Automate the admin that's eating your small business.
Fixed-price AI automations built on n8n, Power Automate and Copilot Studio. We connect the tools you already use (Xero, HubSpot, M365) and hand back the hours your team loses to repetitive admin every week.
Every small business leaks the same five hours.
Client intake
Manually copying enquiry details into your CRM, chasing missing info, sending the same welcome email for the hundredth time.
Quoting & invoicing
Building quotes in Word, copying line items into Xero, following up on overdue invoices by hand.
Lead triage
Sorting form submissions, deciding who should handle what, forwarding emails that should route themselves.
Weekly reporting
Pulling numbers from three different systems into a spreadsheet nobody reads until Monday arvo.
Review chasing
Remembering to ask happy customers for a Google review, then forgetting, then asking too late.
Approval chains
Waiting on sign-offs stuck in someone's inbox. No visibility, no reminders, no audit trail.
Audit. Automate. Hand back hours.
Free automation audit
45 minutes. We map your workflows, spot the biggest time sinks and tell you exactly what to automate first.
Fixed-price proposal
Within five business days you get a one-page scope: what we build, what it costs, when it ships.
Build in 2-6 weeks
We build, test and deploy. You get weekly check-ins and a working system, not a slide deck.
You own everything
Full handover: documentation, training and optional managed support. It runs on your accounts, your infrastructure.
We build on tools you can keep and own.
n8n
Open-source workflow automation you own and self-host
Power Automate
Microsoft's enterprise automation, ideal for M365 shops
Copilot Studio
Conversational AI agents inside Teams and web
Microsoft 365
SharePoint, Outlook, Teams, Excel, the full suite
ConnectWise
PSA and RMM integration for MSPs and IT providers
Xero / MYOB
Australian accounting platforms, invoice and payment flows
HubSpot
CRM, marketing and sales pipeline automation
Gmail / Outlook
Email parsing, routing, auto-reply and triage
Claude / GPT
AI language models for classification, drafting and extraction
Airtable / Notion
Flexible databases for tracking, approvals and dashboards
Automations we ship in weeks, not quarters.
Client intake automation
Form submitted, CRM updated, welcome email sent, task created for the right person. No copying, no chasing.
Quote-to-invoice pipeline
Quote accepted, invoice generated in Xero, payment link sent, follow-up scheduled. Hands-free from approval to cash.
Lead triage & routing
New lead scored by AI, tagged by service type, routed to the right rep, follow-up booked. No inbox sorting.
Weekly reporting dashboard
Data pulled from Xero, HubSpot and project tools every Friday. Summary emailed to leadership. No spreadsheet wrangling.
Automated review requests
Job completed, review request sent at the right time, response monitored, negative feedback flagged before it goes public.
Copilot Studio assistant
Internal knowledge bot that answers staff questions from your SOPs, policies and docs. Lives in Teams, learns from your data.
What automated actually looks like.
Intake, quoting and weekly reporting automated end-to-end. Two admin roles redeployed to client-facing work.
Lead scoring and routing via n8n. Every enquiry triaged by AI in under a minute. No more lost leads in a shared inbox.
Ticket classification, SLA escalation and weekly client reports automated. Engineers back on billable work.
Security-first by default.
Your business data flows through every automation we build. We treat that responsibility the same way we treat production code: security-first engineering, not security as an afterthought.
Every workflow is built with Australian Privacy Act compliance in mind. We use encrypted secrets management, enforce least-privilege access on every integration, and harden any AI steps against prompt injection.
Security credentials
- ✓Australian Privacy Act compliant
- ✓Secrets stored in vaults, never in workflows
- ✓Prompt-injection hardened
- ✓Least-privilege access on every integration
- ✓Full audit trails on every run
Threat model first
Every automation is threat-modelled before the first node is placed.
Data minimisation
We only touch the fields the workflow needs. Nothing else leaves the source system.
You own the keys
API keys, service accounts, OAuth tokens. All yours, stored in your vault.
Fail safe
If a workflow breaks, it stops and alerts. It never silently pushes bad data downstream.
If your automation handles customer data, it needs to be built like infrastructure, not a side project. We apply the same security standards to a five-person trades company that we would to a 500-seat enterprise.
No packages. Discovery first, then a fixed price.
How we quote
Every engagement starts with a free discovery call and workflow audit. We identify the highest-value automation targets, then deliver a one-page proposal with a fixed price before any billable work begins.
You own everything. Workflows run on your accounts. Code lives in your repos. There are no hidden licence fees, no per-seat charges, no lock-in.
▸ no hourly billing surprises · no scope creep · no vendor lock-in
30 minutes. We learn what hurts, you learn what's possible.
We map your current process and identify the highest-value automation targets.
Scope, timeline, cost. No ambiguity, no hourly estimates.
We build, test and deploy. You get check-ins, not surprises.
Full documentation, training and optional managed support.
Single workflow
One automation, scoped and shipped. Ideal for testing the approach with a quick win.
Weeks, not monthsConnected set
Three to five workflows that share data and logic. The typical engagement for a growing SMB.
2-6 weeksManaged & extended
Ongoing automation partnership. We monitor, maintain and build new workflows as your business evolves.
Monthly retainerFrequently asked questions.
Most single workflows go live in one to two weeks. You'll see measurable time savings from day one of go-live. A connected set of automations typically ships in two to six weeks, with the highest-impact workflow deployed first.
What our clients say.
Josh and the VibeZero team turned a mess of ideas into a working product faster than I thought possible. 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.
Working with VibeZero was refreshingly straightforward. No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for. I'd recommend them to any small business looking to actually get results from AI.
How we work.
Free consultation
A conversation about what you need. No pitch deck, no commitment. A straight answer on whether we can help.
Scope & proposal
Clear proposal with fixed pricing, deliverables, and timeline. You know what you're getting before any work starts.
Build & deliver
Regular check-ins, no surprises, a finished product that works in production. Most projects wrap in weeks.
Support & iterate
We don't disappear after launch. Ongoing support, managed services, and the option to keep improving.