Automation for Victorian businesses
The job your office does by hand, done by software we run for you.
We build the automation, run it on our machines and keep it running, so there is nothing for your team to install or look after. If the work has to stay inside your building, it can run on a machine of yours instead.
The job nobody planned
It is rarely one big job. It is the same small job, thirty times a week: a form re-keyed into a system, a document chased, a portal checked by hand.
Nobody designed it that way. The systems were set up, the gaps between them were filled by a person, and the person is still filling them.
What we put in its place
A small program on our machines runs the job. It reads the document, does the steps, and leaves a person to check the exceptions.
We host it, watch it and keep it running. The AI licence is in your name and you own what we build. If your files cannot leave your building, the same job runs on a machine in your office instead. And if you want the ordinary IT around it looked after as well, the machines, the email, the backups, we do that too.
By hand
The jobs that get done by hand
A paralegal re-keys the purchaser and vendor details from the enquiry form into the practice system, orders the Section 32 and files it to the matter when it lands.
Supplier invoices arrive as PDFs and someone types each one in. Every month the same bank feed lines get coded by hand, and the same receipts get chased.
Referrals and results land in the inbox and the practice manager sorts each one to the right patient file, then works through the overdue recalls by hand.
Every toll notice and fine has to be matched to a run sheet to find the driver, then nominated in a different portal before the deadline passes.
Each infringement means pulling the agreement for that date and time, finding the hirer, re-issuing the notice and keeping the evidence in case it is disputed.
Timesheets come in from sites and apps and get re-keyed into payroll every week. Someone checks every white card, ticket and visa condition and tracks when each one expires.
Tickets arrive by email and get read, categorised and typed into the PSA by hand. Licence counts are reconciled against the invoice each month, line by line.
Quotes get typed up at night from site photos and notes. Overdue invoices get chased by text when someone remembers.
Automated
What runs instead
The form is read, the matter is opened, the certificate is ordered and filed to the matter the moment it arrives. The paralegal checks it and moves on.
Invoices are read and entered. Recurring lines are coded the way they were coded last month. Reminders go out on schedule, and a person handles the exceptions.
Each document is filed to its patient. Overdue recalls are listed every morning with the letter drafted, ready for someone to approve.
The notice is read, matched to the roster, and the nomination is prepared in the right portal for a person to approve before the date passes.
Agreement found, hirer identified, notice re-issued, evidence kept. One screen for the person who signs it off.
Timesheets are read and entered before the cut-off. Expiring tickets and visa checks are listed weeks ahead instead of on the day.
Tickets are triaged and logged. Licence counts are reconciled against the invoice each month, and only the differences reach a person.
The photos and notes become a draft quote for the tradie to check. Overdue invoices get a polite reminder on schedule, without anyone remembering.
- Law practices
- Accounting and bookkeeping
- Clinics
- Fleet and logistics
- Vehicle rental and lease
- Labour hire
- IT support and MSPs
- Trades and building
What stays yours
- Where it runs. On our machines by default, with nothing to install. On a machine in your office if the files must stay there.
- The licence. The AI account is in your name, and you can see everything it was asked.
- The build. If we part ways, the code stays with you and runs wherever you choose.
How a build goes
- The audit. We watch one week of the work and write down where the hours go. Free, and about an hour of your time.
- One job first. The single task that costs the most hours.
- Beside the person. For the first weeks the machine does the job and the person checks every result.
- Then on its own. The person gets the hours back and keeps the exceptions.
By hand
Nothing left on this side.
Automated
Start with the job that costs you the most hours.
Book the free audit. We look at one week of your office's work and write down where the hours go. If nothing there is worth automating, we say so.
Book a free auditOne email or one call. Bobby Mason answers both himself.
0470 338 935