The Challenge

A growing cleaning company with 15 staff across Wellington was spending 20+ hours per week on admin — scheduling shifts, chasing invoices, replying to emails, and following up with leads. The owner was working until 9pm most nights just to keep up. Staff scheduling alone took 5 hours a week due to last-minute changes and sick calls.

Our Solution

We automated the entire lead-to-booking pipeline: instant enquiry response, automated quoting, calendar-based shift scheduling, and an invoice reminder sequence through Xero. We also set up a weekly automated report for at-a-glance business performance.

How It Works In Practice

1Xero integration sends automated invoice reminders at 3, 7, and 14 days — reducing average payment time from 18 to 6 days
2Shift scheduling automation handles sick-call replacements by notifying available staff and confirming fill-ins automatically
3Lead enquiry response dropped from 6+ hours to under 60 seconds with automated email and SMS acknowledgement
4Automated quoting system generates estimates based on property size and service type, sent within minutes
5Client retention improved from 78% to 94% thanks to consistent follow-up and service quality tracking
6Owner reclaimed 17 hours per week — equivalent to hiring a part-time admin at $25/hr ($22,000/year saved)

“I was spending 20+ hours a week on admin. Now it's all automated. I actually got to coach my kid's rugby game on a Wednesday for the first time in years.”

Business Owner

Commercial Cleaning, Wellington

Next Case Study

Plumbing Company

$2,000/month in recovered leads from one simple workflow

Want results like these?

Take our free 2-minute AI audit and see exactly how automation could work for your business.

Unlock Your Free Audit