01 · Workflow
Job enquiry
- Current pain
- Slow quote response
- AI-enabled improvement
- Job enquiry agent triages and drafts quote
Impact: Quote time: 3d → 4h
Service: AI AgentsTRADES & FIELD SERVICES
The office shouldn't be chasing the field. The system should.
Australian trades and field service businesses run on calls, texts, job notes, quotes, invoices, technician updates, scheduling changes, and office follow-up. AI compresses the gap between field and office, turns quote enquiries into booked jobs faster, and gives owners a real picture of what's happening across jobs without ringing everyone for a status.
The pain right now
- Leads going cold because the quote took three days
- Technicians and office out of sync until someone makes a call
- Invoices missed, jobs un-documented, owners chasing everyone for a Friday status
What changes after we build
- Quotes drafted and sent within hours, not days
- Field-to-office updates running on a system, not goodwill
- A weekly operations dashboard that briefs the owner without calls
Where AI creates leverage
The highest-leverage workflows to automate first.
Start where manual work is slow, repetitive, and expensive to get wrong.
- 02 · Workflow
Scheduling
- Current pain
- Manual reshuffling
- AI-enabled improvement
- Scheduling assistant with constraints
Impact: Travel hours: −15%Service: Workflow Automation - 03 · Workflow
Customer support
- Current pain
- Status calls
- AI-enabled improvement
- Customer update SMS agent
Impact: Inbound calls: −30%Service: AI Agents
View all Trades workflows10
- Job enquiry
Manual drag · Slow quote response
First AI agent · Job enquiry agent triages and drafts quote
AI AgentsQuote time: 3d → 4h - Scheduling
Manual drag · Manual reshuffling
First AI agent · Scheduling assistant with constraints
Workflow AutomationTravel hours: −15% - Customer support
Manual drag · Status calls
First AI agent · Customer update SMS agent
AI AgentsInbound calls: −30% - Invoicing
Manual drag · Lag between job and invoice
First AI agent · Job-to-invoice automation
Workflow AutomationDSO: 45d → 25d - WIP reporting
Manual drag · Manual WIP reports
First AI agent · Live WIP dashboard
Operating IntelligenceReport cycle: weekly day → 30 min - Field updates
Manual drag · Verbal updates only
First AI agent · Field-to-office handoff automation
AI AgentsDocumentation completeness: +40pp - Missed leads
Manual drag · Missed after-hours enquiries
First AI agent · Missed call and after-hours auto-reply agent
AI AgentsMissed lead recovery: 30–50% - Safety
Manual drag · Manual safety forms
First AI agent · Safety form assistant and storage
Bespoke AI SystemsForm completion: 100% - Onboarding
Manual drag · New tech onboarding
First AI agent · Technician knowledge base
AI Playbooks & Prompt SystemsOnboarding: 8w → 4w - Leadership
Manual drag · No weekly view
First AI agent · Weekly operations brief
Executive AI EnablementDecision speed: same-day
Training needs by role
Who needs to learn what, by the time AI lands.
Role-specific capability paths so AI lands as adoption, not enthusiasm. Every row maps to a named Edison AI training service.
Owner / GM
Strategic AI, decision support
Executive AI EnablementFocusWeekly brief, hiring decisions, growth bottlenecksWorkflowOwner brief, capacity planningRiskCashflow accuracyOffice / admin
Workflow automation
Role-Based AI Workflow TrainingFocusQuote drafting, job scheduling, customer commsWorkflowQuote-to-invoice cycleRiskAccuracyField technicians
Voice + photo capture
AI Workshops for TeamsFocusOn-site note capture, AI-summarised job notesWorkflowJob arrival to job closeRiskAdoptionScheduler / dispatcher
Routing optimisation
AI Playbooks & Prompt SystemsFocusTravel-time aware scheduling, exception handlingWorkflowDaily run-sheetRiskDouble-bookingBookkeeper
AI for finance comms
Workflow AutomationFocusInvoice reminders, AR commentary, cashflow noteWorkflowMonthly closeRiskTone, accuracyWhole team
Foundations
AI Workshops for TeamsFocusTools, prompts, safe useWorkflowDaily workRiskInconsistency
Dashboards we build for trades & field services
The numbers that actually move the week.
Four operating dashboards we typically build for this industry, each tuned to a specific decision cadence rather than a generic reporting suite.
- Dashboard 01
Owner's Weekly Brief
Jobs completed, quotes won, cash in, top 3 risks, team capacity, AR aging
- Sources
- Job management software (ServiceM8, simPRO, AroFlo, Tradify), Xero/MYOB
- Used by
- Owner, leadership
- Decisions improved
- Hiring, capacity, AR follow-up
Layout · 3 tiles + AI brief + AR aging list
- Dashboard 02
Quote-to-Invoice Funnel
Quotes out, conversion rate, time-to-quote, invoice cycle, payment cycle
- Sources
- Job management software, accounting system
- Used by
- Office lead, owner
- Decisions improved
- Where the cycle leaks, what to chase
Layout · Funnel chart + cycle-time bars
- Dashboard 03
Field Activity Board
Jobs scheduled today, on-site arrivals, completion time, callbacks, photo-capture rate
- Sources
- Job management software, GPS data
- Used by
- Scheduler, dispatcher
- Decisions improved
- Same-day routing, escalations
Layout · Live map + scheduled list + callback queue
- Dashboard 04
Cashflow Pulse
AR aging, expected cash, late invoices, cashflow narrative
- Sources
- Xero/MYOB, job management software
- Used by
- Owner, bookkeeper
- Decisions improved
- Where to chase, where to ease terms
Layout · RAG aging + AI cashflow note
What the build looks like
Visual modules that show the operating layer.
How trades & field services buyers see their own workflow reflected back: the before-and-after, the dashboards, the prioritisation grids, the journeys and status boards. Every module below is mocked from a real engagement shape.
- Module 01
Field-to-Office Opportunity Matrix
Where AI pays back fastest across the trades operating loop. Quoting and scheduling sit in the quick-win quadrant; capacity planning is the strategic bet.
AI opportunity matrix8 plottedQuestion marksStrategic betsFill-insQuick winsQJPSIOSP- Quote drafting from history
- Job intake agent
- Photo-to-note capture
- Smart scheduling
- Invoice reminders
- Owner's weekly brief
- Subcontractor coordination
- Predictive maintenance scheduling
- Module 02
Job Quote-to-Invoice Flow
Enquiry to paid invoice in seven steps with the manual chase replaced by intake, quote draft, scheduling and reminder agents.
Before / after6 stages01 Enquiry
Intake agent triages and books
Voicemail at 6pm
02 Quote
AI drafts from win patterns
Built by hand from job history
03 Schedule
Travel-time aware allocation
Whiteboard juggle
04 On-site
Photo-to-note capture syncs
Notes lost in glove box
05 Invoice
Drafted on job close
Friday catch-up
06 Payment
AI reminder cadence
Owner chases
Top line shows the AI-enabled state. Strike-through line shows what the team currently does by hand.
- Module 03
Scheduling Visualisation
Daily run-sheet with jobs in flight, queued and confirmed by the dispatcher. AI flags resequencing when travel time exceeds threshold.
Pipeline view8 in flight- Backlog3
Hot water · Carlton
Booked · Thu am
Roof leak · Brunswick
Booked · Fri am
Switchboard upgrade · Fitzroy
Quote pending
- Today3
Bathroom reseal · Northcote
Marco · 09:00
Stove install · Coburg
Jed · 11:30
Leak trace · Thornbury
Marco · 14:00
- Done2
Smoke alarm · Preston
Closed · Invoiced
Tap replace · Reservoir
Closed · Paid
- Module 04
Quoting Engine Mockup
AI-drafted quotes pulled from the last 200 winning jobs, ready for the office to review and send. Each draft inherits brand voice and pricing logic.
Template engine3 drafts readyDraft 01ReadyBathroom reseal — 12 Argyle St
$1,240 · 4 hours · 1 technician
“Reseal of two showers and one floor waste, full mould treatment, three-year guarantee on silicone. Pricing matches winning quotes from the last fortnight.”
Draft 02ReadyHot water install — 47 Park Ave
$3,860 · 1 day · 2 technicians
“Replacement of failed 250L electric unit with continuous-flow gas system. Old unit removal, line pressure test, and council notification included.”
Draft 03ReadySwitchboard upgrade — Suite 4 / 88 Smith St
$4,720 · 1.5 days · 2 technicians
“Single-phase to three-phase upgrade with new RCD protection across all circuits. Compliance certificate and after-hours scheduling to avoid trading impact.”
Note · Each draft inherits brand voice and context. Human reviews and approves before send.
- Module 05
Customer Comms Templates
Library of AI-drafted templates in the firm's tone: appointment confirmations, day-of arrivals, post-job follow-ups, review requests.
Template engine3 drafts readyDraft 01ReadyDay-before appointment confirmation
SMS · Auto-send 6pm
“Hi {first_name}, just confirming Marco will be with you tomorrow morning between 8 and 10 for the {job_type}. Reply with any access notes.”
Draft 02ReadyDay-of arrival heads-up
SMS · Auto-send on dispatch
“Marco is on his way and should be with you in around 25 minutes. He'll send a photo when he arrives so you know it's him.”
Draft 03ReadyPost-job follow-up + review request
Email · Auto-send 24h after
“Thanks for having us out yesterday, {first_name}. The team's mentioned the job ran cleanly. If you've got 30 seconds, a quick review here helps us a lot.”
Note · Each draft inherits brand voice and context. Human reviews and approves before send.
Case for Change
From workflow visibility to sequenced AI implementation.
Want a version of these modules shaped to your trades & field services setup? Tell us the stack, the workflows, and the stakeholders. We'll come back with a sequenced plan.
Talk to the teamRecommended AI agents for Trades teams10
01
Job Enquiry Agent
Takes the enquiry, classifies job type, drafts initial reply with availability, creates a job draft.
Why it matters: Lead speed wins the jobs.
AI Agents02
Quote Follow-up Workflow
Sends staged reminders to customers who've received a quote but haven't accepted.
Why it matters: The simplest revenue recovery move available.
Workflow Automation03
Customer Update SMS Agent
Sends day-of and post-job updates based on job status.
Why it matters: Dramatically reduces status calls.
AI Agents04
Field-to-Office Handoff Agent
Tech finishes a job, snaps photos, says a voice note. Agent generates job documentation, invoice draft, customer summary.
Why it matters: Closes the single biggest field-to-office gap.
AI Agents05
Job-to-Invoice Automation
Triggers invoice draft the moment a job is marked complete.
Why it matters: DSO compression, fewer missed invoices.
Workflow Automation06
Missed Call Recovery Agent
Auto-replies to after-hours or missed enquiries with a booking link or callback option.
Why it matters: Recovers leads that would otherwise vanish.
AI Agents07
Weekly Operations Brief
Owner's Monday view: jobs done, jobs lost, quotes out, invoices due, WIP, complaints.
Why it matters: Replaces the Friday ringaround.
Executive AI Enablement08
Technician Knowledge Base
AI-searchable repository of how-tos, manufacturer specs, common issues.
Why it matters: Faster ramp for new techs.
AI Playbooks & Prompt Systems09
Safety Form Assistant
Drafts and stores safety documentation tied to jobs.
Why it matters: The documentation that's hard to maintain manually.
Bespoke AI Systems10
Customer Review Drafter
Drafts post-job review responses in business voice.
Why it matters: Reputation maintenance at scale.
AI AgentsCommon workflows we automate10
- Job enquiry.Job enquiry agent triages and drafts quote
- Scheduling.Scheduling assistant with constraints
- Customer support.Customer update SMS agent
- Invoicing.Job-to-invoice automation
- WIP reporting.Live WIP dashboard
- Field updates.Field-to-office handoff automation
- Missed leads.Missed call and after-hours auto-reply agent
- Safety.Safety form assistant and storage
- Onboarding.Technician knowledge base
- Leadership.Weekly operations brief
Relevant Edison AI services6
Workflow AutomationAI AgentsOperating IntelligenceAI Workshops for TeamsAI Readiness AuditRole-Based AI Workflow Training
Edison AI builds on your existing stack (ServiceM8, simPRO, AroFlo, Fergus, Tradify, Xero). No replatforming.
Trades FAQs10
Is AI useful for trades and field services?
Yes, particularly for quoting, scheduling, field-to-office handoffs, and weekly operations visibility. The leverage in trades is operational, not creative.
What should we automate first?
Job enquiry triage and quote follow-up usually pay back fastest.
Will this work with ServiceM8, simPRO, AroFlo, Fergus, Tradify, Xero, MYOB?
Yes. We build on your existing stack.
How long does implementation take?
First system live in 2 to 4 weeks.
What about customer privacy?
ACSC and OAIC aligned. Customer data stays in your systems.
How do we train technicians on AI?
Voice and photo workflows that fit on a phone. Foundations training is short and practical.
What should the owner actually measure?
Quote turnaround, lead-to-job conversion, DSO, WIP age, customer complaint rate, technician utilisation.
Does AI replace techs or admins?
No. It removes the admin chase so the team can do the work.
What's the best first step?
A Readiness Audit, fixed fee.
What about after-hours leads?
A missed call recovery agent handles after-hours enquiries with a callback or booking option.
Work with us
Pick the workflow with the biggest weekly drag. That's the first agent we build.
Most trades businesses we audit find 10 to 20 hours of weekly office time tied up in chasing the field, drafting quotes, and reconciling jobs. Two weeks. Fixed fee. A specific plan.
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