So How Does It Work?
Our Approach to Creating Your Perfect Assistant
Your business isn’t one-size-fits-all — and neither is ours. Every owner, every service, and every customer need is unique. That’s why we take a thoughtful, customised approach to build a system that fits you perfectly, with the precision and care your business deserves.
We don’t drop you into a pre-built system. We design and build a custom AI assistant from the ground up — tailored specifically to your business. Here’s what that process looks like:
1️⃣ We Listen First
Before we touch a single piece of technology, we take the time to deeply understand you, your business, and the results you want to achieve with your assistant.
We’ll ask:
– What type of AI Assistant are you looking for? For example, a fully hands-off setup where you only speak to qualified leads across all channels — phone, SMS, and social media?
– Do you want to answer calls yourself, but have the assistant take over when you’re busy or unavailable?
– Do you need a voice assistant, a text assistant, or both? So we can tailor the setup to match your exact needs.
– What kinds of calls are currently wasting your time?
– What defines an ideal lead for your business?
– Do you need the system to schedule bookings into a calendar?
– Do you need it to handle payments or deposits?
– What truly counts as an emergency in your business?
– How should enquiries be handled when you’re busy, closed, or asleep?
– Do you want your assistant active during business hours, after hours, or both?
– Should it simply screen and log calls, only forwarding urgent ones after hours?
Just like you’d train a trusted staff member that you train up yourself to help your business operations, we’ll gather every detail of how you want things done—so nothing is left to chance.
2️⃣ We Custom-Build Your Virtual Assistant
Once we understand your goals, we carefully design your assistant to work exactly how you want to handle all the heavy lifting:
✅ Maybe you want it filtering non-urgent calls during the day so you can stay focused on your work.
✅Or you prefer it to stay quiet during business hours and only step in to handle after-hours enquiries.
✅ Or perhaps you only want to be notified or forwarded calls that qualify as true emergencies — so your sleep stays undisturbed.
The sky’s the limit — you’re in full control. We configure the assistant entirely around your preferences or your definition of urgency.
3️⃣ We Fine-Tune for Real-World Use
After setup, we test and refine everything with you until it’s running smoothly and exactly the way you want:
✅ We review how enquiries are flowing across all channels
✅ We fine-tune what gets forwarded, filtered, or logged
✅ We adjust what’s considered urgent vs. non-urgent
✅ We test the experience from the customer’s point of view, so it feels natural and effortless
✅ We gather your feedback and make any tweaks you need — no technical headaches on your end
✅ We keep monitoring performance over time, so your system stays sharp as your business grows
Your assistant is designed to grow, adapt, and evolve alongside your business — never holding you back or limiting your potential.
4️⃣ We Keep You in Control (While Taking Extra Work Off Your Hands)
Think of it as having a well-trained team member who knows exactly:
– When to notify you and when to let you rest
– When a lead needs immediate attention and when it can wait until morning
– When a call is worth your time — and when it’s just another tyre-kicker
While you’re busy serving customers, sleeping, or enjoying well-earned downtime, your assistant works quietly in the background — protecting your time, capturing every opportunity, and only alerting you when it truly matters.
✅ At the end of the day, this is your system — built around your rules, your standards, and your priorities.
You stay firmly in control, while we work alongside your AI-powered assistant to handle all the heavy lifting behind the scenes.
How does the AI Assistant actually work?
Our AI-powered assistant is built on ChatGPT, the world’s most advanced conversational AI—and it’s connected to smart automations that run exactly how your business needs them to.
✅ But we don’t just “plug it in” to our automations software and leave it to guess. We carefully train and customise it for your business, your customers, and your goals.
Think of it like having an intelligent virtual receptionist who:
– Understands the types of enquiries you get
– Knows what counts as urgent (and what doesn’t)
– Follows a custom-built script based on your preferences
– Captures caller details, answers common questions, and filters calls—all automatically, 24/7
It’s like giving your business a superhuman staff member—smart, polite, professional, amazingly human like and always on duty.
✅ Best of all: you stay in control of what it says, when it responds, and what actions it takes. We handle the tech setup and tuning behind the scenes, so it’s completely tailored to you.
EXAMPLE OF HOW THE ASSISTANT WORKS IN AN EMERGENCY SCENARIO
WHERE ARE ALL MY CUSTOMER ENQUIRIES STORED?
Introducing the Conversations Tab & App
When a customer contacts you — by phone, text, website form, and even social media — there’s no more overwhelm or scattered messages. Everything is organised in one easy-to-manage place:
👉 Think of it as your central message inbox for your entire business—a single place where every enquiry is automatically logged and saved, no matter where it came from.
You don’t need to juggle Facebook Messenger, Instagram, Google My Business, WhatsApp, SMS, email, or website forms any longer, all of your enquires now arrive in the Conversations Tab inside your easily accessible dashboard.
And best of all:
✅ You can access everything right from your phone with the free mobile app in one tap.
✅ Just open the app, click “Conversations,” and see the full details of every enquiry, every customer message, every response in one easy-to-scroll feed.
✅ And just like receiving an SMS, the app alerts you with a new unread message every time a new enquiry comes in.
✅ When your AI Assistant handles an enquiry, you’ll have the complete conversation history at your fingertips, regardless of the channel it came from.
No more bouncing between apps or missing leads because they messaged you after hours or on social media and it took you too long to respond. Every single enquiry, from every channel, is funnelled into the Conversations Tab—so nothing slips through the cracks.
You can easily reply to your customers from one place — whether they contacted you on Facebook, Instagram, WhatsApp, or your website. Best of all, it appears as if you replied directly from the platform they messaged you on, not from your Conversations Tab. We simply link all your social media accounts with a few quick clicks to make it all work seamlessly.
Can it handle voice calls too?
Yes — we can also set you up with a Voice AI Assistant featuring a very natural, human-sounding Australian male or female voice.
Your Voice AI can work with a new dedicated number, or be set up to forward calls from your existing number when you’re busy — giving you flexibility without changing your main line.
Here’s what your Voice AI Assistant can do:
✔️ Answer phone calls with a lifelike, friendly voice
✔️ Ask smart screening questions to qualify callers
✔️ Log caller details, answers, and messages
✔️ Identify urgency based on responses
✔️ Send all details straight to your Conversations tab — so you can read the full transcript, reply, or filter enquiries at your convenience.
✅ Just like your text assistant, your Voice AI can even book appointments directly into your calendar, depending on your business needs and setup.
💥 What if I want a complete hands-off system and only want to talk to qualified leads?
Brilliant — that’s exactly what this system is built for.
We create a done-for-you, 24/7 lead qualification machine that works like hiring a digital secretary — without the salary, sick days, or coffee breaks. You only step in when it’s time to close a deal or have a meaningful conversation.
Here’s how it works:
✅ SMS Assistant + Custom Webform
We arm your business with a smart SMS assistant that chats with leads via text — all your customer has to do is send a message, and the assistant takes over, qualifying them using your guidelines. We also create a custom webform you can drop onto your website, instantly capturing lead details and starting the same chat flow. Inside the app, leads are automatically tagged (think: Emergency, Hot Lead, Not Qualified) so you can prioritise or filter in seconds.
✅ Dedicated Smart Voice Assistant
We set up a dedicated Twilio mobile number for your business. When customers call, your AI voice assistant picks up, handles enquiries, and logs everything into your Conversations tab. You’ll get an instant push notification via the app — just tap to view the full chat history, reply directly, or tag them as a non-qualified lead. No more missed calls, no more wasting time.
✅ Social Media Text Assistant
We connect your Facebook Messenger, Instagram DMs, and WhatsApp, so your leads are qualified across every channel. The text assistant chats with them, gathers details, and tags them — just like with SMS or your website. All the data flows straight into your app, where you can easily follow up, close, or filter out the tyre-kickers.
✅ One Dashboard. Every Conversation.
No more chaos. Whether it’s a call, text, webform, or social DM, every conversation lands neatly in your Conversations tab. You get a single, crystal-clear view of your pipeline — no more bouncing between apps, no more scrambling for lead details.
✅ You Only Talk to Qualified Leads
Our smart workflows and automation do the heavy lifting, filtering out the time-wasters, spam, and dead-end enquiries. You stay focused on the gold — the real, ready-to-buy leads — freeing up your time to grow your business or spend more time with your family.
Bottom line: We give you back your time, protect your energy, and help you scale faster — all while making sure the only people who reach you are the ones who matter.
FAQs
What’s best for me — a voice assistant or a text assistant?
It depends on how your customers typically reach you.
✅ If most enquiries come through phone calls and you always feel run off your feet, the voice assistant is a great fit — it can answer calls, handle basic enquiries, and log everything into your system so you can follow up qualified leads when you have time.
✅ If you prefer to answer your phone calls yourself but get a lot of texts, website enquiries, or social media DMs, the text assistant is the better choice — it chats with leads, qualifies them, and tags them for easy follow-up.
✅ Want the most complete setup? Use both together for full coverage across phone, SMS, web, and social — so you can stay focused on your business while the system handles and qualifies leads automatically.
Can it work during the day when I’m busy, not just after-hours?
Absolutely! Many business owners use it during the day to screen out low-quality leads and non-urgent enquiries, so they can stay focused on what matters most. You’re in full control — you decide exactly when the system is active and how it handles your calls and messages.
Will I have to change my current business number?
No — you won’t need to change your current number unless you want to, or choose the complete hands-off system with a full voice and text assistant. We provide you with a dedicated Twilio number that works alongside your existing setup and integrates seamlessly into our system. There’s no need to move or port your current phone number to Twilio — you can continue using your business line exactly as you always have.
Will my customers be upset or frustrated by automation and talking to AI?
No—your customers will hear a friendly, professional greeting that feels like part of your team, not a robot. Most won’t even realise it’s an automated AI Assistant. We’re experts at ChatGPT prompting and know exactly how to make it sound natural and human — only better, because it follows a carefully crafted script and never slips up. We design every system to ensure each caller feels respected, valued, and cared for.
Is it too technical for me to manage?
No tech skills needed! We take care of the setup for you, and the system runs quietly in the background. We work alongside you and your AI Assistant on an ongoing basis to keep everything running smoothly.
How does it know which calls are urgent and which aren’t?
We work with you to define exactly what counts as an emergency for your business. The system uses a simple screening process based on your rules—so only the enquiries that are deemed urgent come through at the times you specify. Everything else gets filtered, logged, and handled for you.
What happens if it makes a mistake and filters out an emergency?
We design your system with care to minimise that risk, using clear emergency triggers and smart backup options. You’ll always have access to every message and caller’s details in real time, right from your dashboard or app. And if there’s ever any uncertainty, we can set the system to alert you “just in case,” so nothing important slips through. You stay in control, and we’re always here to help fine-tune it as your needs evolve.
How will I be notified for emergencies?
We can notify you however you prefer — with a phone call using a whisper message (for example, “Emergency call, please answer”), or as a push notification through your app. You’re in full control, and we can even set up multiple alerts if you like. Once a lead is qualified as an emergency, your assistant can also provide them with your after-hours number so they can reach you directly.
Do I need new equipment or phone systems to use this?
No extra equipment is needed. We set everything up through a dedicated Twilio number inside the system, and it runs entirely in the cloud. You can keep using your existing phone as usual, the system works along side it — no need to install new hardware or change your setup. Everything is handled for you behind the scenes.
How much does it cost per month?
Our pricing is customised to suit your business, starting from $500 AUD per month and a $1,200 AUD setup fee. We’ll assess your specific needs and provide a clear, upfront quote — so you know exactly what to expect, with no hidden costs or surprises. Most clients find it easily pays for itself after just a couple of saved bookings — saving hours of time, protecting your sleep, and preventing lost leads or missed emergencies.
Is it locked into a contract?
No long contracts required. You can stay month-to-month and cancel anytime if you need to.
Will it work if I’m in a bad reception area?
Yes—it’s cloud-based, so calls and messages are handled on our end even if your mobile reception is spotty and everything is stored in your conversations tab for when you come back into a service area. As long as you can access email or mobile data, you’ll get alerts.
How fast can I set this up?
We can usually have you up and running within 1–4 business days once we’ve confirmed your custom needs and goals. It’s a smooth, stress-free process — we handle all the tech so you don’t have to.