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Crews, sites and seasons in step.

Crews cover many sites, rain moves the week and maintenance contracts renew every season. We find where AI and automation keep the schedule and your customers in step, then build what’s worth building.

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Where the time goes.

Typical situations, as examples. Every business is different, so we start by looking at how yours runs.

  1. Rain washes out Tuesday

    Every visit moves, so the office reshuffles the crews and rings each customer.

    What we’d buildA re-planned week drafted for the office to check, with customer updates ready to approve.

  2. Proof of the visit lives on a phone

    Before-and-after photos and notes from site never reach the customer or the job record.

    What we’d buildSite photos and notes turned into a visit report, filed with the job.

  3. Contract renewals creep up

    Annual maintenance contracts come due, and nobody notices until the client asks.

    What we’d buildRenewals tracked automatically, with the renewal letter drafted for approval.

Jobs we could take off your hands.

Illustrative examples of what we could build for landscaping and grounds maintenance firms. A Fit check finds what fits yours.

  • New enquiries

    What it does
    Drafts a reply to each new enquiry from your website, inbox or call notes, and logs the details where you keep your jobs.
    What a person does
    Checks the reply and sends it.

    AI assistant

  • Rotas and cover

    What it does
    Shows who’s free and qualified when someone’s off, and suggests cover for the day.
    What a person does
    Decides who goes.

    Custom AI software

  • Tender paperwork

    What it does
    Pulls together the standard documents and first-draft answers for a tender from what you’ve written before.
    What a person does
    Edits, checks and submits it.

    AI assistant

  • Quotes

    What it does
    Builds a first-draft quote from the survey notes, photos and your own price list.
    What a person does
    Checks the figures and sends it.

    AI assistant

  • Services and renewals

    What it does
    Tracks what’s coming due, such as annual services, inspections and certificates, and drafts the reminder.
    What a person does
    Approves each reminder before it’s sent.

    Workflow automation

  • Bookings and reminders

    What it does
    Offers times from your calendar, then drafts the booking confirmation and a reminder for the day before.
    What a person does
    Approves each one before it’s sent, and handles anything unusual.

    Workflow automation

  • Job paperwork

    What it does
    Turns site notes, photos and voice memos into the job sheet or report, filed with the job.
    What a person does
    Reads it and signs it off.

    AI assistant

  • Customer updates

    What it does
    Drafts an update for the customer when a job changes status: booked, on the way, ready to collect.
    What a person does
    Sets the status and approves each update before it’s sent.

    Workflow automation

  • Invoices and chasing

    What it does
    Raises the invoice in your accounts software when a job is signed off, and drafts a polite reminder when it’s overdue.
    What a person does
    Approves the reminders and deals with any dispute.

    Workflow automation

  • The weekly numbers

    What it does
    Pulls jobs, invoices and hours into one dashboard that keeps itself up to date.
    What a person does
    Reads it and decides what to do.

    Custom AI software

How we work.

Three stages. You decide after each one whether to go on.

  1. FindA Fit checkA paid look at how your business runs, ending in a written plan with a price for anything worth building.How the Fit check works
  2. BuildBuilt around your toolsAssistants, automation and software that fit the way you already work.How we build
  3. RunOngoing supportWe monitor, fix and improve what we’ve built, and train your team.How ongoing support works

Plain answers.

Questions from landscaping and grounds maintenance firms. More in the full list.

Can you help us reschedule when the weather turns?

Yes. With visits, crews and sites in one place, a washed-out day can be re-planned quickly, with customer messages drafted for someone to approve.

Can clients get a report after each visit?

Yes. Notes and photos from site can be turned into a short visit report, checked by your team before it goes out.

Will it work with our job management software?

We check what your system can connect to during the Fit check, and build around it rather than replacing it.

We also work with.

Book a free 30-minute call.

On Google Meet, with Jacob. Tell us about one job that takes more effort than it should, or how a normal week goes.

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Or email jacob@propelai.co.uk