Here's What It Actually Does.
No jargon. No fluff. Every feature saves you time, recovers revenue, or eliminates busywork. Most do all three.
10 things that used to eat your evenings.
Each one saves time, recovers money, or both. Your evenings go back to being yours.
Missed Call? Still a Lead.
A $500 job shouldn't die because you were under a house.
You're on the tools. Phone rings. You can't answer. With Admin Substitute, that caller gets an instant SMS, their details get logged, and a follow-up queues automatically. The job stays alive even when your hands are full.
- Instant SMS auto-reply to missed calls
- Lead auto-logged with source tracking
- AI urgency scoring, hot leads flagged first
- Follow-up reminders so nothing falls through
An AI Receptionist That Answers Every Call
A real voice on the line 24/7, booking jobs while you're under a house.
Get your own AI phone number that picks up in a natural voice, works out what the caller needs, books the job straight onto your calendar, and texts you a summary. No voicemail tag, no $89/week answering service, and no lead going to a competitor because you couldn't pick up.
- Your own local or mobile AI phone number
- Natural voice that qualifies every caller
- Books firm jobs straight onto your calendar
- Texts you a summary after every call
- Logs the lead with a full call transcript
Quotes in Minutes. Not from the Couch at 10pm.
Your job notes go in. A proper quote comes out. You just check it and hit send.
Feed the AI your job details and it drafts a professional quote. Materials, labour, margins all calculated. You review it, tweak if needed, and send. Done before your competitor even returns the call.
- Auto-draft quotes from lead data & job notes
- Margin calculator built in so you know your profit
- Professional templates with your branding
- Quote win/loss tracking & insights
Stop Chasing Money You've Already Earned
Invoices that send themselves. Payment links that close the loop.
One click turns a quote into an invoice. SMS payment links mean clients can pay on the spot. Automated chase sequences handle the overdue stuff. No more awkward phone calls three weeks later.
- One-click quote → invoice conversion
- SMS payment links (Stripe-powered)
- Automated 3-tier overdue reminders
- Per-job profit breakdown & tracking
Take Deposits. Bill in Stages. Get Paid on Time.
Lock in a deposit before you start, then bill the rest as the job runs.
Add a deposit to any quote and the client pays before you lift a tool. Break bigger jobs into milestone payments so cash flows in as the work progresses. Keep a card on file and auto-charge the balance the moment a job is marked complete.
- Deposit % or fixed amount on any quote
- Milestone payment plans for staged jobs
- Card on file for returning clients
- Auto-charge the balance on completion
Xero Sync. Two-Way. Set and Forget.
Your books stay clean without you touching them.
Invoices, customers, payments, line items. All synced both ways with Xero automatically. No double-entry. No end-of-quarter panic. Your accountant will genuinely enjoy working with you for once.
- Bidirectional invoice & payment sync
- Customer records auto-matched
- Line items & tax codes mapped correctly
- No Zapier required. Native integration
Follow-Ups That Run While You Sleep
Reminders, check-ins, review requests. All on autopilot.
Appointment reminders go out the night before. Quote follow-ups chase at the right interval. Job completion triggers a review request. Your clients feel looked after. You didn't lift a finger.
- Appointment & job reminders (SMS + email)
- Smart quote follow-up sequences
- End-of-day summary SMS to clients
- Weather-smart scheduling alerts
Compliance Sorted. In Seconds.
SWMS, checklists, and audit docs. Generated for your trade and state.
Safe Work Method Statements, chemical logs, compliance checklists. All generated specific to your trade, your state, and the job you're on. Never scramble for paperwork before a site visit again.
- State-specific SWMS generation
- Trade licence & insurance verification
- Job completion checklists with photos
- Chemical handling logs (pest control)
The Compliance Logs Your Trade Actually Needs
Chemical logs, refrigerant handling, test & tag. Sorted and exportable.
Pest controllers log chemical applications. Fridgies track refrigerant charge and recovery. Sparkies keep test & tag registers. Purpose-built record types for your trade, all searchable and one click from a CSV export when the auditor comes knocking.
- Chemical application logs (pest control)
- Refrigerant charge & recovery records
- Test & tag registers
- One-click CSV export for audits
Every Certificate, Filed Against the Job
CCEW, COES, gas & plumbing certs. Stored where you'll actually find them.
Upload the signed certificate of electrical safety, gas compliance cert, plumbing cert or warranty straight onto the job it belongs to. No more digging through emails or the glovebox two years later when a customer needs a copy.
- CCEW, COES & certificate of compliance
- Gas & plumbing compliance docs
- Warranties, SWMS & test-tag certs
- Attached to the job, downloadable anytime
See Your Week. Dispatch Your Team.
Drag, drop, done. Revenue overlay shows which days actually make money.
Drag-and-drop scheduling that works for one-man-bands and 25-person crews alike. Revenue overlay shows you which days are profitable. Customer self-booking links mean fewer phone tag sessions.
- Drag-and-drop job scheduling
- Revenue overlay per day/week
- Customer self-booking calendar
- Team dispatch & availability tracking
Know Every Unit You've Ever Installed
Track the gear at each site and get told when it is due for a service.
Log the aircon, hot water system, solar inverter or pump you installed at each client, with make, model, serial and install date. Set a service interval and Admin Substitute reminds you when it is due, turning one-off installs into recurring service revenue.
- Asset register per client & site
- Make, model, serial & install date
- Service-due reminders on your dashboard
- Full service history against each unit
Works from the Cab of Your Ute
Phone, tablet, desktop. No app download needed.
Create quotes on site. Send invoices from the job. Check your schedule between appointments. It's a web app that works beautifully on whatever screen you've got in front of you.
- Responsive design for phone, tablet and desktop
- Create quotes & invoices on the go
- Photo capture for job records
- Works offline with smart sync
Plugs Into Everything You Already Use
If you use it, we probably connect to it. 100+ and counting.
Stripe for payments, Xero for accounting, Twilio for SMS, Google Calendar for scheduling, and 100+ more. No ripping out what works. We just make your existing tools talk to each other.
- Stripe, Xero, Twilio, Google Calendar
- ServiceM8 & HubSpot connectors
- REST API for custom integrations
- Zapier-compatible for everything else
The Admin Person Who Never Calls in Sick
AI that handles follow-ups, replies, reminders, and chasing while you work.
Lead follow-ups run while you sleep. Email replies draft themselves. The system tells you what to do next. Quotes get chased, invoices get followed up, and reviews get requested. All without you opening a laptop.
- AI-drafted email & SMS replies
- Smart next-action recommendations
- Automated review request sequences
- AI business chat. Ask your data anything
Automations that grow your revenue while you sleep
These aren't just admin savers — they win you repeat work, referrals and reviews on autopilot. Switch them on and they keep earning in the background.
Upsell Engine
AI suggests add-on services to boost revenue
After a job wraps, AI reads the service type and customer history to suggest the right add-on — gutter clean after a roof repair, pest inspection after a reno — then drafts the follow-up message (and optionally a quote).
Customer Referral Program
Reward customers for sending you new business
Happy customers get a unique referral link by SMS. New leads are tagged with the referral source, and a thank-you fires automatically the moment a referral converts — you choose the incentive.
Booking Confirmations & Reminders
Confirm instantly, remind the day before
The second a job moves to Scheduled, the customer gets a confirmation text — then a friendly nudge about 24 hours before the appointment. Set and forget.
Smart Review Gate
Catch the happy ones for Google, the rest privately
Review asks go through a quick star rating first. Happy customers (4–5★) get sent straight to your public Google review link; unhappy ones (1–3★) land on a private feedback form that alerts you instead.
Requires Review Booster switched on
Job-Done Recap
A friendly summary sent the moment a job’s complete
Mark a job Completed and the customer gets a short, plain-English rundown of what was done — built automatically from your job notes and checklist.
Automatic Receipts
Branded receipts emailed the instant they pay
As soon as a customer pays online they get a clean, branded receipt by email — amount, what it was for, date and a PAID status. No more chasing paperwork.
Requires online payments connected
Customer Referral Nudge
Ask happy customers to refer a mate — automatically
After a customer leaves a happy (4–5★) rating, we send them a friendly “refer a mate” message with a link to your lead form — right when they’re happiest.
And there's more under the hood.
Every screen built for tradies who'd rather be on the tools than behind a desk.
Price Book
Saved service items, cost tracking and markup calcs that feed straight into every quote.
Analytics
Revenue trends, lead sources and conversion metrics — see exactly where the money comes from.
Jobs Pipeline
A kanban board that moves every job from Scheduled to In Progress to Completed.
Clients
A full client database with source tracking across Google, Facebook, Hipages and referrals.
Seen enough? Pick a plan.
Starts at $250/mo. That's less than a single day of casual admin wages. No lock-in.