Email extraction and data clean-up
Extract approved contact, enquiry or project details from email. Standardise fields, flag incomplete records and review possible duplicates before updating the CRM.
ADELAIDE & REGIONAL SA · TRADIES · CONTRACTORS · SMEs
Connect the admin around your business.
The same job details often get typed into an email, a quote and an invoice. We help tradies, contractors and SMEs simplify those handovers, connect existing tools where supported and automate the useful parts. A custom CRM can follow where it makes sense.
Built around the way your team works.
Start by deciding which system holds the official customer, job and financial records. Some businesses need a small connection between existing tools. Others need a staged platform covering contacts, quoting, purchasing, stock and job administration. The first step is mapping what actually happens.
Receipt capture and job matching
Capture a receipt from a phone or email, extract the supplier and amounts, and suggest the relevant job. Route uncertain values and tax treatment for review before saving to approved systems.
Quotes, job records and invoices
Reuse customer details and checked rates in quotes, then record accepted work, approved changes and completion against the job. Prepare draft invoices from those records and reconcile approved figures with your accounting system.
Enquiries and follow-up
Assess lead capture, draft replies, quote reminders and call-handling integrations. Use approvals, opt-out rules and clear limits before any system contacts clients or makes commitments.
ILLUSTRATIVE WORKFLOW
Example: a supplier email to a checked job record.
- 01
Read a permitted mailbox or folder and identify the supplier document.
- 02
Extract relevant details, match the job and flag missing or conflicting information.
- 03
Have the authorised person approve the update and retain a link to the source.
Check whether it makes a difference.
Measure re-entry time, duplicate records, exception rates and missed follow-ups. Reconcile financial records against the accounting system before relying on the result.
Agree the checks before the build.
Supported APIs, subscription permissions and data quality determine what can connect. We scope access, logs, backups, testing and a manual fallback. Payments, significant commitments and destructive changes need appropriate authorisation; receipt extraction is not accounting advice.
The proposal sets out deliverables, account access, testing, handover and support. Read the security and privacy safeguards and service terms.
Practical questions.
Do we have to replace our existing software?
Not necessarily. A supported integration or better use of an existing feature may be enough. Compare that option with custom development, including licence costs and maintenance.
Can this cover the full CRM-to-invoice process?
It can be scoped that way, but a full suite needs staged delivery, permissions, migration, testing and reconciliation. A focused first workflow helps establish the data model and prove the approach.
What is ongoing support for?
Systems need adjustments as processes, software and integrations change. Support starts from A$1,100 including GST per month where required and agreed, with defined tasks and an allowance. Software and usage charges are additional unless included.