Job Completion Notification to Client
When your technician marks a job complete, the client instantly receives a professional summary with photos and a payment link. No phone calls, no handwritten notes, no chasing.
Weekly Appointment & No Show Report
Automatically compiles your weekly appointment data, calculates no show rates by provider and time slot, and delivers a clear summary every Monday morning so you can take action on the patterns costing you revenue.
Construction Job Costing Data Pipeline
Automatically pull labour hours, material receipts, and subcontractor invoices from separate systems into one live dashboard, so you know exactly where every job stands before costs blow out.
Contractor Timesheet & Payroll Summary
Automatically collect contractor timesheets, calculate gross pay with the correct rates, and deliver a ready to review payroll summary every pay period. No more chasing spreadsheets or tallying hours by hand.
Invoice to PDF and Auto Send
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.
Variation / Change Order Approval Workflow
When a variation is submitted on site, an automated workflow routes it through foreman scope confirmation, estimator pricing, project manager margin approval, and client sign off. Each step has a deadline with automatic reminders, and the contract sum updates the moment everyone signs.
Contract Expiry / Renewal Outreach
Automatically track every contract expiry date and send personalised renewal emails at 60, 30, and 14 days out, so no recurring revenue quietly disappears because someone forgot to follow up.
Timesheet Compliance & Billing Prep
A weekly automation checks every team member's logged hours, chases missing timesheets with escalating reminders, then aggregates billable time by client and project to prepopulate invoice line items in your accounting software.
Accounts Payable Processing Agent
An AI agent monitors your AP inbox, reads every invoice using OCR and vision models, extracts vendor details and line items, matches them against purchase orders, and creates draft bills in your accounting system. Discrepancies get flagged before they become problems.
Fee Disclosure Statement (FDS) Auto Generation
Automatically compile, generate, and send compliant Fee Disclosure Statements to every client on their engagement anniversary, with built in opt in tracking and follow up task creation for your advisers.
Invoice Payment Reminder Escalation
Automatically chase overdue invoices through a timed escalation sequence of emails, SMS, and internal alerts, so you collect faster without the awkward phone calls.
Clawback Risk Monitor for Upfront Commissions
Automatically tracks every upfront commission with an active clawback period, alerts you before the window closes, and gives you time to engage clients before a cancellation costs you thousands.
Journal Entry Approval Workflow
Automatically route manual journal entries above a dollar threshold to the right approver via Slack, Teams, or email. Approved entries post instantly. Rejected ones come back with notes. Every decision is logged for audit.
Insurance/Medicare Pre Authorisation Workflow
Automatically extract patient insurance details and procedure codes, assemble clinical documentation, submit preauthorisation requests to health funds, and track approval status so your billing team only steps in when something needs a human decision.
Automotive Repair Shop Parts Inventory to Supplier Reorder
Automatically track parts stock levels across your shop and trigger supplier reorders before you run out. No more shelf checking, no more emergency deliveries, no more technicians standing idle waiting on brake pads.
New Client Onboarding with Payment Setup
Automatically create client profiles across your CRM, accounting software, and payment processor the moment a deal closes. Payment collection is live before you've finished your coffee.
Parts Reorder Trigger Based on Inventory Thresholds
Automatically monitors your parts inventory levels and triggers purchase orders when stock drops below minimum thresholds, querying multiple suppliers for the best price so your bays never sit idle waiting on parts.
Trust/IOLTA Account Three Way Reconciliation Alerts
A daily automated workflow compares your trust account bank balance, client ledger balances, and internal trust ledger, then alerts your accounts manager the moment any figure doesn't match. Monthly, it generates a formatted three way reconciliation report ready for compliance records.
Employee Time & Expense Report Reviewer
An AI agent reviews every timesheet and expense report your employees submit, flags anomalies like budget overruns, duplicate receipts, and miscategorised expenses, then auto approves the clean ones. Your managers spend minutes on review instead of hours.
Quote Accepted to Invoice Conversion
When a client signs your quote, the invoice should already be on its way. This automation converts accepted proposals into invoices instantly, carrying every line item, tax rate, and payment term across to your accounting system without anyone retyping a thing.
Change Order Approval Workflow
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.
Automated Superannuation/Retirement Contribution Compliance Check
A workflow that checks every employee's superannuation or retirement contribution against the correct rate after each payroll cycle, flagging discrepancies with specific dollar amounts before they become penalties.
Invoice and Payment Setup on New Client Creation
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.
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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
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