Typical automations for property and local service firms
| Task | Trigger | What happens automatically |
|---|---|---|
| Appointment confirmation | Client books a slot | Confirmation with date, address, access notes and what to prepare |
| Visit reminder | 24 hours before a visit | Reminder with a link to reschedule |
| Document request | New client or new job | Checklist of required documents with a secure upload link |
| Document chaser | Item still missing after a set number of days | Polite reminder listing only what is outstanding |
| Enquiry routing | Message via website or email | AI assistant answers common questions and passes the rest to the right person |
| Follow-up | Job marked complete | Thank-you note, invoice or next-service prompt |
AI assistants that answer and route
An AI assistant on your website or email can answer routine questions from information you approve, such as areas covered, what an inventory includes or how to reschedule, and collect the details your team needs before passing a request on. It is configured to hand off to a person when a question is outside its brief, when the client asks for someone, or when the matter involves money, complaints or anything sensitive.
Document processing
Where documents arrive as scans or photos, OCR can read the text and pull out fields such as names, dates or reference numbers, and template-based document generation can produce standard letters or confirmations from your data. Accuracy depends on the quality of the source, so we build in a review step rather than letting extracted data flow through unchecked.
How a project runs
- You describe the task: who does it now, how often, and where it goes wrong. A request through the contact page is enough to start.
- We map the steps, triggers, messages and stop conditions with you and send a written scope and quote.
- We build and test with sample data and your team, adjusting wording and timing.
- We switch it on, starting with a small group of clients if you prefer.
- You review results and request adjustments as agreed in the scope.
Checklist before automating a task
- Is the task frequent and done the same way each time?
- Do you know exactly when it should start and stop?
- Is there a clear rule for when a person takes over?
- Is the client information it needs already captured somewhere reliable?
- Can you describe what a good message looks like?
If the answers are mostly yes, the task is a good candidate. Our guide to reminders and follow-ups clients don't mind goes into timing and tone.
What automation will not do
It will not fix a process nobody has agreed on, and it should not make decisions that need judgement, such as disputes over deposits or repairs. We do not send unsolicited marketing on your behalf.
Common questions
Do automations work with the calendar or software we already use?
Often, yes, if the tool offers an API, webhooks or a supported integration. We check this during scoping and tell you in the written quote what will connect and what will not.
Can the AI assistant give wrong answers?
Any AI system can make mistakes, which is why it answers only from information you approve, hands off when unsure and is tested before launch. We recommend reviewing its conversations regularly at first.
Can we pause an automation?
Yes. Each automation can be paused or adjusted, for example during holidays or when a process changes. How changes are handled after launch is set out in the scope.