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Back-office automation: invoicing, data entry and lead follow-up

Stop doing the office work after the real work is done.

We automate the admin that piles up after every job. Data entry, invoices, payment reminders, reports, email sorting and lead follow-up run in the tools you already use, and nothing goes to a customer until you’ve approved how it reads.

From $2,500 plus monthly software and usage fees See pricing Book a free discovery call

Know what you need? You’ll get a written quote after the call. No audit required.

Sound familiar?

  • Invoices go out days after the job, or only when a customer asks for one.
  • You type the same customer and job details into your job software, QuickBooks and a spreadsheet.
  • Quote requests, vendor bills and spam share one inbox, and the important ones get buried.
  • A lead fills out your web form and waits until you have time to call back.
  • Your weekly numbers live in your head because pulling a report takes an afternoon.

What we automate

  • Invoices from finished jobs

    When a job is marked done in your job software, a draft invoice appears in QuickBooks or Xero with the right line items. You approve it, or it sends under rules you set.

  • Payment reminders

    Polite reminders go out on the schedule you choose and stop the moment the invoice is paid.

  • Data entry between tools

    New customers, jobs and bills get copied from one system to the next, so nobody retypes them.

  • Vendor bills and receipts

    Bills that arrive by email get read, matched to the vendor and entered as drafts for you or your bookkeeper to approve.

  • Email sorting

    Incoming email gets sorted into quote requests, billing, vendors and the rest. Urgent messages get flagged to your phone. Suggested replies wait for your OK.

  • Lead follow-up

    New web and form leads get a reply within minutes, then a short series of emails until they book or say no. Only to people who contacted you, with an easy way to opt out.

  • A weekly numbers report

    Every Monday, a short summary of jobs done, invoiced, still unpaid and new leads, pulled from the systems you already use.

Your day, before and after

A job wraps up on a Friday afternoon

Example

Today

  1. Your tech finishes and texts you the details
  2. The paperwork waits for the weekend You type it into QuickBooks on Sunday night
  3. The invoice goes out Monday or Tuesday The customer has half forgotten the visit
  4. Nobody follows up on the unpaid invoice Payment comes in weeks later, if someone remembers to chase it

After

  1. Your tech marks the job complete in the app
  2. A draft invoice appears in QuickBooks Line items pulled straight from the job
  3. You approve it from your phone Or it sends on its own under rules you set
  4. The customer gets the invoice the same day
  5. Reminders go out until it’s paid They stop as soon as the payment lands
An illustration of a common setup. Yours follows your tools, your payment terms and your approval rules.

What it costs

The build is a one-time project. Running costs are what you keep paying the software vendors after we’re done.

One-time build

From $2,500 plus monthly software and usage fees

Every build gets a written, fixed-scope quote before work starts. See all prices and what moves them.

Estimated running costs Estimate

Automation platform (such as Zapier or Make) Free for light use, or about $10 to $70 a month as volume grows
AI usage for sorting email and reading bills Roughly $1 to $20 a month, depending on volume
Accounting and job software The plans you already pay for. If a step needs a higher plan, we flag it before you commit.
Monthly support from us (optional) See monthly support plans on the Pricing page

Estimates based on current vendor pricing. Your written quote names the exact tools and monthly fees before you commit.

How long it takes

About 2 to 4 weeks from approved quote to running, depending on how many tasks are included Estimate

Tools it commonly connects to

  • QuickBooks Online
  • Xero
  • Gmail and Google Workspace
  • Microsoft Outlook and Microsoft 365
  • Jobber
  • Housecall Pro
  • Square
  • Google Sheets and Excel
  • Your website’s contact form

We confirm your exact setup works before we quote. If something can’t connect, we tell you before you pay for anything.

When we’ll tell you not to do this

  • The task takes less than an hour a week. Automating it may cost more than it saves.
  • Your accounting or job software already does it with a setting you haven’t turned on, like recurring invoices or automatic payment reminders. We’ll show you where it is.
  • The way you handle the task changes every week. Settle the process first, then automate it.
  • Your books need cleanup first. An automation copies mistakes faster, so start with your bookkeeper.

A ready-made template or a built setup?

Off-the-shelf is enough when

  • You need one simple connection, like copying form leads into a spreadsheet. A ready-made Zapier or Make template can do it in an afternoon.
  • Your accounting software’s built-in reminders and recurring invoices cover what you need.
  • You’re comfortable fixing it yourself when a step breaks.

A setup built for you adds

  • Several steps across tools that stay in sync, like job software to QuickBooks to payment reminders.
  • Checks that catch missing prices, duplicates and typos before anything reaches a customer.
  • Approval steps, so nothing sends without your OK until you trust it.
  • Alerts when a step fails, plus written documentation, so errors get spotted and fixed early.

If a built-in setting or a ready-made template covers it, we’ll show you on the free call.

Rules we set up for you

Follow-up emails have legal rules, and getting them wrong lands on you. We build them in from day one.

  • No cold lists

    Follow-up emails go only to people who contacted you. We don’t set up automated emails to purchased lists or anyone who hasn’t reached out.

  • Unsubscribes that work right away

    Unsubscribes are handled automatically, and the person comes off every list.

  • Emails that follow CAN-SPAM

    Follow-up and marketing emails show your business name and a valid postal address, use honest subject lines, and include a working unsubscribe link.

  • A stop point

    The sequence stops when they reply, book or unsubscribe.

We configure this to follow the rules where you operate, but we’re not lawyers. Confirm anything specific to your business with your attorney.

The details

What the setup includes

  • A written list of the tasks we’ll automate, with what starts each one and where the data ends up.
  • Templates for invoices, reminders and follow-up messages, written with you in your own words.
  • Approval steps wherever you want them. Invoices and replies can wait for your OK until you trust them.
  • Alerts sent to you when a step fails, so errors get spotted early.
  • A one-page guide for your team: how to pause a step, change a message, and see what ran today.

What it won’t do

It won’t move money, change your prices, or send a customer anything you haven’t approved as a template or rule. It won’t email people who never contacted you. If something looks wrong, like a missing price or a customer who appears twice, it stops and asks a person. You can pause any part of it yourself.

Questions about this

All questions and answers

Do you work with QuickBooks or Xero?

Yes. QuickBooks Online and Xero both connect to other tools, which is what makes invoicing automation possible.

What we can set up:

  • Invoices from finished jobs. When a job is marked done in Jobber, Housecall Pro or similar, a draft invoice appears with the right line items. You approve it, or it sends under rules you set.
  • Payment reminders that stop as soon as the invoice is paid.
  • Vendor bills from email, entered as drafts for you or your bookkeeper to approve.
  • A weekly summary of what’s been invoiced and what’s still unpaid.

What we check first:

  • Your plan. Some steps need a particular plan. If yours needs an upgrade, we flag it before you commit.
  • Built-in features. If the reminders built into QuickBooks or Xero already cover it, we’ll show you where to turn them on.
  • Your books. If they need cleanup, start with your bookkeeper. An automation copies mistakes faster.

On QuickBooks Desktop? It connects differently and with more limits. We’ll tell you what’s possible on the call.

Will this work with the tools we already use?

Tools you already pay for come first. QuickBooks, Xero, Jobber, Housecall Pro, Square, Toast, Google Workspace and Microsoft 365 all allow connections to other tools in some form. Each service page lists the tools it commonly connects to.

Before we quote, we check your actual setup:

  • Your plan. Some tools only allow outside connections on higher plans. If yours needs an upgrade, the cost is in the quote.
  • Your data. Whether the details we need can be read and written where they need to go.
  • Built-in settings. If your software already does the job with a setting you haven’t turned on, we’ll show you where it is.

If something can’t connect, you hear it before you pay for anything. Sometimes the fix is a shared spreadsheet in the middle or one small manual step. We don’t push you to switch software unless keeping it costs more than moving.

Getting tools that don’t talk to each other to share details is the core of CRM and workflow automation.

Will this replace my employees?

Automation takes over tasks, not whole jobs. In a small business, few people do only data entry or only answer the phone. They fit those tasks in around the work that matters.

What changes day to day:

  • Your office manager stops retyping job details and chasing invoices.
  • Your techs stop playing phone tag about schedules.
  • You stop doing paperwork at 10 p.m.

What you do with the time is your call. You might take on more work with the same team, cut overtime, or get your evenings back. We don’t pitch automation as a way to cut staff.

Some things stay with people on purpose. Complaints, emergencies, pricing judgment calls and anything outside the rules you set go to someone on your team. Customers who want a person can always reach one.

See what back-office automation takes off your team’s plate.

Find out what’s worth automating, and what isn’t.

Tell us where your week goes. We’ll tell you what we’d fix first, roughly what it would cost, and whether you need us at all.

Book a free discovery call

30 minutes with a partner. No pitch deck, no obligation.

You’ll talk with one of the two partners, not a salesperson. Meet the partners.