Admin and automation
Stop doing the same admin twice
Quotes, invoices, reminders and the paperwork for each job. I set up your job software to take care of the repetitive bits.
Sound familiar?
The admin that waits for a quiet evening
Typed in three times
The same customer details go into the diary, the quote and the invoice.
Quotes from a blank page
Every quote typed out again, even for a job you do every week.
Late invoices
They wait for a free night, and so does your money.
Repeat work forgotten
A customer due a service next month books someone else.
Three everyday examples
Small set-ups that take a job off your list
Enquiry details entered once
A customer fills in your website form. Their name, address, job type and photos become a new job, so nobody types them again.
Needs a connected website.
Saved quote wording
Your job software builds the quote from your price list. Saved wording fills in what's included and what isn't. It can go out at the price you set.
Invoice reminders
If an invoice is still unpaid after the number of days you choose, a polite reminder goes out in your words. It stops when they pay.
Who does what
What runs on its own, and what waits for you
Automatic
Runs on its own
- Details moved from a form into a new job
- Quotes at the price you set
- Booking confirmation texts
- Your invoice, after you tap the job complete
- Unpaid invoice reminders
- Service reminders on the due date
Needs your OK
Waits for your OK
- Setting your prices
- Extras and unusual jobs
- Anything over a limit you choose
- Any step you want to approve
AI helps write the words. Automation moves details or sends an agreed reminder.
Want AI help with the wording too? I add it to your job software set-up: saved instructions that draft quote descriptions and replies in your voice, or Van Note Quotes, where a voice note you record once you've parked becomes a draft quote. Prices come from your price list. Or learn to do it yourself.
Your accounts
A link to Xero or QuickBooks Online
Invoices and payments can go from the tools you work in to your accounts, so nobody types them in again. Most job software, ServiceM8 included, lists links to both. I check whether your software links, test it on your account, and show you what goes across before it's switched on.
What goes across
Invoices, payments and customer details. In ServiceM8 the link can be set up so an invoice goes across once the job is complete and you approve it. I test it on your account first.
What stays put
Quotes stay in your job software until they become an invoice. Your accountant sees invoices and payments only.
Checked before it's switched on
I check your Xero or QuickBooks plan's limits before quoting.
Whatever you run the jobs on
Job software, online booking or card payments: if a tool you use has a link to Xero or QuickBooks Online, I check it on a free 20-minute look and tell you plainly what goes across before any price. Books kept in Sage or FreeAgent? I'll say at the start what does and doesn't connect.
Which software?
ServiceM8 first, others checked case by case
ServiceM8
I can set up ServiceM8 for you; on other systems I look first and tell you plainly. Job software set-up
Something else
Tradify, Fergus, Jobber and others
It starts with a free 20-minute look on a screen share, with you logged in, and I'll say whether I can offer a set-up.
Small fixes
One-off jobs, fixed price
Email set-up and checks
The settings that show your emails really come from you, checked and tested, so your emails are far less likely to land in spam.
from £100
Google Business Profile set-up
Claimed or fixed, with your trade, the towns you cover, services, photos and opening hours filled in.
from £150
Review requests
A text or email after each job with a one-tap review link, plus a QR code and a card for the van.
from £150
The steps
How it works
- Tell me what you needBy the form, a call or WhatsApp. I'll ask a few questions, or look at it with you on a 20-minute call.
- Fixed price, then I set it upSet up on your own logins, built around how you already work.
- HandoverYou see it working, get the logins and a short written guide, and I walk you through it.
Price approach
A fixed price for an agreed scope
You know the cost before I start.
I'm not VAT registered, so there's no VAT to add.
- Job software set-upfrom £750
- Small fixesfrom £100
- Call answering set-upfrom £395
- Call check, optionalfrom £30 a month
- Full price guide
Questions
Admin questions
I don't use job software yet. Can you still help?
Yes. A choice session (from £150) compares the main options against your jobs, with a written recommendation. If you pick ServiceM8, I set it up. For anything else, it starts with a free 20-minute look before any price.
Is it safe to use AI with customer details?
Yes, if you keep full names and addresses out of general AI assistants. A first name and postcode area is enough for the wording, and customer records stay in your job software.
Does it do my tax return?
No. I can set your software up so your records are tidy and ready for your accountant. The tax side stays with them.
What if something stops working?
If something I set up doesn't work as agreed, I put it right free. For 30 days after handover, anything that stops working is fixed free. After that, website fixes are covered by Hosting and care, and anything else is priced before I start.
Can I have a Google Business Profile without showing my address?
Yes. If you go to your customers, Google lets you hide your address and show the towns you cover instead. Google still checks a real address in private, and it doesn't allow virtual offices. Set-up is from £150.
Can you set up email with my business name?
Yes, on your own domain. The part most people miss is the settings that prove the email really comes from you, which keeps quotes out of spam. Setting those up and testing them is from £100.
Tell me
What's taking your time?
The job you'd most like gone, and the software you use now. I'll reply with what I'd set up first and a fixed price.
Call answering
Calls answered when you cannot pick up
I choose and set up UK AI call answering to suit your business, whatever software you use. Your wording, common questions and test calls. from £395 for set-up, with an optional Call check from £30 a month. You also pay the answering service each month on your own account, usually about £25 to £100 for a small trade. I confirm the exact cost before you agree.
See call answering set-up →