Case Study · AI for Small Business

An AI Business Assistant for Enquiries, Quotes and Administration

A central AI business assistant connecting customer enquiries, quotation preparation and existing business applications. Enquiries are captured and classified, draft quotes are prepared from approved pricing, and follow-ups are tracked in one dashboard.

AI DevelopmentWorkflow AutomationSystems Integration
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Summary

At a glance

Client
Small business: enquiries, quotations, bookings, invoices and follow-ups
Industry
AI for Small Business
The problem
Staff entered the same details several times across email, spreadsheets and the accounting system.
What we built
A central AI business assistant, developed to connect customer communications, quotation preparation and the existing business applications, including Xero, Microsoft 365 and the customer management system.
Systems and technology
Generative AI, Microsoft 365, Xero, CRM Integration, Workflow Automation
Results
  • Faster Enquiry processing: customer requests are captured, classified and prepared for follow-up.
  • Simpler Quotation preparation: AI creates draft quotes from service requirements and approved pricing rules.
  • Fewer missed Follow-ups: automated reminders help staff track outstanding enquiries and quotations.
  • Owner time Routine coordination is streamlined, so the owner can focus on running and growing the business.
Client Context

Small business: enquiries, quotations, bookings, invoices and follow-ups

A small business relying on a limited number of employees to manage customer enquiries, quotations, bookings, invoices and administrative follow-ups.

Information was spread across email, spreadsheets and accounting systems.

The Challenge

What needed to change

Staff entered the same details several times across email, spreadsheets and the accounting system.

The owner was regularly pulled into routine administration, leaving less time for customers, operations and growing the business.

The Solution

What we built

A central AI business assistant, developed to connect customer communications, quotation preparation and the existing business applications, including Xero, Microsoft 365 and the customer management system.

Enquiry capture

Incoming enquiries are analysed to identify the customer, the service requirements and the actions required.

Draft quotations

Draft quotes are prepared from approved pricing information and service requirements.

Follow-ups

Automated reminders help staff track outstanding enquiries and quotations.

Work dashboard

A dashboard for tracking outstanding work.

Connected systems

Integration with accounting and customer management systems reduces duplicate data entry.

Built with:
Generative AIMicrosoft 365XeroCRM IntegrationWorkflow Automation
In Practice

How it works

1

An enquiry arrives

The assistant identifies the customer, what they need and what has to happen next.

2

A quote is drafted

A draft quotation is prepared from the approved pricing rules.

3

Someone checks it

Staff review the draft and send it to the customer.

4

Follow-ups are tracked

Reminders and the dashboard keep outstanding enquiries and quotes from slipping.

5

Records stay in step

Details flow into the accounting and customer systems without being typed in again.

Results

What changed

Faster Enquiry processing: customer requests are captured, classified and prepared for follow-up.
Simpler Quotation preparation: AI creates draft quotes from service requirements and approved pricing rules.
Fewer missed Follow-ups: automated reminders help staff track outstanding enquiries and quotations.
Owner time Routine coordination is streamlined, so the owner can focus on running and growing the business.
Similar Project?

Want something similar for your business?

Tell us about your industry, your workflows, and what you want to achieve. We will scope it, quote it fixed-price, and build it.

Tell us what you want to fix

What industry are you in? What systems do you use? What is the biggest operational problem you want solved? We will come back with a plan and fixed-price quote.

Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.

Kasun Wijayamanna, founder of HELLO PEOPLE

Kasun Wijayamanna, founderYou deal with Kasun from scope to delivery. No account managers and no offshore handoff.