Put Routine Plumbing Admin in Order
Catch the enquiry, prepare the quote and keep the office tasks moving. Give each AI assistant a specific job, clear limits and a person responsible for the result.
From a One-off Prompt to a Connected Task
A useful setup brings together the right job information, your instructions and the checks your team needs.
Useful for individual drafts and questions
- ❌ A person supplies the request and context
- ❌ Current rates and customer details need to be supplied securely
- ❌ Diary and invoice access depends on the product and setup
- ❌ Templates and instructions need to be kept current
- ❌ Your team decides how to check the output
- ❌ Someone needs to move the result to the next step
Connected tasks with a named person in charge
- ✅ Each assistant has a specific task and a clear route to a person
- ✅ Your current pricing and process rules guide drafts
- ✅ Connections use only the systems and permissions you authorise
- ✅ Your team checks unusual cases and corrects the instructions
- ✅ Your team can see the actions taken and change access
- ✅ After-hours calls can leave a useful record for a callback
Give Each Assistant One Clear Job
Start with the task your office keeps chasing. These roles show how an assistant could help with one part of the job while your team keeps the decisions.
Receptionist Agent
Can answer calls using your approved script, capture job details and flag urgent work for a person. Booking rules and escalation paths are agreed during setup.
Quote Agent
Can assemble a quote draft from job details, photos and your approved price list. A qualified person checks scope, costs and exclusions before it is sent.
Scheduler Agent
Can surface diary gaps, travel time and cancellation options for your dispatcher. Your team confirms availability and customer commitments.
Follow-up Agent
Can queue approved follow-up messages for open quotes and completed jobs. Your team controls timing, tone and when a customer needs a personal reply.
Invoice Agent
Can draft invoices from completed job records and flag overdue accounts. A person checks billable work and payment details before sending.
Compliance Agent
Can track licence, insurance and certification dates and send reminders. Your business remains responsible for checking current requirements and keeping documents valid.
Test One Task Before Adding the Next
Use this sequence to test the assistant against real work. The pace depends on your systems, the quality of your records and the checks needed.
Map the Work
Choose one repeatable task, document the decisions and identify where a person must take over.
Try It With Your Team
Try a small set of cases. Check the drafts, the information reaching the next person and what the customer is told.
Connect Systems
Connect approved tools and permissions, then check records and exceptions before expanding the workflow.
Review and Improve
Compare outcomes with the pilot baseline, update the rules and keep a person accountable for customer and compliance decisions.
Work With the Systems Your Team Uses
Phone, diary, email and job software need to work together for the task to be useful. Confirm each product’s connection options and permissions before the build.
Phone System
Inbound & outbound calls, SMS
Calendar
Google, Outlook, Jobber diary
Gmail, Outlook, templates
Invoicing
Xero, Jobber, MYOB
CRM
Customer history & pipeline
Google Business
Reviews, posts, profile
Choose Your First Admin Task
Bring one routine task and the tools your team uses. Discuss the information it needs, who checks the result and a small trial you can judge before adding more.
Discuss Your First Admin Assistant →or visit flowtivity.ai to learn more
DISPATCH / WORKFLOW REVIEW / A conversation with AJ
Start with the call that gets missed.
Use a free 1-hour consult with AJ to examine how plumbing enquiries reach your team, what information is needed and where a person takes control of the job.
- Free 60-minute consultation
- Video call with AJ
- Times shown in your time zone
- 01Choose a time
- 02Add your details
- 03Get your invite
Available times load here when you reach this section.
Need another time or having trouble? Email AJ, or use Flowtivity’s contact page. Booking details go directly to Flowtivity.