmation email at booking, a text the day before, and a final SMS an hour out. Clients show up, your calendar stays full, and your front desk stops making reminder calls.
Automatically generate a structured onboarding checklist for every new client, assign tasks to the right team members, track completion in real time, and escalate overdue items before anyone has to ask.
When a deal closes in your CRM, a timed sequence of personalised review requests goes out via email and SMS. Customers get a direct link to your Google review page while their experience is still fresh, and your team never has to remember to ask.
When a deal closes, this automation creates the project, sends the welcome email, builds the shared folder, books the kickoff call, and sets up billing. Every step adapts to the service package purchased, and your team never touches a spreadsheet.
Automatically collect insurance certificates, W9 forms, and safety questionnaires from new subcontractors, then validate compliance with AI before they set foot on site. No email chains, no chasing paperwork, no expired certificates slipping through.
When a deal closes in your CRM, this automation instantly provisions billing records, creates communication channels, assigns your delivery team, and sends the client a personalised welcome email with a booking link. No admin lag, no dropped handoffs.
Every quote request gets an instant reply and a short set of qualifying questions. By the time your estimator sees the lead, they already know the budget, timeline, and scope, so they spend their hours on prospects who actually convert.
An automated agent monitors your aging invoices, sends personalised follow up emails that escalate in tone based on how late the payment is, and alerts your team when human intervention is needed. You collect more of what you're owed without the awkward chasing.
Automatically chase overdue invoices through a timed escalation sequence of emails, SMS, and internal alerts, so you collect faster without the awkward phone calls.
I already use ServiceM8 / Tradify / Fergus. Why do I need this?
Those tools are great at managing jobs. They don't chase your quotes, follow up on unanswered enquiries, send invoices the day a job is done, or nudge clients who haven't paid. We automate the gaps between your tools so nothing falls through the cracks.
I'm not tech savvy. Will I be able to use this?
We build everything and train you on it. If you can use a phone and check your texts, you can use the system. Most of our trade clients are surprised how simple it is once it's set up.
Will it actually help with cash flow?
Late invoicing is one of the biggest cash flow killers in the trades. When invoices go out the same day the job is done, and payment reminders follow up automatically, you stop funding materials on your own card while you wait to get paid.
How long before it's up and running?
Most trade businesses are automated within 2 weeks. Simple workflows like auto quoting or invoice reminders can be live in days.
What does it cost?
Every job is different, but our builds are fixed price. You know the cost before we start. No hourly billing that blows out. The audit is free and gives you a clear scope before you commit to anything.
What happens after the 30 days?
You own everything. It keeps running without us. If you want us to maintain it, add new automations, or adjust things as your business grows, we offer retainer plans. No obligation.
What happens if something breaks or stops working?
We monitor your automations and get alerted when something fails. Most issues are fixed before you even notice. If something does need your input, we’ll reach out with a clear explanation and a fix ready to go.
Can it handle jobs with multiple stages and different trades on site?
We build workflows that track each stage of a job, notify the right people when their part is coming up, and keep your schedule updated automatically. It works whether you’re managing subbies or running your own crew.
My team won’t fill in apps or follow new processes. How do you deal with that?
We design automations that work around how your team already operates. If they send a text or take a photo, we can capture that and push it into your system. The less they have to change, the better it sticks.
Do I still own all my data if I stop using your service?
Everything is yours. We build on tools you control and your data stays in your accounts. If you ever walk away, nothing is locked behind our systems.
Can it handle quoting and follow ups so jobs don’t fall through the cracks?
We automate quote follow ups at intervals you choose, flag jobs that haven’t been accepted, and can even send reminders to customers who’ve gone quiet. No more lost revenue from quotes sitting in someone’s inbox.
Not ready to talk yet? Start here.
Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
Completely free.