The System

Missed Call & Quote
Follow-Up System

AI captures every missed call. Automated reminders follow up every quote. You stop losing jobs to competitors who just answered the phone.

The Full Pipeline

From Missed Call to Booked Job

Every step automated. Nothing slips through. You stay on the tools.

📵
Step 1
Missed Call
You're on the tools, call goes unanswered
🤖
Step 2
AI Answers
AI Receptionist greets caller, captures job details
📱
Step 3
You're Notified
Instant SMS summary with caller info and job details
📋
Step 4
Quote Sent
You send the quote — system follows up at 24, 48, 72h
✅
Step 5
Job Booked
Customer accepts, pays deposit, Xero invoice created
Calculate What Missed Calls Cost You →
Features

Everything in the Trade Growth System

📞 AI Voice Receptionist

When you can't answer, the AI picks up. It greets the caller with your business name, asks what they need, captures all the details, and ends the call professionally. Every call answered — even at 9pm on a Sunday.

  • Answers in your business name, with your voice greeting
  • Captures caller name, number, job type and urgency
  • Handles common questions (service area, pricing ranges, availability)
  • Instant SMS to you with full call summary
📞 AI Receptionist screenshot / mockup
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📋 Quote follow-up flow screenshot
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📋 Automated Quote Follow-Up

Send your quote. The system does the follow-up. Automatic SMS and email reminders go out at 24h, 48h and 72h after the quote is sent. The reminders are warm, professional — and they work.

  • 3-touch follow-up sequence (24h, 48h, 72h)
  • SMS + email reminders — customer's choice
  • Stops automatically when customer accepts or declines
  • Escalates if no response after 72h — you decide next step

📸 Quote Request Forms with Photo Upload

Customers can describe the job and upload photos before you quote. You arrive informed. You quote accurately. You save time on unnecessary site visits.

  • Custom branded quote request form
  • Photo upload — customers show you the job
  • Automatic acknowledgement sent to customer
  • You get the form data via SMS and email
📸 Quote form screenshot
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💳 Online booking + deposit flow
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💳 Online Booking + Deposit Payment

When the customer accepts your quote, they book the job and pay the deposit online. Automatically triggers a Xero invoice. Job locked in before you pick up the phone.

  • Online booking calendar with your availability
  • Deposit invoice sent and paid automatically
  • Xero integration — no double entry
  • Job confirmation SMS to customer and you
Comparison

Without vs With TradeFlow System

❌ Without the System

  • Phone rings while you're on the tools — no answer
  • Customer calls competitor, gets the job
  • Quote sent, never followed up
  • Customer forgot, picked someone else
  • You chase jobs manually, get no response
  • Admin piles up, invoices sent late
  • No visibility on where enquiries come from

✓ With TradeFlow System

  • Every call answered by AI, even on the tools
  • Enquiry captured, you notified instantly
  • Quote auto-followed up 3× automatically
  • Customer nudged to decide — conversion improves
  • Booking and deposit handled online
  • Xero invoice created automatically
  • Dashboard shows every lead and outcome
FAQ

System Questions Answered

How does the AI Receptionist handle missed calls? +
When a call goes unanswered, the AI Receptionist picks up within a few rings, greets the caller with your business name, and guides them through a short voice conversation to capture their name, job details, and contact information. You receive an instant SMS with the full summary.
Does the AI book jobs directly? +
Yes, for standard services the AI can guide customers to book via an online form and calendar. More complex or high-value jobs are captured as qualified leads and sent to you for personal follow-up. You control what the AI handles and what it escalates.
How does the quote follow-up work? +
Once a quote is sent, the system automatically sends follow-up reminders at 24h, 48h and 72h intervals via SMS and email. The reminders are professional, warm, and non-pushy. The sequence stops the moment the customer accepts or declines — no awkward over-following-up.
Can I customise what the AI says? +
Yes. During onboarding, we set up your AI greeting, your business description, your service area, and your key service types. The AI responds using your details and your style — not a generic script.
Does this work with Xero? +
Yes. When a job is booked and a deposit is accepted, the system automatically creates a Xero invoice and records the deposit payment. Final invoices are triggered when the job is marked complete. This is available in the Trade Growth System plan and above.
What if I have after-hours emergency calls? +
You can configure the AI to handle emergency and after-hours calls differently — for example, capturing urgency levels and automatically SMS'ing you for high-priority jobs. Emergency plumbing, electrical faults, or security issues can be flagged for immediate callback.

Ready to Stop Losing Jobs?

Start with a free Trade Growth Check and see exactly how many calls and quotes your business is losing each week.

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