Mac Sweeny
Quick answer
For a trade business, sensible AI trials include drafting scope from job notes, preparing client messages and summarising a weekly report. First check what your current job software supports. Quote reminders with predictable rules may not need AI. Keep a person responsible for checking the output.
Turn a site note into a useful next step
An example of a small workflow to test before adding more automation.
- 01
Capture the job
Record the customer request and your site observations.
- 02
Draft the paperwork
Prepare a job summary or quote draft using your own template.
- 03
Check and send
Confirm the scope, rates and customer details yourself.
Start with one type of job. Keep the final price and promise in your hands.
Put it to work · Added 7 September 2026
Find the admin job worth fixing first
Start with one repeated task: quote preparation, follow-ups or job notes. Measure the time it takes, include checking and corrections, then trial the smallest useful change.
I’d sit with the person doing the admin before choosing a tool. Use this sheet to compare the work you actually have. A reminder with a clear rule may need ordinary automation; messy notes may benefit from AI.
| Candidate | Record before a trial | What a person still checks |
|---|---|---|
| Quote preparation | Quotes per week; minutes collecting notes and drafting scope | Rates, quantities, exclusions and final wording |
| Quote follow-ups | Quotes awaiting a reply; minutes checking status and drafting messages | Replies, accepted work and requests to stop contact |
| Job notes | Jobs per week; minutes turning notes into an office record | Materials, time, variations and missing details |
| Weekly reporting | Minutes gathering figures; corrections needed after review | Reporting period, source totals and exceptions |
Try your own time estimate
Net minutes per week = tasks × (current minutes − new handling minutes − review minutes). Negative means more work. This excludes setup and maintenance.
Example inputs: 96 minutes (1.6 hours) less handling time per week, before setup and maintenance.
These controls work in this page. They do not submit your answers or save them for later.
Your next step. Choose a task with enough repeated work, a named reviewer and a clear way to catch mistakes. If checking takes longer than the old process, change the trial or leave that task alone.
Download the worksheet (CSV)Where the hours actually go
I’d start by recording a normal week. Count quotes, follow-ups and completed job notes, then note the time spent collecting information, drafting and correcting it. Include the office team’s work as well as the time on site.
Separate a slow task from an unclear process. If a variation never gets recorded, better writing software cannot recover the missing agreement. Fix where the information lands and who checks it first.
Where to test AI in a trade business
- Quote drafts: give the assistant approved scope notes and a template. Check quantities, rates, exclusions and any detail it adds.
- Job records: turn a site note into proposed fields with the original evidence beside them. Review missing materials, time or variations.
- Client messages: draft a clear update from confirmed facts. A person checks dates and commitments before sending.
- Reports: use checked source figures and a defined reporting period. Verify the summary against those figures.
These are test ideas, not observed savings. Check current product documentation and your subscription before relying on a feature. Account setup, access and workflow design can matter as much as the prompt.
What to skip
Leave a low-volume task alone if setup and review would take more time than the original work. Avoid a trial that has no owner, no permitted inputs or no way to catch errors. For customer-facing actions, start with drafts and a clear review step.
Do not treat an AI draft as permission to send a quote, change a booking or update financial records. Those actions need the rules and authority you already use in the business.
Do it yourself, or get advice first
Start by checking the features and guidance in your existing tools. Use a small permitted sample and measure the checked result. Get advice when the decision involves several systems, uncertain scope or responsibilities the team has not agreed.
AI Consulting is A$1,195 per month + GST, with a call each fortnight, clarity on what to build in Claude or ChatGPT and practical guidance on how to do it. No lock-in. Custom development is A$150/hour + GST, with a separate project scope, estimated hours and terms before work starts.
Common questions
What is the cheapest way for a trade business to start with AI?
Check the features and current pricing in the software you already use before buying another subscription. Trial one task with examples you are permitted to use, and include setup and review in the time comparison.
Can AI write my quotes?
AI can help draft the wording from your approved notes and template. You still need to verify rates, quantities, scope and exclusions before sending. A draft is not evidence that the quote is correct.
Do I need someone to set this up?
You may be able to test an existing feature yourself. Get advice when several systems, unclear responsibilities or an uncertain scope make the decision harder. Any custom development is agreed separately.
Official resources
Explore the tools and check current details with the people who make them.
