One call, start to finish.
Here is the whole journey, from a stranger ringing your mobile to the money landing, and exactly where you come into it.
- 1
The call comes in
Your phone rings first, always. What you cannot get to, Adminmate picks up, in your business's name. It never pretends to be you and it never pretends to be human if it is asked.
- 2
It works out what the job is
It asks what you would ask: what has happened, how bad it is, where they are, whether it is an emergency. A boiler with no heat in January is not the same call as a quote for next spring, and it does not treat them the same.
- 3
It books it in
It offers times you actually have free, takes the one they pick, and puts it in your diary. Two people cannot end up in the same hour.
- 4
It confirms it
The customer gets a tidy confirmation with the time and what happens next. You get told what just landed.
- 5
It drafts the quote
Off your own rate card, with your day rates, your job prices and your materials. It does not guess prices. If it cannot price something from what you gave it, it says so rather than inventing a number.
- 6
You say yes
The quote waits for you. Change a line, change the total, add a sentence, or send it as it stands. Then it goes.
- 7
It invoices and chases
When the job is done the invoice is drafted with the VAT and CIS handled properly, the deposit netted off. If it goes unpaid it chases, politely, three times at most, and stops the moment they reply or pay.
- 8
It tells you what happened
One short message each morning: what came in, what needs you, what money moved, who is booked today.
What waits for you, and what does not
This is the part worth reading properly, because it is the answer to the only question that really matters: what can it do in your name without asking?
Waits for your yes, every time
- Any price going to a customer, quote or invoice
- Any message that goes out to a customer
- Chasing someone for money
- Anything that commits your diary, your money or your word
Gets on with it
- Answering the phone and taking the details
- Working out what the job is and how urgent
- Booking into hours you have already opened
- Screening out the sales calls you never wanted
As it gets things right, it offers to stop asking about the small stuff. That offer is made once, per kind of thing, and you can refuse it or take it back at any time. If you ever edit what it drafted, it goes straight back to asking.
The one exception runs the other way. A genuine emergency, a gas leak or a flood, is never held up waiting for a tap. It tells the caller what to do, tells you immediately, and never books it as a normal job.
And you move the line yourself
The split above is where everybody starts, not where you have to stay. Every step has its own switch in your settings, so you can hand over the bits you are comfortable with and keep the rest.
- Let it book straight into your open hours, but keep every price for yourself.
- Let it chase invoices, but never quotes.
- Have it draft the day before message and wait for your nod, until you have read a few and stop bothering.
Out of the box, three things happen without asking: it acknowledges someone who has got in touch, it answers a plain question about your hours or your area, and it fills time you have already opened. Everything else waits. Those three are switches too, if you would rather it said nothing at all.
Switching something on removes the tap and nothing else. Three chase attempts is still the limit, nothing still goes out on a Sunday, chasing still stops dead the moment someone pays or replies, and a price still cannot reach a customer without an approved document behind it. Those are not settings.
That is the whole of how it works. The rest of this page is the detail.
See what it costsThe call it runs and the messages it sends are on the home page, in full. Hear the call.
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