Modelled example
Client intake
Manually copying enquiry details into your CRM, chasing missing information and sending the same welcome email again.
~9h/wkAI automation for Australian small business
Automate the admin that's eating your small business.
Fixed price automations built on n8n, Power Automate and Copilot Studio. We connect the tools you already use, including Xero, HubSpot and Microsoft 365, and hand back the hours lost to repetitive admin every week.
Time figures below are clearly labelled models until they are measured against your baseline.
The time bleed
The time tends to leak in familiar places
These are modelled examples, not universal savings. The free audit establishes your real baseline before a proposal is written.
Modelled example
Quoting & invoicing
Building quotes in Word, copying line items into Xero and following up on overdue invoices by hand.
~6h/wkModelled example
Lead triage
Sorting form submissions, deciding who should handle what and forwarding emails that should route themselves.
~5h/wkModelled example
Weekly reporting
Pulling numbers from different systems into a spreadsheet that already feels out of date.
~4h/wkModelled example
Review chasing
Remembering to ask happy customers for a Google review, then forgetting, then asking too late.
~3h/wkModelled example
Approval chains
Waiting on sign offs stuck in an inbox with no visibility, reminders or audit trail.
~2h/wkThe method
Audit, automate and hand back hours
The figures below are an illustrative weekly model, not a client result. The audit replaces them with your measured baseline before a proposal is written.
- Client intake
- 9h → 0.5hmodelledIllustrative weekly before and after estimate
- Quoting
- 6h → 0.2hmodelledIllustrative weekly before and after estimate
- Lead routing
- 5h → 0hmodelledIllustrative weekly before and after estimate
- Reporting
- 4h → 0hmodelledIllustrative weekly before and after estimate
- Review requests
- 3h → 0hmodelledIllustrative weekly before and after estimate
The stack
We build on tools you can keep and own
The system should reduce tabs and hand offs, not add another platform nobody wants to maintain.
n8n
Open source workflow automation you can own and self host.
Power Automate
Microsoft automation for businesses already running on M365.
Copilot Studio
Conversational agents inside Teams and the web.
Microsoft 365
SharePoint, Outlook, Teams and Excel workflows.
ConnectWise
PSA and RMM integration for MSPs and IT providers.
Xero / MYOB
Australian accounting, invoice and payment flows.
HubSpot
CRM, marketing and sales pipeline automation.
Gmail / Outlook
Email parsing, routing, reply preparation and triage.
Claude / GPT
Language models for classification, drafting and extraction.
Airtable / Notion
Flexible records for tracking, approvals and dashboards.
Catalogue
Automations we ship in weeks, not quarters
Each example is scoped against your actual systems, volumes, controls and baseline before savings are treated as a forecast.
EstimatedTypical build is 2 weeks
Client intake automation
Form submitted, CRM updated, welcome email sent and a task created for the right person. No copying and no chasing.
- Working stack
- n8n + HubSpot + Gmail
- Modelled capacity
- ~9h/wk modelled
EstimatedTypical build is 3 weeks
Quote to invoice pipeline
Quote accepted, invoice generated in Xero, payment link sent and follow up scheduled from approval to cash.
- Working stack
- Power Automate + Xero + Outlook
- Modelled capacity
- ~6h/wk modelled
EstimatedTypical build is 2 weeks
Lead triage & routing
A new lead classified, tagged by service type, routed to the right person and followed up without inbox sorting.
- Working stack
- n8n + Claude + HubSpot
- Modelled capacity
- ~5h/wk modelled
EstimatedTypical build is 2 weeks
Weekly reporting dashboard
Data pulled from Xero, HubSpot and project tools, then assembled into a regular leadership summary.
- Working stack
- n8n + Xero + Airtable
- Modelled capacity
- ~4h/wk modelled
EstimatedTypical build is 1 week
Automated review requests
A review request sent when the job is complete, with responses monitored and negative feedback routed privately.
- Working stack
- n8n + Gmail + Google Business
- Modelled capacity
- ~3h/wk modelled
EstimatedTypical build is 3 weeks
Copilot Studio assistant
An internal knowledge assistant that answers staff questions from approved procedures, policies and documents in Teams.
- Working stack
- Copilot Studio + SharePoint + M365
- Modelled capacity
- ~4h/wk modelled
Business case
What automated actually looks like
These are illustrative operating scenarios, not completed client case studies. The real business case is measured from your starting point.
Modelled scenario4-week model
22h/wk admin
Consultancy · 14 staff
As an illustrative intake, quoting and reporting scenario, validate the baseline with your own team before treating the estimate as a business case.
Modelled scenario2-week model
Lead response
Electrician · 8 staff
As an illustrative lead scoring and routing scenario, the real measure would be response time and qualified enquiries before and after rollout.
Modelled scenario3-week model
Ticket admin
MSP · ConnectWise stack
As an illustrative classification, escalation and reporting scenario, savings depend on ticket mix, quality controls and the existing baseline.
Security
Security first by default
Business data flows through every automation. We treat the workflow like infrastructure, with clear controls and ownership.
We use encrypted secrets management, least privilege access and explicit review points. Where privacy obligations matter, we read the scope against the relevant guidance from the Office of the Australian Information Commissioner.
If an automation handles customer data, it needs the same care as any other production system. Small team size is not a reason to lower the standard.
Threat model first
We threat model every automation before placing the first node.
Data minimisation
The workflow only touches the fields it needs. Nothing else leaves the source system.
You own the keys
API keys, service accounts and OAuth tokens stay in accounts and vaults you control.
Fail safe
When a workflow breaks, it stops and alerts rather than silently pushing bad data downstream.
Engagement
No packages, just discovery first, then a fixed price
You own the workflows, code, service accounts and deployment. There are no hidden licence fees or per seat charges from us.
Free
Discovery call
The call takes thirty minutes to understand the bottleneck and decide whether automation is the right move.Free
Workflow audit
Map the current process, volumes and failure points, then identify the highest value first target.Fixed price
One page proposal
We put scope, timing, ownership and cost in writing before any billable work begins.Timing agreed
Build and ship
Build, test and deploy with check ins, with the delivery window written into the proposal.Optional ongoing
Handover and support
We provide documentation, training and managed support if the workflow needs it.
Engagement shapeScope first
Single workflow
One automation, scoped and shipped, is a sensible way to test the approach against a measured baseline.
Engagement shapeSequenced delivery
Connected set
Three to five workflows that share data and logic suit a growing small business.
Engagement shapeOptional monthly support
Managed and extended
We monitor, maintain and add new workflows as the business changes.
Questions
Frequently asked questions
Clients
What our clients say
General client feedback about how we listen, scope and deliver, not automation specific case studies.
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.
Start with one workflow
Ready to stop losing hours?
Bring the process that wastes the most time. We will map it, test the business case and quote the work before anything begins.
Free audit · fixed quote · measured against your baseline