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Example solution

Automate Your Entire Back Office — Invoicing, Scheduling, Follow-Up, and Reporting

Connect your CRM, accounting, scheduling, and comms into one automated workflow. Your office manager stops doing data entry and starts managing.

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Quick Answer

Back-Office Automation Setup — Connect your CRM, accounting, scheduling, and comms into one automated workflow. Your office manager stops doing data entry and starts managing. This is one example of what we build and run inside the flat $8,000/month Ironback retainer. 8 deliverables below.

What You Get

Every deliverable included in this engagement.

  • System audit: review every software tool, identify redundancies and gaps
  • Integration architecture: connect CRM, accounting, scheduling, and communication platforms
  • Automated invoicing pipeline: job completion triggers invoice generation and delivery
  • Appointment scheduling automation: booking, confirmation, and reminder sequences
  • Quote follow-up sequences: multi-touch follow-up on open estimates
  • Customer communication templates: branded emails and texts for every touchpoint
  • Staff training: 2-hour hands-on session for office team on new workflows
  • 30-day post-launch monitoring and adjustment period

How It Works

1

System audit & architecture Days 1-3

Map all existing tools, identify integration points, design the connected workflow

2

Integration build Days 4-10

Connect systems, build automation workflows, configure triggers and actions

3

Testing & training Days 11-14

End-to-end testing with real data, staff training sessions, documentation

4

Go-live & monitoring Days 15-45

Launch with monitoring, troubleshoot edge cases, optimize based on real usage

How to engage

Everything on this page is part of the Ironback retainer — a flat $8,000/month, 3-month minimum, then month-to-month. We prioritize what earns first.

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Available For

Fire Sprinkler CompaniesCompressed Air Service CompaniesStandby Generator Service CompaniesMobile Hydraulic Repair CompaniesCommercial Garage Door & Dock Repair CompaniesMobile Heavy Equipment Repair CompaniesCommercial Boiler Service CompaniesFire Suppression & Hood Cleaning CompaniesBiohazard & Crime Scene Cleanup CompaniesLuxury Hardscaping & Pool CompaniesMarine Diesel & Yacht Repair CompaniesCommercial Aquatics & Pool Service Companies

Frequently Asked Questions

What software do we need to have already?

At minimum: a CRM or field service platform (ServiceTitan, Jobber, Housecall Pro, etc.), accounting software (QuickBooks, Xero), and a business phone. We work with whatever you have and recommend upgrades only when existing tools can't support the automation.

How much office time does this save?

Typically 15-25 hours per week of manual data entry, invoice assembly, scheduling coordination, and follow-up tasks. For a 2-person office, that's the equivalent of adding a third employee — without the salary.

What's the ROI?

At $25-$40/hr office labor costs, saving 15-25 hours per week represents $19K-$52K in annual labor savings. Factor in faster invoicing (2-3 weeks of accelerated cash flow) and recovered revenue from automated follow-up, and total first-year ROI is typically 3-5x the investment.

Ready to get started? Let's talk.

Book a free 20-min call. No pitch, no pressure — just a conversation about your operation and whether this engagement is the right fit.

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