Jump to: Compliance and registers · Quotes and price book · Jobs, bookings and schedule · Money view · Clients and pipeline · Knowledge base and procedures · Staff onboarding and training · Morning brief and reports · Inbox and admin · Suppliers, stock and purchasing · Marketing, reviews and content · Handover and owner-away
Live today: the register and the money page from Xero. Every run below is designed and on the roadmap; which ones are live for your stack is confirmed in writing before you sign, and nothing is sent by the board: a named person reads and sends every draft.
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Expiry warnings at 90, 60, 30 days | Daily, on the register | Email to the named person with the row and document linked | None needed; it only warns | Board | Google Sheets or Excel + Apps Script or Power Automate |
| Renewed ticket intake from the ute | Staff submits the phone form | Row updated, document filed, status recalculated | Office confirms the read of the photo | Board | Google Forms or Microsoft Forms |
| Subcontractor certificate request | 30 days before a subcontractor's document expires | Email to the subcontractor with the upload form link | Sent automatically; the certificate is checked by a person | Operator | Gmail or Outlook |
| Prequalification pack assembly | On request | A folder with the current version of every document, named to the portal's list | Owner checks before upload | Operator | Drive or SharePoint |
| Roster vs tickets check | Weekly, before the roster is published | List of anyone rostered on a task their ticket doesn't cover | Ops manager adjusts roster | Operator | Deputy, Tanda or a Sheet roster |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Quote drafted from a voice note | Voice note or a few lines sent to the inbox or form | Priced draft in your wording | Owner edits and sends | Board | Gmail/Outlook + Claude seat |
| Quote follow-up at day 10 | Quote log, daily | Follow-up drafted in your voice | Owner sends | Board | Quote log + Gmail/Outlook |
| Price-book update from a supplier rise | Supplier invoice filed with a changed unit price | Proposed new rate and the margin effect on open quotes | Owner approves the change | Operator | Inbox module + price book |
| Deposit invoice on acceptance | Quote marked accepted | Deposit invoice drafted in Xero/MYOB | Owner approves in the ledger | Operator | Xero or MYOB (draft only) |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Finished-not-invoiced flag | Daily | List of jobs completed with no invoice | Office invoices | Board | ServiceM8, Tradify, Simpro, AroFlo |
| Gap and waitlist match | Daily | Gaps in the next 3 days with waitlisted clients to offer | Front desk sends offers | Board | Cliniko, Halaxy, Mindbody, Square Appointments |
| Hours-over-quote alert | Daily | Jobs past 80 and 100 percent of quoted hours | Owner decides on variation | Board | Job platform + timesheets |
| Crew week view | Sunday evening | One page per person: sites, times, contacts, what to bring | None; it is a view | Operator | Any schedule export |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Debtor chase drafts | Daily | Reminder drafted per invoice, tone by customer history | Owner sends | Board | Xero, MYOB, QuickBooks (read-only) |
| Weekly cash and commitments email | Monday 6am | Cash today, due in and out over 30 days, the tight week flagged | None; a report | Board | Ledger read-only |
| Margin by job or category | Monthly | Table by job/category with the ones under target | Owner reads | Operator | Ledger with job tracking |
| Monthly accountant pack | 1st of the month | One PDF: P&L view, debtors, creditors, compliance status, notes | Owner checks and sends | Operator | Ledger read-only + Docs |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Enquiry capture into the pipeline | New email or form submission that looks like an enquiry | Pipeline row created, acknowledgement drafted | Owner sends acknowledgement | Board | Gmail/Outlook, website form, HubSpot or Sheet |
| Weekly follow-up list | Monday | Who to contact this week, with drafts | Owner sends | Board | Pipeline + Gmail/Outlook |
| Lost-reason prompt | Enquiry marked lost | One-line prompt for why; monthly summary | Owner answers | Operator | Pipeline |
| Source-of-enquiry report | Monthly | Enquiries and won jobs by source | Owner reads | Operator | Pipeline |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Answer from the Brain | Team asks the assistant | Answer with the page linked | None; it is read-only | Board | Claude, Copilot or Gemini seat in your account |
| Procedure review reminder | Review date | Reminder to the page owner | Owner updates | Board | Register |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Starter pack on hire | New starter added | Day-by-day first week, starter form sent, register rows created | Manager walks the starter through | Board | Forms + Brain |
| Training sign-off record | Sign-off form submitted | Training record updated per person | Supervisor signs | Board | Forms |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| The morning check | Daily 6am | Email: ACT / SOON / PLAN / OK with links | None; nothing leaves the business | Board | Claude seat in your account |
| Weekly one-page report | Friday | Cash, jobs, pipeline, people, compliance on one page | Owner reads | Board | Docs |
| Role views | Continuous | Owner, office, crew or floor see their own page | None | Operator | Board |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Invoice filing | Supplier invoice arrives | Filed to accounts folder, added to payables list, supplier price change flagged | Bookkeeper enters | Board | Gmail/Outlook + Drive/SharePoint |
| Certificate filing | Certificate arrives | Filed against the register row, expiry updated | Office confirms | Board | Gmail/Outlook + register |
| Routine reply drafts | Recognised routine email | Draft in the thread | Owner sends | Board | Gmail/Outlook |
| Unanswered-enquiry alert | Daily | Enquiries with no reply in 24 hours | Owner replies | Board | Gmail/Outlook |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Reorder point alert | Daily | Lines under reorder point with days of cover | Owner orders | Board | Square, Lightspeed, Shopify, Vend |
| Dead stock report | Monthly | Lines with no sale in 60 and 90 days | Owner decides | Operator | POS |
| Standing order reminder | Order cycle | Reminder with last order attached | Owner confirms | Board | Supplier list |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Review request after a job | Job completed with email on file | Request drafted with your Google review link | Owner sends | Board | Job platform + Gmail/Outlook |
| Review reply drafts | New Google review | Reply drafted in your voice | Owner posts | Board | Google Business Profile |
| Monthly content calendar | 1st of the month | Calendar with drafts for each post | Owner edits and posts | Operator | POS/job data + Docs |
| Automation | Trigger | Output | Human check | Level | Works with |
|---|
| Runbook regeneration | When the Brain or Board changes | Updated runbook | Owner reviews quarterly | Operator | Docs |
| Away-mode brief | Owner marks away dates | Brief redirected to the nominated person with decision rules | Nominated person | Operator | Board |
The rule that doesn't change
The system shows, flags and drafts. Anything that goes to a customer, a supplier or your books is checked by a person first. Each automation is agreed in writing before it runs and tested before it's trusted.
Get a price for your business → · Levels →
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.