Case study · Pallet supply
Timber pallets for Perth businesses. Jobs run in ServiceM8, customers write in by email, and new leads come from Google Ads. Now an AI office admin does the ServiceM8 work, the Outlook email and the ads work with the owner.
Published
2min
from a web enquiry to a text on Steve's phone. 17 of 17, weekends too
9min
from enquiry to a priced quote in the customer's inbox, on a 75-pallet order
14min
from order to invoice sent, and paid the same day
13of 14
days Steve used it in his first two weeks
Counted from the sales inbox, ServiceM8, Xero and the assistant's own records, 15 to 29 October 2026. The 9 and 14 minute times are single orders, shown as examples.
Before
What changed
2 min
from enquiry to a text on his phone, 17 of 17
The AI office admin checks the sales inbox every 2 minutes, from 6am to 9pm, weekends included. A new enquiry becomes one short text: who it is, how many pallets, where, and "Want me to start the quote?". Repeat customers re-ordering get flagged the same way.
9 min
from enquiry to a priced quote in the customer's inbox
A business asked for 75 pallets at 1:44pm. Steve said yes to the quote the AI office admin built in ServiceM8, and it was in the customer's inbox at 1:53pm. They paid the next day and had their pallets the day after.
14 min
from order to invoice sent, paid the same day
The owner asks for what he needs, from his phone: book a pickup, add a customer, invoice an order, send a payment reminder, tidy the inbox. One brewery order came in at 3:57pm. The invoice went out at 4:11pm and was paid that afternoon.
I am so glad I found Build Crew. Having this virtual assistant is definitely making my life so much easier & enables a faster response with getting back new potential Customers.
Quick & easy setup process.
Steve, on getting startedAI bot is extremely fast at doing my Service M8 & MS Outlook email tasks also Google ads.
Steve Atkin, ownerVery clever bot. Massive time saver in my work.
Steve Atkin, ownerThe first reminder lists were too long. Steve works one live thing at a time, so a growing to-do list got ignored. After a week we cut it to one short text at 7:30am with five items at most, built fresh from ServiceM8 each morning.
One shortcut for approving invoices left them half done inside ServiceM8. Now the AI office admin makes the invoice and Steve does one tap to approve it.
Steve still rings most new customers himself, because he wants them to hear his passion for the work. The AI office admin gets the lead to him fast and does the paperwork around the call. We will add a month of numbers to this page in late November.
One call. We look at your job software, inbox and calendar, and show you what the AI office admin would take off your plate.
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