What we need to see
One repeatable process with its trigger, current handovers, required approvals and common failure cases.
Workflow automation · Trades & contractors
Stop Running Your Business from a Notepad.
Most successful trades businesses outgrow their tools. Spreadsheets, paper job cards, scattered emails, fine when you had 5 jobs a week, painful when you have 25. We build the workflow plumbing that scales with you: enquiry through invoice, all in one place, all automated where it can be.
Tell us the task, your current tools and where the work gets stuck. We will help you choose a sensible first scope.
The trades & contractors reality.
Enquiry comes in via the website. Goes into someone's inbox. They forward it to you. You ring back from site. Site visit booked. Quote written up in the evening. Sent next day. Job accepted. Materials ordered. Crew scheduled. Job done. Invoice raised three days later. Chased after 30 days. Every step is manual; every step has a chance to slip.
The work in context · Illustrative scenes
Start with the trades & contractors workflow.
Use representative inputs from the business to scope workflow automation. Agree what the system prepares and what a person needs to check.
Make the handover part of the build.
Test normal work, missing information and failures with the team, then hand over clear review steps and practical guidance.
Tuned for trades & contractors.
01
Enquiry → quote pipeline
Enquiry comes in, AI triages and drafts reply, survey booked automatically, photos and notes feed quote generation, customer gets quote same-day.
02
Quote → job → schedule
Quote accepted = job created with materials list, crew assignment, scheduled date. Materials auto-ordered from your supplier. Customer gets the schedule confirmation.
03
Job → invoice → payment
Job completed (signed off on phone) → invoice raised automatically with photos as evidence → payment chasing sequence kicks in at 14/21/30 days.
04
Customer comms throughout
Confirmations, day-before reminders, "we're on our way" updates, completion follow-up, review request. All on-brand, all personalised.
We integrate with what you have.
- CRM (Pipedrive, JobNimbus, ServiceTitan, custom)
- Quoting tools
- Xero / QuickBooks / Sage
- Supplier ordering portals
- WhatsApp Business / SMS
We check your software version, available API or export, access permissions and any supplier fees before quoting. If a reliable connection is not available, we will explain the practical alternatives.
Prove it on your own work first.
How we judge the pilot
Measure completion time, missed handovers and manual interventions for one workflow before extending it.
What stays in your hands
Agree who can approve each action and who receives failures. Keep a manual fallback for supplier or system outages.
Fixed fee, phased delivery.
£4,800-£18,000 depending on scope and existing tools
From £4,800excluding VAT
Workflow automation for trades & contractors
- Workflow audit + industry-specific spec
- Build, integrations, and tuning to your real data
- Deployment, handover and agreed access controls
- Hosting, AI usage and ongoing support quoted separately
Things people in this industry ask us.
01Will my office team need to learn new software?
They'll use the same CRM they use now, we just connect it to the rest of the workflow. The admin work shrinks; the tools stay familiar.
02What about jobs that go wrong?
Exception handling is built in. Materials don't arrive, crew can't make it, customer cancels, each routes to the right person with all the context they need. You spend less time chasing information when things go sideways.
03How does it handle CIS subcontractors?
If you use CIS subcontractors, their invoices route through the AP automation with CIS treatment applied correctly. Verification status checked. Payment terms tracked.
04Can we phase the build?
Yes, and we recommend it. Phase 1: enquiry triage + quote follow-up (typically 6-8 weeks). Phase 2: quote-to-job-to-invoice. Phase 3: supplier ordering. You see value progressively.
05What does ongoing cost look like?
Typically £250-£500/month for hosting and AI usage at trade-business volumes. That covers the model API, the integrations, and ongoing tuning.
Zoom out.
Related solutions.
Keep exploring
Turn the idea into a working system.
What could work
better for you?
A new website. More customers. Less admin.
Tell us where you want to get to. We will reply within one working day.