Between the customer’s request and the invoice there are a dozen hand-offs. Each one costs a day.
Sound familiar?
- Bookings taken by phone and copied into the schedule
- Job sheets and proof of delivery on paper or photos in WhatsApp
- Invoices raised days after the job
- Customers phoning to ask ‘where is the driver’
- Compliance documents expiring unnoticed
What we build
Booking and dispatch assistant
Takes requests on web, WhatsApp and email, checks capacity and zones, books the slot, and dispatches with confirmations to the customer and crew.
On-site capture to invoice
Mobile forms with photos, signatures and parts used; the job closes, the invoice is generated and sent, and the record is filed.
Fleet, scheduling and accounting integration
Scheduling, telematics, stock and accounting connected with queues, retries and alerts.
Operations brief and compliance agent
Daily view of jobs, delays and margin; an agent that watches licences, insurance and vehicle documents and chases renewals.
An example workflow
Job completion to cash
The crew photographs the signed job sheet; the office types it into the system a few days later and raises the invoice at month end.
The crew completes a mobile form with photos and signature; the invoice is generated, sent and reconciled automatically, and the customer receives the report the same day.
What changes: invoices out the same day; fewer disputes because the evidence is attached.
Human review rules
- Nothing customer-facing — a reply, a document, a payment, a record change — leaves the business on an AI decision; a named person approves
- AI steps receive only the fields they need through business-tier APIs that do not train on your data
- Every workflow ships with logging, retries, alerts and an owner
- We say so when a form, a rule or a direct integration is the better answer
What it costs
Your workflows inventoried, risks listed, options priced. 5–8 working days.
A workflow sprint, intake system or integration, scoped in writing, live in two to five weeks.
Monitoring, fixes and a monthly health report. Cancel any month.
All prices in USD, fixed in writing before work starts. Nothing outside the agreed scope is worked on or billed without your written approval; anything that does not run as scoped is fixed free for 30 days after go-live.
Questions
Which scheduling and fleet systems?
ServiceM8, Jobber, Simpro, Tradify, Fergus, Workiz, Samsara, Geotab, Onfleet; Xero, QuickBooks, MYOB; and anything with an API.
Do crews need new apps?
Usually a mobile form link or your existing job app; no logins to learn. Photos and signatures are captured in the flow.
Can customers track the job?
Yes — status messages by SMS or WhatsApp at booking, en route, complete, and a report with photos at the end.
What about paper we cannot avoid?
Photograph it; the document pipeline reads and files it, and anything unclear goes to a person.
Do you need access to our systems?
Only what the workflow touches, requested in writing, granted to a named account, documented and removable at any time. Credentials stay in your accounts; we never keep copies.
What if automation is not the right answer for us?
Then the review says so. Many problems are solved better by a form, a rule or a direct integration than by an AI model — and those cost less.
Do we own the workflows if we stop working with you?
Yes. Everything is built in your accounts and documented; leaving never means losing the system.
Next step
Request a Reliability Review and we confirm scope and price in writing within one working day — or map one workflow in the free Process X-ray first.