Quotes were written up by the owner in the evenings, so they went out four days after a site visit and jobs were lost to faster competitors. Invoices went out late for the same reason.
Three things kept going wrong, and each cost the business time, money or a customer.
Quoting and billing agents, connected to the systems the business already ran on, with approvals on anything irreversible and a full log of every action.
The owner wrote every quote himself in the evenings, four days after the site visit, and competitors were faster. We gave the agent the firm's pricing sheet and quote template, connected it to the job app and the accounts, and had it draft quotes from real voice notes for a week while the owner corrected them. By the second week the corrections were rare.
Quotes go out the same day as the visit, and the firm wins more of them. Invoices go out when the job is marked done rather than when the owner gets to them, and payment arrives eleven days sooner. The owner has his evenings back.
'I was doing paperwork at the kitchen table every night. Now the quote is sent before I get home.'
Owner
The practice's two receptionists were also running the front desk, so a third of calls went to voicemail at lunch and after 5pm. They wanted every call answered and every cancellation refilled, without hiring.
Enquiries arrived through Instagram, the website and WhatsApp at all hours, and the clinic replied the next working day. By then many had booked elsewhere. They wanted every enquiry answered within minutes and turned into a consultation.
A free 45-minute call. Tell us where the time goes; we'll tell you honestly whether an agent would help and what it would save.
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