Enquiries
Calls arrive while everyone is on the tools
Customer details and urgency are captured inconsistently, and follow up depends on someone remembering between jobs.
Trades & home services | Australia wide
AI automation for tradies, from the first call to the final invoice
VibeZero builds AI automation for plumbers, electricians, builders and other trade businesses in Perth and across Australia who lose time between the first call and the final invoice. We connect missed call capture, quoting, scheduling, job systems and payment follow up in a mobile first workflow that the office and the field can both use. Our AI consulting for tradies is built around the job system you already run.
We can help with customer communication and admin, but pricing, scope, safety, licensing and work quality decisions stay with you.
- Suggested starting point
- Get a missed enquiry into the job workflow
- Scope to agree
- A scoped enquiry workflow with job system handover and an escalation path
- What you bring
- The current enquiry process, your job system and the person who approves bookings
- Commercial model
- Scope and price agreed before paid workHow pricing works
Where the work jams
The work is on site. The lost margin is often between calls, quotes and invoices
A missed call becomes a lost opportunity, a quote sits in an inbox and a completed job waits for someone to reconstruct the paperwork. Practical automation can move each agreed event to the next responsible action.
Quotes
Requests and approvals sit across messages and inboxes
The office has to assemble scope, photos and job notes before it can prepare or chase the next step.
Scheduling
Availability is held in individual memory
Changes ripple through the day without one view of job status, location, skills, customer commitments and dependencies.
Invoicing
Completed work waits for admin
Job notes, materials and approval information are re-entered before the finance process can begin.
What we build
A connected customer and job workflow that fits in the pocket
We start with the hand off that causes the most delay, then connect the phone, field and office steps around it without replacing professional judgement.
A practical starting point
Get a missed enquiry into the job workflow
Start with the calls and messages that arrive while everyone is on the tools. We capture the agreed details and route the request to the right person.
What stays with your team
Your qualified people still give trade advice, confirm prices and approve work. Urgent or unsafe situations need an agreed escalation path.
Illustrative workflow
An enquiry waiting for the right trade
- Enquiry captured
The customer provides the agreed contact and job details.
The system identifies itself and follows the agreed escalation rules.- Office review
The request is sent to the job system where access permits.
Your team checks urgency, availability and whether the work is suitable.- Next step confirmed
The approved booking or follow up is recorded against the enquiry.
Your team approves the price and any commitment to carry out work.
Primary build
AI receptionist & job workflow
Capture agreed enquiry details, route urgent cases, prepare follow up and connect the result to the job management process.
- Missed-call capture
- Quote follow up
- Scheduling requests
- Invoice preparation
- Review requests
Quoting
Quote preparation & follow up
Organise approved job details into a draft, track its status and prompt the right person to review or follow up with the customer.
Scheduling
Field service coordination
Connect appointment and dispatch steps through ServiceM8 automation or the selected job system.
Billing
Invoice & payment workflow
Move approved completion details toward invoicing through systems such as Xero, MYOB or Simpro, with review retained before a financial commitment is made.
Reputation
Customer follow up
Send approved completion messages and review requests at the right point in the job lifecycle, with opt-out and exception handling considered.
Enablement
Training for owners and teams
Short, role-based training on the selected workflow, approved AI tools and safe handling of customer and job information.
Client experience
What clients say about working with us
These comments describe VibeZero's general approach to listening, scoping and delivery; they are not presented as trade industry case studies.
They actually listened to what we needed, didn't overcomplicate things, and delivered something our team could use straight away. Genuinely one of the best tech experiences I've had as a business owner.
Talk through a starting point
The first 30 minute conversation is free. We work out what needs scoping before any paid work is agreed.
Describe the workflow first. Do not send client records, patient information or credentials through the enquiry form.
Operating context
How the work fits your business
Explore the work, the systems involved and the decisions your team keeps.
Perth contextDesigned for the van, the site and the office
A workflow for a Perth trade business has to survive movement, interruptions and a phone sized screen. It should not assume that every update happens at a desk.
We account for metro coverage from Joondalup to Rockingham, trade business areas such as Balcatta, Malaga and Osborne Park, and the difference between an owner-operator and a team with dedicated office support.
Licensing, tax and workplace safety requirements still govern the work. Relevant primary context includes WA Building and Energy, the ATO's BAS guidance and WorkSafe WA.
System fitKeep the job system as the centre of gravity
Integration depends on the product, plan, permissions and available API. We verify those conditions before making a delivery commitment.
- Field service
- ServiceM8
Connect agreed enquiry, scheduling, job status and follow up events around the existing workspace.
- Trade operations
- Simpro
Coordinate approved workflow steps without creating a parallel source of truth for the team.
- Finance
- Xero or MYOB
Prepare or route approved job information into invoicing and payment follow up with review retained.
- Customer contact
- Phone, SMS and email
Capture and route agreed details with clear disclosure, escalation and opt-out behaviour.
Delivery detailsLocation, systems and practical fit
- Local context
- Perth
Discovery and rollout can include office and field working patterns.
- Interface basis
- Mobile-firstproposed
We test the selected workflow on the devices the team actually carries.
- System fit
- Existing toolsproposed
We verify ServiceM8, Simpro, Xero, MYOB or other connections while scoping the work.
- Who decides
- Owner approvalproposed
You keep control of pricing, scope and customer commitments.
How we work
A practical engagement for trades & home services
We check how work moves between the field and the office, including what happens when the connection drops.
Follow a missed enquiry
We discuss how a call becomes a quote or job and identify where the team repeats work.Agree the response rules
The proposal defines captured details, system access, customer disclosure and when a person must take over.Test from a phone
We build the selected workflow and test unclear requests, urgent cases and failed handovers before rollout.Hand over to the business
Your team practises the workflow and fallback. We document how to change the rules and obtain agreed support.
Practical details
Questions about trades & home services
Practical answers about field use, integration, delivery and operational ownership.
AI consulting for tradies starts with the admin step that costs the most time, such as missed calls, quote follow up or invoicing. We map how a job moves from the first call to payment, recommend the automation that fits your job system and budget, then build and test it with your team. You receive a fixed proposal before any build work starts.
Start with the admin gap
Running a trades business? Let's talk
Bring the enquiry, quote, scheduling or invoicing step that keeps falling between site and office. We will map a practical first workflow around your existing tools.
Perth based | mobile first | designed around real field work