Run · Workflow Automation
The admin that currently eats your evenings, done automatically
The agents are the voice. This is the plumbing behind them — the workflows that carry a job from first enquiry through quoting, booking, crew assignment, invoicing and the review request, without anyone adding it to a to-do list.
- Custom workflows built in n8n and Zapier
- Crews, kit and calendar with no conflicts
- Yours to keep — built in your own accounts
- 1EnquiryAuto
- 2Quote sentAuto
- 3BookedAuto
- 4Crew & kit assignedAuto
- 5Review askedAuto
One enquiry · zero admin
Each stage fires off the one before it. Nobody presses anything, and the kit is booked out with the crew — so two jobs cannot be sent out depending on the same extractor.
What it handles
Everything your front desk would do, minus the front desk
Enquiry to booked job, unattended
Form submitted, quote calculated and sent, slot accepted, job written, crew assigned, reminder scheduled. Each step fires off the one before it without anyone pressing anything.
Crew and route awareness
Bookings respect crew capacity, service zones and travel time between jobs, so the board fills up without producing a route nobody could physically drive.
No double-booking, ever
Availability is checked against live calendar state at the moment of booking rather than a cached copy, which is what makes conflicts possible in most setups.
Invoicing and payment chasing
Invoices drafted on job completion and polite reminders sent on the schedule you choose. Getting paid is admin too, and it automates just as well as booking does.
Equipment scheduled like a crew
A job needing the carpet extractor, the floor scrubber or lift access is only offered slots where that kit is actually free, so two crews cannot be sent out depending on the same machine. Servicing and restock reminders run on the same schedule, instead of living on a sticky note until something runs out mid-job.
Reporting that tells you something
A weekly summary of jobs booked, revenue by source and calls handled, sent to you rather than waiting in a dashboard you will not log into — and a monthly review where we go through the numbers ourselves and write up what to change.
In practice
One form submission, seven things happening on their own
This is the part clients consistently underestimate. The agent answering is the visible half; the automation behind it is what actually removes the admin from your evening.
- SystemWebsite form submitted — 4 bed / 3 bath, deep clean, Tuesday
- AgentQuote calculated from your rate card and sent by SMS and email within seconds
- ClientCustomer replies to accept the Tuesday 1pm slot
- SystemJob written into Jobber · customer record created · crew assigned by zone and capacity · extractor reserved
- SystemConfirmation sent · reminder scheduled for Monday evening · invoice drafted
- AgentReview request queued for Tuesday afternoon, once the job is marked complete
Getting it live
What setup actually involves
- 1
We map what you do now
A short call where you walk us through everything that happens between an enquiry arriving and a crew turning up. The gaps usually become obvious to you while you are describing them out loud.
- 2
We build it in your accounts
Workflows are built in n8n or Zapier under your own login wherever possible, so they belong to you rather than sitting inside a black box we control.
- 3
We test it until it is boring
Real bookings pushed end to end, including the awkward paths. Automation that fails silently is worse than no automation at all, so this stage is deliberately unhurried.
- 4
We hand it over documented
You get a plain-English map of what fires when and what to do if something stops. If you ever leave, the workflows stay with your accounts.
FAQ
Questions about this service
Also available
The rest of the front desk
Ready to stop missing calls?
See your own rate card quoted out loud on a live demo call. No contracts to sign, and nothing for your crews to learn.