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systems and automation

Business systems
for Perth small business.

Good systems are the quiet difference between a business that runs and one that's run off its feet.

We set up and connect the tools you already use, automate the follow-ups that slip through the cracks, and write the processes down so your team does things the same way every time.

We've built systems in CRMs, job management software and everyday tools like Wix and Google Workspace, and we always start with what you already have.

Image by Amy Clark

What we can set up

aka: you're typing the same details into three places, and the process lives in one person's head.

We start with the tools you already pay for and make them work together. Leads get followed up on time, jobs move through clear stages, and your team always knows what's next.

CRM & Job Systems

  • Setup and clean-up

  • Stages, queues and badges

  • Built around how you work

Lead Source Tracking

  • Know where every job came from

  • Carried through to reports

  • Better marketing decisions

Automated Follow-ups

  • New lead chasers

  • Quote follow-ups

  • Drip emails and SMS

Processes & SOPs

  • Workflows mapped

  • Step-by-step procedures

  • Checklists your team will use

Connected Forms

  • Quote and enquiry forms

  • Fed straight into your CRM

  • Part-filled forms captured

Tasks & Handovers

  • Tasks on the right job

  • Assigned to the right person

  • Nothing left to memory

How it works

aka: small, tested changes, not one big overhaul.

We roll changes out in steps, test them with real scenarios, and make sure your team is comfortable before we move on. You'll always know what's changing and why.

Image by Covene

1. Review

  • How work flows today

  • Enquiry to final invoice

  • Where things get stuck

4. Train

  • Walkthrough for your team

  • Questions answered

  • Changes rolled out in steps

2. Map

  • What should happen at each step

  • Who owns each step

  • What can be automated

5. Document

  • Written SOPs

  • Checklists and templates

  • Easy to update later

3. Build

  • Tools set up and connected

  • Automations built

  • Tested with real scenarios

6. Ongoing Support

  • Tweaks as you grow

  • New automations added

  • Regular check-ins

Image by Hillary Black

Already have systems?

aka: you've got the software, but nobody's quite sure how it's set up.

Plenty of businesses pay for tools they only half use. We'll review your current setup, clear out what's not working and fill the gaps, without forcing a switch to something new.

Health Check

  • What you're paying for

  • What's actually being used

  • A list of quick wins

File Management

  • Digital filing structure

  • Shared drive setup

  • Easy to find and share

Clean-up

  • Duplicate contacts merged

  • Old stages and queues removed

  • Consistent naming

Policies & SOPs

  • Existing documents reviewed

  • Gaps filled

  • Consistent formatting

Integrations

  • Tools talking to each other

  • Less double entry

  • Fewer missed handovers

Reporting

  • Simple dashboards

  • Lead and job numbers

  • Information you'll actually use

Recent work

aka: proof that it works, from businesses just like yours.

A Perth trades business was losing time chasing leads by hand. We connected their CRM (Lana) with their job management software (ServiceM8) so the two work as one system.

Image by S O C I A L . C U T

New Lead Follow-up

Automated chasers follow up new enquiries, so leads don't go cold while the team is busy on site.

Lost Job Feedback

A lost-job workflow asks customers for feedback, so the team learns why jobs are lost.

Abandoned Quotes

Details from part-filled quote forms are captured and followed up, instead of being lost.

Website to CRM

Website quote forms feed straight into the CRM, so every enquiry lands where the team works.

Lead Source Tracking

Lead-source badges help track where every job came from, from first enquiry through to reporting.

Team Tasks

Follow-up tasks sit on the right job card, assigned to the right person, so nothing slips.

Systems questions

aka: the things everyone asks before they get started.

Still have questions? These are the ones we hear most often. If yours isn't here, get in touch and we'll happily talk it through.

Image by S O C I A L . C U T

Do I need new software?

Usually not. We start with what you already use and make it work harder. If something's missing, we'll recommend options.

Can you just write our SOPs?

Yes. SOPs, checklists and policy documents can be a project on their own.

Which tools do you use?

We've built systems in ServiceM8, Lana, Wix and Google Workspace, among others. The principles carry across.

How is it priced?

Smaller jobs are charged at an hourly rate, larger projects are quoted upfront, and ongoing support can be on a retainer.

Will my team cope?

That's what the SOPs and walkthroughs are for. We roll changes out in steps, not all at once.

Can you work on-site?

Most work is done remotely, but on-site reviews can be arranged on request. Extra charges may apply.

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