Software operations for small & medium business
A job enquiry lands at 4:52pm on a Tuesday. Someone spots it Wednesday morning. The quote goes out Friday. Nobody did anything wrong - the work just sat there, waiting for a human to move it. We find those gaps and close them.
One enquiry, start to finish. A sales example, because it is the easiest to see - but the same dead stretches show up in servicing, invoicing and reporting. The dashed sections are time nobody is working on it.
↑ Press After to see the same job with the gaps closed.
What we usually find
Most businesses we look at are already paying for good tools. Nothing carries work from one to the next, so a person does it - and people go home at five.
Once in the enquiry form, once in the CRM, once in the invoice. Every retype is a chance to get a phone number wrong.
If the answer to "where is that up to?" involves opening Slack and asking, the work is being tracked in people's heads.
Chasing a quote, asking for a review, sending the service reminder, building the monthly numbers. None of it screams, so all of it gets dropped in a busy week - and it's usually the cheapest revenue in the building.
How it works
A 20-minute call, then read-only access to what you already use. We map what actually happens across the whole run of a job - winning it, doing it, billing it, and what happens afterwards - not what the process document says happens.
Every handover, how long work sits at each one, and what that's costing. Then the three fixes worth doing first. It's yours to keep whether you hire us or not.
Built inside the tools you already pay for. We run it, fix it when it breaks, and change it when you change. One fixed monthly fee, cancel with 30 days' notice.
We build in the tools you already pay for
No affiliate deals, no reseller margins, no partner badges. If the right answer is the software you already have, that's what we'll build on.
Example workflows
Winning the job is only the first of them. Most of what we build sits after the sale - servicing, invoicing, reputation and knowing where you stand. These are patterns, not case studies; the numbers move with your volume.
The form fills the CRM record itself, assigns an owner, texts the customer to say you've got it, and drafts the quote from your template. A person still sets the price - they just stop doing the typing around it.
Follow-ups send themselves on a schedule you set, and stop the moment someone replies or accepts. Anything still open past three weeks lands on one list instead of in someone's memory.
Accepting a quote opens the job, books it in, creates the folder, sends the welcome email with the things you always have to ask for, and tells the team it's coming. Same checklist every time, whoever's on.
Anything that needs doing again - annual service, warranty check, filter change, six-month recall - books its own reminder the day the job closes. Eleven months later the customer gets a message with a link to rebook. It's work you've already earned, arriving without anyone chasing it.
Overdue invoices chase themselves - polite at a week, firmer at a month - and stop the second the money lands. You get one list of who's actually behind instead of scrolling through Xero. The awkward phone call becomes the exception rather than the routine.
The ask goes out a day or two after the work is done, while they're still pleased with you - not three weeks later when the feeling has faded. Anything unhappy routes to you privately first. Most businesses we look at have hundreds of good jobs behind them and about eleven reviews.
Everyone you quoted and didn't win, and everyone you haven't heard from in two years, is sitting in a list nobody opens. A short message to the right slice of it, four times a year, is the cheapest work you will ever win back.
The numbers you actually look at - jobs won, quotes outstanding, average job size, who's behind on payment - arrive on the first of the month without anyone building a spreadsheet. Same shape every time, so you can compare it to last month and mean it.
We don't resell any of these and nobody pays us to recommend them. If what you've already got will do the job, we'll tell you and build on it. Most businesses need three or four of these, not thirteen.
No slides. Walk me through how a job gets from first enquiry through to the service reminder a year later, and I'll tell you where it's sitting still. If the answer is "not much", that's a useful thing to know for free.
Pick a time →No slides. No obligation.