- Quote
- Calendar
- Invoice
- Spreadsheet
Job admin
Job details typed into the quote, the calendar, the invoice and a spreadsheet someone built years ago. Four copies. One is always wrong.
AfterEntered once. Updated everywhere.
Automation and AI that your team will actually use
Most AI projects never pay off. I build the ones that do, for small and medium businesses across Perth.
Example job
#2041
Downlight install
Entered once. Sent to
- QuoteSent
- CalendarBooked
- InvoiceDrafted
- Job sheetUpdated
Re-typed 0 times13 min back
The problem
The tech was never the hard part
I've built plenty of automations nobody used.
The logic was sound. The build was clean. People went around them anyway, because I'd designed for the process on paper, not the one that happens when someone's behind and a client is waiting.
That's where it fails. Not the build. The handover, when a person has to trust a system enough to stop checking it.
Get it wrong and it dies in a folder. Get it right and it runs alongside you.
- Scoped
- Built
- Handed overMost projects are called finished here
- Used a year later
95%
of AI pilots return nothing measurable.
MIT Project NANDA, 2025
The models work. The handover is what fails.
What I automate
The admin eating your week
You don't need an AI strategy. You need to stop doing the same four jobs by hand.
125 hours
back, every year, from one process.That's three working weeks.
| Task | Now | Entered once |
|---|---|---|
| Quote | 6 min | 4 min |
| Calendar | 2 min | 0 min |
| Invoice | 5 min | 0 min |
| Job spreadsheet | 4 min | 0 min |
| Per job | 17 min | 4 min |
| Per week, at 12 jobs | 3.4 hrs | 0.8 hrs |
| Per year | 163 hrs | 38 hrs |
Illustrative figures for a business running 12 jobs a week. Your real numbers come out of the discovery session.
- Spreadsheet
- Accounts
Reporting
Half a day pulling the same numbers into the same format for the same meeting. Not hard work. Just work being done by a person.
AfterArrives on its own, ready to read.
- SMS
- Accounts
Chasing
Unpaid invoices. Quotes gone quiet. Paperwork that never came back. The follow-up everyone means to do and nobody has time for.
AfterFollowed up on time, in your words.
- Web form
- AI draft
Enquiries
The same questions answered by hand, dozens of times a week. Pricing, availability, what happens next.
AfterDrafted by AI in your voice. Checked and sent by you.
Australian workers report saving four to six hours a week with AI tools.
Most businesses can't say where those hours went. That's the part I measure.
How it works
Nothing's finished until it works for you
Four steps. You'll know the scope, the cost and the timeframe before any work starts.
Discovery session
Free, no obligation
A sit-down about how your business actually runs, not how it's meant to. You'll leave knowing what's worth fixing first, and what's fine as it is.
Solution and quote
I turn what you've told me into a plan built for your business, not a package off the shelf. You get a written scope, timeframe and quote, plus the hours it should hand back each week.
Build and deploy
I build it and put it in place within the agreed timeframe, checking in with you along the way and testing it on your real work, not demo data. It isn't complete until it works the way your team does.
Training and handover
I train you and your team until it's second nature. Handover only happens once I'm confident it'll keep running without me. Ongoing maintenance is there if you need it.
Still running a year later
Why me
One person, start to finish
- 9 years
- in media implementation
- Group director
- at a national agency
- Hundreds
- of campaigns a week through a QA process I designed
That QA process wasn't sophisticated. It stuck because it was built around how people work on their worst day, not their best one.
No platform to sell you. No lock-in contract. The person at your discovery session is the person who builds it, trains your team and makes sure it's still running a year from now.
Get started
Tell me what's slow
Describe the job that takes longer than it should. Here's what happens next.
- I reply within one business day.
- We find a time for your free discovery session.
- You leave knowing what's worth fixing, and what isn't.
enquiries@workflowsthatfunction.com.au
Perth based. Working with businesses across Australia.