Case study · Automation · 2025
Taking a service business off the phone
A family-run service company was drowning in scheduling calls and paper invoices. We rebuilt their operations around automated intake, scheduling, and follow-up.
- Role
- Process mapping, systems design, automation build
- Deliverables
- Workflow audit, Intake system, Scheduling automation, Invoice pipeline, Owner dashboard
- Built with
- Workflow automation, AI-assisted intake, CRM integration, Payments
The challenge
Every job began with a phone call, a sticky note, and a promise to call back. Quotes took days, invoices went out late, and the owner spent evenings on paperwork instead of estimates.
The approach
We mapped the whole journey from first call to final payment, then automated the repetitive segments: a structured intake form that qualifies the job, automatic scheduling with reminders, and invoices that send themselves when work is marked complete. The humans kept the judgment calls; the system took the busywork.
Where it landed
Intake now happens while the owner sleeps. Jobs arrive qualified, reminders cut the no-shows, and the invoice goes out the day the work is done. The owner got the evenings back.