Case Study
A Lower Mainland hauling company spent its evenings turning job emails into invoices and juggling bookings between loads. We set up an AI assistant that drafts every invoice from the job email, books jobs, handles texts, and takes voice requests from the truck. The owner approves everything before it goes out.
Industry
Hauling and logistics
Location
Lower Mainland, BC
Main job
Invoicing from email
Approach
Existing tools, set up and customized
The Problem
Every job arrived by email. Each one had to be read, typed into an invoice by hand, and sent, usually at the end of a long day. Bookings, client texts and follow-ups all had to wait until the truck was parked, and overdue invoices were easy to lose track of.
The owner did not want new software to learn. He wanted the tools he already used to do more of the work.
What We Set Up
When a job email comes in, the assistant pulls out the details and drafts the invoice in the company's own template, ready to approve.
Scheduled checks flag unpaid invoices and send a short summary, so nothing slips.
Using a Siri Shortcut, the owner asks the assistant for what he needs, hands free, and hears the reply read aloud.
Jobs go straight into Google Calendar, with reminders set automatically.
Client texts come in with a reply already drafted. The owner approves it and it sends.
The assistant drafts and prepares. Nothing goes to a client until the owner says so.
How It Works
01
A customer or dispatcher emails the job details to the company inbox.
02
It reads the email and fills in the company's invoice template.
03
One look, one approval, from the office or by voice from the truck.
04
The invoice goes out and is watched until it is paid.
Our Approach
We met in person, mapped how jobs and invoices actually moved through the business, and tested on real invoices before anything went live. Instead of building new software, we set up and customized tools the company could keep using on its own accounts.
The work was delivered one phase at a time, starting with invoicing. Each phase was its own decision, and software and text fees are paid directly by the company at cost.
The Result
Invoices are drafted the moment a job email lands, bookings and texts are handled from the road, and overdue invoices are flagged automatically. The owner keeps every decision. The assistant does the typing.
Approve an invoice by voice from the truck, and it is out before the next load.
Questions
Yes. It reads each job email, pulls out the details and drafts an invoice in your own template. You approve it before it is sent.
Yes. A Siri Shortcut lets you make requests hands free and hear the reply read aloud, so you can approve or ask for things without picking up your phone.
No. The assistant drafts invoices and replies. Nothing goes out until you approve it.
No. It works with tools you likely already use, such as Gmail and Google Calendar. Subscriptions stay in your name and you pay them at cost.
A single use case such as invoicing starts from about $1,200 after a discovery deposit, and larger setups with several integrations go up to about $3,500. See pricing and process for details.
Yes. We meet in person anywhere in the Lower Mainland, including Surrey, Langley, Burnaby, Richmond and Coquitlam, and work remotely across BC.
Get In Touch
A short call, or a coffee in the Lower Mainland, about how your business runs and where an assistant could take work off your hands. If it is not a fit, we will say so.