TradeFlo
A business operating system for your admin
Your admin gets done. You keep the final say.
One place for every inquiry, quote, booking and invoice. The routine steps run on their own once you have signed them off, and anything that needs judgment waits for you.
How the work moves
Every piece of work takes the same route, whether it starts as a phone call, a message or a form on your website.
Work comes in
Missed calls, messages, emails and website forms land in one inbox. Each inquiry becomes a job card that holds the customer's details, photos and history.
The stages run on their own
Each job moves from inquiry to quote, booking, invoice and payment. The system drafts each document and sends the reminders you have approved, so fewer jobs wait for someone to remember them.
You check the judgment calls
Prices, dates, complaints and anything unusual come to you first. You read the draft, change what needs changing and approve it from your phone.
How a job moves through the business operating system
The gold steps run on their own once you have signed them off. The white steps are yours: prices, dates and anything unusual wait for you.Without the system, every step on the card is yours.
- Runs on its own, once approved
- Your part
- The job card, carrying the customer's details, photos and history
- Replies straight away and says it is an AI assistant
- Asks for the address and photos
- Opens a job card
Card status: New inquiry
- Offers survey times from your diary
- Confirms the booking with the customer
- Pick the time
Card status: Survey booked
- Drafts the quote from your price list
- Sends it once approved
- Follows up if it goes quiet
- Check the quote and approve it
Card status: Quoted
- Takes the deposit by card link
- Puts the job in the diary
- Reminds the customer before the day
- Confirm the fitting day
Card status: Booked, deposit paid
- Parts list ready that morning
- Each person's day on one board
- Do the job, tick the checklist with photos
Card status: Done
- Invoice out with a link to pay
- Polite reminders until paid, then stop
Card status: Invoiced, then Paid
- Asks the customer for a review
- Sets a reminder for the next service
- Opens the next card when it is due
Card status: Closed, service due
The example follows one stove job, from the first message to its next service. The same seven stages hold for a kitchen, a rewire or a roof, each with its own price list and checklist.
Your corrections shape its next drafts
We use your corrections and past jobs to update its instructions, and you approve each change, so its drafts keep closer to the way you work. A new kind of task starts as a draft for you to check, and it runs on its own only once you agree.
Who it is for
Any business that sends quotes, books work into a diary, invoices for it and chases what it is owed. The trade does not matter, because the admin follows the same pattern.
Quotes
Drafted from your own price list after a visit or an inquiry. Nothing goes out until you have approved it.
Bookings
We can set up online booking from the times you open in the diary, and you confirm each booking.
Scheduling
Each person's day sits on one board, in a sensible order, with what they need for each job listed.
Invoices
Sent when the job is marked done, with a link to pay. Polite reminders follow until it is paid, then stop.
Follow-ups
It follows up quotes that went quiet, asks customers for a review and reminds people when a service is due.
A short call is enough to see where the system fits in your business.
Questions about the business operating system
Is this field service management software?
It covers the same ground as field service management or job management software: job cards, quotes, scheduling, invoices and reminders. The difference is that we set it up around the way your business works and keep it running, and the judgment calls stay with you.
Which businesses is it for?
Any business whose work runs from inquiry to quote, then booking, invoice and payment. The trade can be anything, since that admin pattern stays the same.
Do I have to approve every step?
No. Once you have signed off a routine step, it runs on its own. Prices, dates, complaints and anything unusual come to you first, and you approve them from your phone.
Does the system keep learning how we work?
Yes, with your approval. Each correction you make feeds into its instructions, and any change to how it works waits for your sign-off. New kinds of task begin as drafts you check.
Tell us where the admin piles up.
On a short call we look at how work moves through your business today, and which stages could run on their own.
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