AI for Operations
AI for Operations gets the person running your operations around 10 hours a week back, because the Monday numbers report builds itself, every crew gets a written handover and suppliers get chased without anyone picking up the phone.
Free · 30 minutes · Yours to keep
Purchase order entry from email and PDF
Orders in by mid-afternoon go out the same day.
Sound familiar?
It's all up onthe office wall.
The same four headaches, pinned up every week and never quite sorted.
Half of Monday gone on a report
Someone pulls numbers from the job system, QuickBooks and two spreadsheets, pastes them into a template and emails it round. By the time it's done the morning is gone and the numbers are already a week old.
The crew finds out about the dog on arrival
The estimator knows the customer has a dog and a tight driveway. The crew finds out when they pull up. Every time a job changes hands, from sales to the crew or from one shift to the next, something gets dropped.
Thirty chasers a week
Has the order been confirmed? When's the delivery? Did the sparky send his insurance certificate? Each question is one email or call, and there are about thirty of them a week.
It's all in one person's head
When the van inspection is due, how a new starter gets set up, which licence renews in March. It works fine until that person is on holiday or leaves.
The automations
45 automations we buildfor Operations.
Click any one to read exactly how it works: the steps, the software it runs in, and where you sign off. There's enough on each page to build it yourself, or we build it with you.
And 42 more, biggest saving first
- Supplier and subcontractor follow-up4 hrs a week
- RFI and submittal tracking4 hrs a week
- Shift output and yield reports4 hrs a week
- Billable hours chasing4 hrs a week
- Weekly numbers report3 hrs a week
- Job handover notes3 hrs a week
- Project status updates3 hrs a week
- Meeting notes to actions3 hrs a week
- Open task and blocker sweep3 hrs a week
- Staff requests and fault reports3 hrs a week
- Warranty and callback tracking3 hrs a week
- Compliance certificate tracking3 hrs a week
- Non-conformance tracking3 hrs a week
- Resourcing and capacity3 hrs a week
- Emails into tasks3 hrs a week
- Delivery tracking3 hrs a week
- Decisions waiting queue3 hrs a week
- Daily production schedule notes2.5 hrs a week
- SOP upkeep2 hrs a week
- Inventory and stock checks2 hrs a week
- Compliance and renewal reminders2 hrs a week
- New starter onboarding2 hrs a week
- Daily checklists and safety sign-offs2 hrs a week
- Deadline and limitation tracking2 hrs a week
- Shift handover brief2 hrs a week
- Maintenance and housekeeping requests2 hrs a week
- Daily office brief2 hrs a week
- Team chat catch-up2 hrs a week
- Weekly customer service report2 hrs a week
- Budget versus actual tracking2 hrs a week
- Licence and certification expiry tracking2 hrs a week
- Policy and training sign-offs2 hrs a week
- Capacity and overtime view2 hrs a week
- Weekly KPI digest2 hrs a week
- Team meeting agendas2 hrs a week
- Weekly updates from your managers2 hrs a week
- Weekly team update1 hr a week
- Year-end and tax-season checklists6 hrs a week in season
- Month-end pack4 hrs a month
- New-starter paperwork3 hrs per hire
- Monthly staff report3 hrs a month
- Supplier scorecards4 hrs a quarter
Hours back are typical, not promised. Yours get worked out on the call.
What it's worth
$35,650
a year back in the business, typically
15.5 hours a weekoff your desk.
In a typical week these jobs take 20 hours. Your elves take 15.5 of them. Here's the sum, shown in full, at a modest $50 an hour.
- Building the weekly numbers report3.5$8,050
- Supplier and subcontractor follow-up4$9,200
- Writing job handovers2$4,600
- Meeting notes and chasing actions2.5$5,750
- Project status updates2$4,600
- Tracking renewals and compliance dates1.5$3,450
15.5 hours back a week × 46 working weeks × $50 an hour
- Monday 8am
- last week's numbers in your inbox
- 60 days
- warning before any licence or policy lapses
- 1-2 wks
- to your first piece running
Typical figures, not a promise. Your free live build gives you your own.
You sign off
Supervised first.Hands-off only where you say.
Your elves draft, sort, chase and remind. Anything that can't be undone, or that speaks for the business, waits for your OK.
- 01
The first few weeks
Supervised
Every draft waits for your OK before it goes anywhere.
- 02
Once you trust it
Routine ones go out
Only the kinds you pick go out on their own. The rest still wait.
- 03
From then on
Check-ups
We look after your elves and adjust them as the business changes.
At every stage
It won't be perfect. That's why a person sees anything that matters.
Purchase order entry from email and PDF
A person checks and releases every order.
Customer order intake
A person releases every order.
Your software
Keep the software you pay for.Your elves work inside it.
Every job on this page runs inside software you already use. Your team keeps working the way it does now.
The number on each is how many of the 45 jobs on this page run in it.
Using something else? We build into that instead. See all the software we work with.
Your business
- 34Google Sheets
- 8QuickBooks
- 6Xero
- 14Jobber
- 7ServiceTitan
- 23Outlook
- 32Gmail
- 3Fathom
How it starts
See it working before you pay a cent.
It starts with a free 30-minute call. We build one real thing with you, on your own work, so you see exactly what this does. If there's more worth doing, you get a plan and a price in writing.
01 · 30 minutes
Free live build
Bring one job, say weekly numbers report. We build it with you on the call. It's yours, whatever you decide.
02 · In writing
Your plan
What we'd build next, the hours it should save each week and the price, in writing.
03 · Built for you
We build it
Around how your business already works, inside your software. You sign off before anything goes live.
04 · Your call
Hand over or keep improving
Take it over with video guides for everything, or keep us on monthly to improve it and build what's next.
- What does it cost, and how long does it take?
- A first operations build is usually live in one to two weeks, and a person checks its work until you're happy to let it run. The price depends on how many jobs and systems are involved, and it's in the written proposal you get within 48 hours of the free live build.
Free, 30 minutes, and what we build is yours.
Already know what you need? Ask about a one-off build or a retainer.
Related pages
Same jobs,built for your industry.
Each page shows how we build these jobs for one kind of business.
FAQ
What owners ask us first.
Something we haven't covered? Ask it on the call.
Our numbers live in spreadsheets only one person understands. Can you work with that?
Yes, and it's common. During the build we sit down with the person who understands the spreadsheets, write down where each number comes from, and set the weekly report to pull from the same places. The handover pack explains it in plain English, so your numbers stop depending on one head.
We use Jobber (or ServiceTitan, or Procore). Does this replace it?
No. Jobber, ServiceTitan or Procore stays where jobs are booked and tracked. We read from it and, where it makes sense, write notes and tasks back into it, so your team keeps working in the screens they already know.
Will suppliers and subs know the follow-ups are automated?
Supplier and subcontractor follow-ups come from your normal email address, in your words, short and specific. Most suppliers just notice you ask once, clearly and on time. Anything that turns into a negotiation or an argument goes to a person.
Does our business data leave our systems?
No. Operations data stays in accounts you own, with access limited to the inboxes, folders and systems each job needs. Every permission is listed in the handover pack, and you can switch any of them off yourself.
Will this replace my operations manager?
No. The automations take the copying, chasing and report-building off your ops manager's plate, around 10 hours a week in a typical business. Most owners find their ops manager finally has time for the job they were hired to do, like fixing the process that keeps causing callbacks.
We don't have any SOPs written down. Is that a problem?
No, most businesses we talk to have none. Part of the build is writing down how things are really done, and the SOP upkeep build can keep those documents current as the work changes.
What does it cost, and how long does it take?
A first operations build is usually live in one to two weeks, and a person checks its work until you're happy to let it run. The price depends on how many jobs and systems are involved, and it's in the written proposal you get within 48 hours of the free live build.
Next step
Take one job off your desk this week.
Every week you wait is another week of the same jobs done by hand. Book a free 30-minute live build and leave with your first elf working.