Worked examples
What a setup could look like in a business like yours.
The audit finds the one or two jobs worth handing over. The optional next step is setting them up properly: a workflow that takes the repeated handling off you and stops at the points where a person should decide. These examples show the shape of that for one trade at a time.
You start it: forward or paste the details, and a draft comes back for you to check and send. It needs no connection to your other tools.
Where your tools can be linked safely, it starts on its own when something happens, and waits for you at the decision.
A domestic cleaning business
Three workflows, from first enquiry to getting paid.
1. Enquiry to quote
- Starts when
- A new enquiry comes in: a website form, an email or a message.
- It needs
- What they want cleaned, the size of the home, how often and which days, plus your own price list and what's included.
- What runs
- The enquiry is added to your enquiries list, with the date it arrived.
- If details are missing, a short reply asking for them is drafted.
- A price is worked out from your price list.
- A quote is drafted in your wording, saying what's included and what costs extra.
- You decide
- The price, and whether you want the job. The quote waits as a draft until you approve and send it.
- Outcome
- Each quote follows the same format, and one list shows who's been quoted and who hasn't replied yet.
2. Schedule change to customer update
- Starts when
- A customer asks to move a clean, or a cleaner can't make a job.
- It needs
- The change, your schedule, who's available, and how you usually word these messages.
- What runs
- The bookings affected are found.
- Free slots are suggested from your diary.
- Once you've picked a slot, the diary entry is changed first.
- Then a confirmation is drafted with the full day, date and time, for you to send.
- You decide
- Which slot to offer, and who covers the job.
- Outcome
- A change is only confirmed to the customer after the diary shows it, so the two match.
3. Finished job to payment follow-up
- Starts when
- A job is marked as done.
- It needs
- The job and the agreed price, the customer's details, your payment terms and a record of what's been paid.
- What runs
- The invoice is drafted.
- Once you approve it, it's sent.
- On the due date, recorded payments are matched to open invoices.
- When a payment is recorded, any reminder waiting for that invoice is stopped.
- If a payment doesn't clearly match an invoice (a different amount, or no reference), it's flagged for you to check, and no reminder goes.
- A polite reminder is drafted only for invoices with no recorded payment.
- You decide
- Every invoice and reminder before it goes, any payment that doesn't clearly match, and anything awkward: a dispute, or a regular having a hard month. It's set up to read payment records, not to take or move money.
- Outcome
- Each finished job gets an invoice drafted, reminders go only where no payment is recorded, and one list shows what's still outstanding.
They're illustrations of what could be set up, not stories about clients, and they don't promise any particular time saved. Which version is possible depends on the tools you already use and whether they can be connected securely.
That's what the audit checks first. You get the scope and the cost in writing before anything is set up.
Want to know which of these fits your week?
The audit starts from how your business actually runs, not from an example.
See how the audit works →