Your admin, done between jobs
An AI assistant that answers your WhatsApp Business messages while you sleep, books the work into your diary and turns a voice note from the van into an invoice. It drafts, you approve what matters, and anything odd comes straight to you.
06:58
Tuesday. You slept, it didn't.
Your assistantovernight
3 WhatsApp messages answered. Helen Marsh booked for today, 12 to 4pm.
Your assistantovernight
Invoice 1039 is overdue. Polite reminder sent.
Your assistantovernight
1 quote is waiting for your OK.
Your assistantovernight
2 of today's customers sent photos and parking details.
A day with an AI assistant
One day at a heating engineer's, from a message at dawn to a leak at night. Pick a time, press the buttons on the phone, or play the day through.
06:52, while you sleep: A WhatsApp message gets a booking
Helen MarshWhatsApp Business
Shown on our Fenwick Heating demo. Fictional customers, prices and messages.
What it handles
10 jobs that eat your evenings, all buildable today. Most firms start with two or three and add more once they trust it.
While you sleep
- WhatsApp answered and booked
- Replies to WhatsApp Business messages day and night, asks the questions you would, and books the job into a free slot in your diary.
- Missed calls texted back
- When you can't pick up, the caller gets a text within a minute asking what they need, so they don't ring the next name on Google.
On the road
- Voice notes into paperwork
- Talk in the van. The note becomes a job sheet, a quote or an invoice, and the entry lands in your accounts software, such as Xero or QuickBooks.
- Photos and access before the visit
- The day before, customers are asked for a photo of the boiler or fuse board, where to park and how to get in, so you bring the right parts.
- Rough quotes from photos
- Customer photos become a draft price range from your own price list. Nothing goes out until you approve it.
Getting paid
- Unpaid invoices chased
- Polite reminders on the schedule you set, with a payment link, and the account flagged to you if it still isn't paid.
- Quiet quotes followed up
- A quote with no reply after a few days gets a friendly nudge, so work you priced doesn't drift away.
- A weekly money summary
- Every Friday: what was invoiced, what is owed, which quotes are open and what's booked next week. One message, no spreadsheet.
Keeping customers
- Service and certificate reminders
- Annual boiler services and landlord gas safety certificates come round each year. Customers are reminded and offered a slot.
- A review request to every customer
- Every finished job gets the same short request. Never only the happy ones: filtering who gets asked breaks Google's rules and UK consumer law.
What stays with you
The assistant drafts and does the routine. A person signs off where it matters, and it knows when to stop and hand over.
- Every quote
- The assistant drafts from your price list. You approve the price before a customer sees it.
- Anything unusual
- Complaints, refunds, disputes, a job outside your area, or a question it isn't sure about. It says a person will reply, then hands it to you.
- Anything safety-related
- A smell of gas gets the National Gas Emergency number, 0800 111 999, straight away. It never diagnoses a gas or electrical fault.
- Your rules
- Your hours, prices, area, which jobs it may book and how fast you want urgent messages. You can change them whenever you like.
When it hands over to you
- It tells the customer, in plain words, that a person will pick this up and roughly when.
- It messages you with a short summary, the customer's number and any photos.
- If you haven't replied in the time you set, it tries your backup, such as a partner or the office.
- Every conversation is saved, so you can see exactly what was said.
It never pretends to be you, never promises a price you haven't approved, and never guesses about safety.
What it could be worth
An estimate, worked out in the open. Change any assumption and the sum redoes itself.
Every slider is an assumption. Costs depend on your tools, so we quote a fixed price once we know them.
- Estimated value a month
- £1,092
- Estimated hours back a week
- 2.4
- Estimated extra jobs a month
- 2.6
How we got there: 6 hours × 40% = 2.4 hours a week, worth £468 a month at £45 an hour. 3 missed a week × 20% won = 2.6 jobs a month, worth £624. A month is 52 ÷ 12 weeks.
An estimate, not a result. Hours back are only worth money if you fill them with paid work. If you'd rather have your evenings back, count the hours, not the pounds.
How we set it up
A few weeks from first call to live, and it only sends on its own once you've seen it work.
- 01
A call about your week
How work reaches you today, what eats your evenings and which tools you already use.
- 02
We write the rules with you
Hours, prices, area, which jobs it can book, how it should sound and what always comes to you.
- 03
We connect your tools
WhatsApp Business, your phone, diary, job system and accounts. We connect to what you already use rather than asking you to switch.
- 04
A week of drafts only
It drafts every reply and you approve each one, so you see how it works before it sends anything on its own.
- 05
Live, then checked monthly
We read through conversations with you each month and tighten the rules where it could do better.
Questions we get asked
Do customers know they're talking to an AI?
Yes. It introduces itself as your assistant at the start of a conversation and never pretends to be you. If a customer asks for a person, it passes the conversation to you.
What happens if it gets something wrong?
Quotes and anything unusual wait for your approval, so the costly mistakes can't happen on their own. For the rest, every message is saved, you can correct it in the chat, and we adjust its rules so it doesn't happen again.
What about my customers' data?
Customer details stay in the tools you already use. We only connect what each task needs, use AI providers whose business terms say they don't train their models on your data, and keep a record of every conversation. We set it up with UK GDPR in mind, including a privacy notice your customers can read, and you can switch it off at any time.
Does it work with the tools I already use?
That's the point of it. We connect it to your WhatsApp Business number, phone, diary, job system and accounts software, such as Xero or QuickBooks. Each one is set up for your business, so we check what you use on the first call.
Can it ask only happy customers for reviews?
No, and it shouldn't. Asking only the customers you expect to be happy is called review gating. Google's review policy bans it, and the UK's Digital Markets, Competition and Consumers Act 2024 treats misleading reviews as unfair. Every finished job gets the same request.
I'm a one-person business. Is it worth it?
Often more so, because nobody else answers while you're working. Start with one or two jobs, such as WhatsApp replies and invoices, and add more once you trust it. The estimate above shows the sum with your own numbers.
Sources: Google Maps user-generated content policy, Digital Markets, Competition and Consumers Act 2024
Tell us what eats your evenings
Which messages, paperwork and chasing take your time, and which tools you use now. We will tell you what an assistant could take on, and what it shouldn't.
Join the waitlist