Quotes out the same day.
Quotes built from your price list and job notes, sent for online acceptance or e-signature. You approve each one before it goes.
Automate · Stage 03
Back-Office Automation
The admin that eats your evenings, handled.
Back-office automation connects the administrative systems a business already runs — quoting, invoicing, scheduling, reporting — so information moves between them without anyone re-typing it. It targets the work that happens after hours, not the work customers see.
The specific work this removes
Quoting from a template and re-entering the same details into accounting. Chasing an unpaid invoice manually. Re-keying a booking into a calendar and a job sheet. Building the same client report every month from the same four places. None of these are hard — they’re just relentless.
The honest limit
Automation works where systems have a way to talk to each other. If your core system is a piece of desktop software with no integration options, some of this genuinely can’t be automated, and we’ll say so rather than quote for a workaround that breaks in three months.
Who this is for
An owner-operator doing admin after hours, or a small team where one person has quietly become the bottleneck for everything administrative.
What's included in our back-office automation
Accepted quote to job to invoice, without retyping.
Accepting a quote creates the job in ServiceM8, Tradify or your calendar. When the job is marked complete, the invoice appears in Xero or MYOB.
Polite, persistent invoice chasing.
Reminders at 3, 7 and 14 days overdue that stop the moment the invoice is paid. Anything still unpaid is passed to you.
Bookings, reminders and rebooking.
Confirmations, SMS reminders a day or two before appointments, and rebooking prompts, connected to Cliniko, Halaxy, Nookal or Google Calendar.
Client onboarding on autopilot.
Intake forms with a privacy notice, documents collected, agreements signed, a welcome email sent, and folders and tasks created.
Client reports sent for you.
Progress or job-completion reports sent automatically on your schedule.
A person checks what matters.
Approval steps before money, prices or promises go to a customer.
Failure alerts and a fallback.
If a step fails, you're told straight away and the customer still gets a response.
Starting kits for your industry.
A tradie flow (enquiry, quote, job, invoice, review request) and a clinic flow (intake, reminders, rebooking, review request), adapted to how you work.
An SOP and a video for every workflow.
What it does, where to change it and how to pause it.
You own: every workflow, in your accounts.
Paid directly by you: software and SMS costs, estimated up front.
How we work
- Week 1
Pick the first workflow
Usually the one that eats the most hours. We map it and record today's time.
- Weeks 1–2
Build and test
Using real quotes, jobs or appointments from your business.
- End of week 2
First workflow live
- Weeks 3–5
Next workflows
Variations, routing and the rest of the process, one step at a time.
- Day 30 after launch
Measure
Hours saved against the starting time.
- Week 6
Handover
SOPs, videos and training for your team.
The first workflow is usually live within two weeks. A full rollout takes 4–6 weeks.
Working with us
- You deal with Prasenjit, the founder, from the first call to handover.
- Our team is in Kolkata, India. Calls run 11 am–8 pm Sydney time. We keep working after your day ends, so small changes are often ready by the next morning.
- We reply within one Australian business day.
- We write for Australia. Copy and campaigns use Australian English and are checked against the ACCC, Ahpra, Spam Act and Privacy Act rules that apply to your business.
- You own your accounts. We work inside accounts in your name, and you can remove our access at any time.
Frequently asked questions
Will this work with the software I already use?
Usually. Xero, Google Workspace, Microsoft 365, most modern CRMs and job management tools all connect. We check before quoting, not after.
What happens if an automation breaks?
They're built to surface failures rather than fail silently — you get notified, not surprised by a missing invoice three weeks later.
Do I need to change how my team works?
Some, but the goal is fewer steps rather than different ones. We document everything and train your team before handover.