The scene

Take an illustrative plumbing company in Orlando: two people in the office, four in the field. A quote is written in the accounting software, exported as a PDF and e-mailed. Three days later nobody has followed up. The customer calls, says yes, and the job is written on the whiteboard. The job is done. Three weeks later, during a quiet afternoon, someone remembers the invoice, opens the quote, re-types the lines and sends it. Payment arrives a month after the work.

Nothing in this is a fault. It is what happens when four tools — an inbox, a quote, a whiteboard, an invoice — are connected only by a person who has other things to do.

Count what it costs you

Before automating anything, put a number on it with your own figures, not ours. Three steps are enough.

  • Count the quotes you send in a week. In the example: fifteen.
  • Time one of them from acceptance to invoice: re-reading the quote, re-typing the lines, checking the amounts, sending, and the reminder two weeks later. In the example: about twelve minutes, when nothing goes wrong.
  • Multiply. Fifteen quotes at twelve minutes is three hours a week — about one hundred and fifty hours a year of office time, before counting the quotes that were forgotten and the invoices that went out late.

If your number is well under an hour a week, an automation is probably not worth it yet, and we will say so on the call. The number tells you whether the next section is worth your time.

What the automated version does

One workflow, built on the tools you already use:

  • When a quote is accepted — a click in the e-mail, a signature or a reply — a job is created with the customer, the lines and the dates.
  • If a quote has had no answer after three days, then seven, a reminder goes out in your words, and you are told which ones are still open.
  • When the job is marked done, the invoice is drafted from the quote, line for line, in your accounting software. You check it and send it; nobody re-types anything.
  • If an invoice is unpaid at its due date, a polite reminder goes out, and a second one a week later.
  • Every step is logged, so you see what was sent, to whom and when.

The software does not change. The workflow connects your accounting software, your mailbox and your calendar; it does not replace them. The accounts stay yours.

What it costs

A single automated workflow is $690: a mapping call, a written plan with a fixed price, the connections, the build and tests with your real data, a supervised week on live work with every fix inside it, then training and written documentation. From the mapping call to the end of the supervised week, count about 12 working days.

  • A multi-step process, such as the one above with its reminders and its invoice, adds $600. A complex one, with several systems and rules, adds $1,800.
  • Each further simple workflow is $590.
  • Documents generated from your templates — a quote, a work order, an invoice — add $290. An AI step, to sort requests or draft a reply, adds $290.
  • A review of all your repetitive tasks, to decide what to automate first, is $390.
  • After launch, a follow-up is optional: $149/mo for up to three workflows, $249/mo for up to ten.

Billed separately: the subscriptions of the automation tools (Zapier, Make or n8n) and of your software, paid to their providers, and AI usage beyond small volumes. In September 2026, published plans of automation tools ran from $12 to $104 a month. For comparison, a simple workflow built by a specialist was published at $300 to $1,400, and at $1,000 to $7,500 at a small agency.

What we need from you

Four things, and the mapping call takes about an hour:

  • A walk through the process as it happens today, with a real quote and a real invoice.
  • Access to the tools the workflow touches: your accounting software, your mailbox, your calendar.
  • The wording of your reminders, or a yes to ours.
  • A week of normal work after launch, with someone who tells us what looks wrong.