Built to protect your cash flow, your hours, and your reputation.
Three services, software agnostic, billed by the hour. No licences, no product subscriptions. You pay for the hours the work takes, and every hour goes toward getting you paid faster, freeing up your team's time, or keeping mistakes off your desk.
Invoice reminders, payment chasing, and no-show follow-ups, so money owed to you doesn't sit waiting.
Fewer hours lost to quoting, scheduling, and data entry, so your team spends more time on billable work.
Consistent process and an audit trail, so missed deadlines and manual mistakes stop costing you.
Three services. One core focus.
We do not jump straight into building. Every engagement starts with listening, moves into building only when we understand the problem, and does not finish until your team is confident and the process is maintained. Every service is charged by the hour, not a licence fee, not a per-seat subscription.
Discovery & Automation Audit
Our core service. Find out where your team's hours are going, before you commit to anything.
- We book a short session with you and your team to walk through a typical week and map where time is being lost.
- We identify 3 to 5 opportunities, rank them by impact and effort, and give you an honest view of what each one will save.
- You leave with a written plan that is yours to keep. Billed by the hour, no obligation to continue with us.
Process Automation Build
Fix one process properly, in weeks, not months, using whatever tools you already run.
- You pick a process from the audit, or bring us one directly. We scope the hours, agree the estimate, and build it, software agnostic, using the tools you already have.
- Weeks later it is live. Your team does not need to change how they work, the manual steps just stop happening.
- We hand over full documentation so your team can operate it confidently without depending on us.
Maintenance, Care & Support
Keep building momentum without committing to a full-time hire.
- A monthly hours allowance covers the next item on your list, monitoring what is already live, and training your team as things change.
- We catch issues before they affect your business and keep everything updated as your tools evolve.
- You have a dedicated contact who already knows your setup, no re-explaining from scratch each time.
Pricing that matches the work, not the marketing.
Every build is billed on the hours it takes, at our standard hourly rate. We estimate the hours upfront by how complex the process actually is, so you know what you are signing up for before any work begins. No licences, no per-product fees.
Basic System
A single process, run by one team, connecting up to three apps with one trigger and a handful of actions. Typically the smallest hours estimate.
- A WhatsApp bot that answers your most common customer questions.
- An invoice reminder flow that nudges customers on day 7, 14 and 21.
- A lead capture form that drops every new enquiry straight into your CRM with no manual typing.
Multi-Step System
A longer process within one department, with branches and decision logic, connecting three to five apps. More hours than a Basic System, still scoped and agreed upfront.
- A quotation bot that asks the right questions, generates the quote, sends it, and follows up if the customer goes quiet.
- A support triage flow that reads incoming messages, suggests answers, and escalates the tricky ones to the right person.
- A lead follow up sequence that warms cold prospects over email and WhatsApp until they reply.
Cross-Team System
End to end system across two or more departments, with multiple systems, handoffs and approvals. The largest hours estimate, phased if needed.
- A full lead to invoice flow that runs from quotation, to job allocation, to delivery, to billing, keeping every team updated.
- A hire to onboard process where new staff data flows across HR, IT and payroll without anyone copy pasting between systems.
- An order to cash process that links sales, operations and finance so nothing slips through the cracks.
Real systems, real results.
A snapshot of what your business could look like in a few weeks. Every system here uses tools you already have, and every one pays for itself in the first month.
Lead Capture Desk
Turns website forms, WhatsApp enquiries, and email enquiries into one clean lead list with owner, status, and next step. This fits the common need to stop leads going missing and centralize intake.
Follow-Up Desk
Keeps prospects and clients from going cold by prompting or sending the next message after no reply, missed quote, or pending approval. Lead follow-up is repeatedly positioned as a core conversion need for service businesses.
Quote-to-Job Desk
Moves accepted quotes into live job records, task lists, and calendars so staff stop retyping the same details. Service business platforms commonly connect estimates, jobs, and scheduling because that handoff is a major friction point.
Payment Collection Desk
Handles invoice reminders, overdue chasing, and payment status updates so the team does not manually track who has paid and who has not. Invoicing plus reminder handling is consistently treated as a central back-office need.
Scheduling Desk
Organizes bookings, recurring visits, and team assignments in one place so office staff do less back-and-forth coordination. Scheduling and dispatch are repeatedly highlighted as a daily operational problem for service teams.
Weekly Numbers Desk
Pulls sales, jobs, leads, and payment figures into simple weekly reporting so owners can see what is happening without chasing data across apps and spreadsheets. Reporting visibility and organized lead or revenue tracking are common needs in service operations.
The four that shift everything.
Every Octawerks client ends up here. These four automations unlock more time than anything else because they fix the exact moments where your team loses hours. Quote walks to job, job site goes to admin, missed calls go to gold, jobs go unclosed. Get these right and the rest becomes straightforward.
Missed-Call Recovery Desk
Captures missed calls, voicemails, and silent enquiries, then turns them into a tracked follow-up so money does not disappear when nobody picks up. This is highly relatable for trades and field service businesses because missed calls are a common source of lost jobs.
Site-to-Office Handover
Turns job photos, site notes, completion details, and material updates into a clean office-ready record so admin does not have to chase the field team for missing info. Manual handoffs are a known operational weak point because information gets missed between people and departments.
Quote Approval Chase
Keeps quotes moving by nudging prospects who viewed but did not approve, without the team having to remember who to chase. Quote follow-up is a major source of lost revenue in trades and service businesses.
Job Closure Proof Pack
Collects the final photos, completion notes, customer sign-off, and invoice-ready details into one tidy packet so jobs close faster and disputes drop. This is impactful because incomplete job closure creates rework, payment delays, and messy office follow-up.
Common questions, honest answers.
Most of our clients had the same worries before they started. Here is what we tell them.
No. Most of our clients are not tech people, and that is exactly who we built Octawerks for. We write everything in plain language, train your team in short sessions, and use the tools you already know how to use. If you can use email and WhatsApp, you can use what we build.
Almost never. We work with the tools you already have. Your CRM, accounting system, WhatsApp, email, helpdesk, and connect to them rather than replace them. If we ever think a different tool would genuinely serve you better, we will tell you, explain why, and let you decide.
Most Process Automation Builds go live in two to six weeks, depending on complexity. The Discovery & Automation Audit comes first and takes a week or two, and it gives you a complete plan before any building starts. Many clients see measurable time savings within the first month of going live, sometimes within the first week.
Every automation we build is monitored after launch, so most issues are caught and fixed before they affect your business. If something does break, you can reach us directly. Clients on our retainer get faster turnaround, but no one is ever left stranded.
No. Automation takes the repetitive, low value work off your team's plate. The typing, the chasing, the copy pasting. Your people get their time back for the work that actually needs a human. Customer relationships, judgement calls, and growing the business. None of our clients have made anyone redundant after working with us. They have just stopped needing to hire to keep up.
Every system we build has human checks at the points where judgement matters. The system handles the routine work, and your team approves the parts that need a person's eye. You stay in control of what happens. We also test everything thoroughly before it goes live, so surprises are rare.
Everything is billed by the hour at our standard rate. The Discovery & Automation Audit is a short, low-hours engagement that gives you a complete plan you can act on, whether you build with us or not. After that, Core Builds are estimated by complexity tier before any work starts, so you know the hours and the cost upfront. We will always tell you the estimate before you commit.
Most automation projects fail because the team picked a tool first and tried to fit a problem to it, or because a vendor sold something too complex for the team to actually use. We start with your problems, not our tools. We start small, prove the value in weeks, and only expand once your team is confident. That is the difference.
Book a free 30 minute conversation.
We listen to where you are stuck, suggest a few directions, and tell you honestly whether automation is the right fix. No pitch, no slide deck.
Book your free call →