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FlowBuddy
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For service businesses and small teams

Your team is doing work
software should be doing.

FlowBuddy builds the system that answers every enquiry, follows up until someone replies, keeps your CRM accurate and moves work between your tools, without anyone having to remember to do it.

For businesses that already have leads, customers and software, and still run on spreadsheets, reminders and processes that only work when the right person remembers.

Request a QuoteSee a before and after

Free quote · No call needed · Proposal within the day

Lead intake workflow
Running
  1. New lead
    Form · DM · Call
    done
  2. AI qualification
    Intent + fit scoring
    running
  3. CRM record
    Created + tagged
    done
  4. Follow-up
    Email · SMS sequence
    done
  5. Booking
    Slot confirmed
    done
  6. Sales alert
    Team notified
    done
Owner involvementNone required
Our clients
  • EquipU
  • BookBrush
  • KCF Disability Engineering
  • BDT Virtual Solutions
  • Salú Advice & Counseling
  • Evergreen Junction
  • Vacarya
  • Torro Labs
2–3
Customers recovered every week

By one retention automation for a software business, where the same process previously saved none of them.

~1,600+ ~1,000
Contacts and deals migrated

Off HubSpot with history intact, for an Australian mobility equipment supplier. Still running today.

153→ 11
Inherited workflows audited

Nobody could explain them. One was silently killing the booking funnel.

Counts are counts, not outcomes. Each study says which is which.

Read all 5 case studies
A written answer in 1 business day

Naming what we would automate first, whether or not you hire us.

No call required

There is no booking link on this site on purpose. We only schedule one if you ask.

You keep the audit either way

It is yours to act on, with us or with whoever you like.

Before and after

The same enquiry, handled two ways

One of these is what happens when the process lives in people's heads. The other is what happens when it lives in a system. Nothing about the enquiry itself changed.

Before

It depends on somebody remembering

  1. Fri 6:41pm
    Enquiry arrives
    Lands in a shared inbox
  2. —
    Nobody is looking
    It sits there all weekend
  3. Mon 9:20am
    Someone spots it
    Between two other jobs
  4. +7 min
    Details re-typed into the CRM
    By hand, from the email
  5. +2 min
    A salesperson is assigned
    Whoever looks least busy
  6. Tue
    Follow-up is due
    It lives in one person’s head
  7. Thu
    Nobody followed up
    They booked a competitor
Lead goes cold
After

It happens whether anyone remembers or not

  1. 0s
    Enquiry arrives
    Form, DM, email or missed call
  2. 8s
    Qualified against your criteria
    Not a generic template
  3. 12s
    CRM contact and deal created
    Fields filled from the message
  4. 14s
    Routed to the right person
    By service, region or workload
  5. 41s
    First reply sent
    Before they message a competitor
  6. Same day
    Follow-up sequence starts
    Stops the moment they reply
  7. On reply
    Rep notified with full context
    Nobody asks them to repeat themselves
Meeting booked

No spreadsheet. No reminder. No "did anyone follow up with this?"

What is that worth in your business?

Your numbers, our arithmetic. Nothing here is sent anywhere, stored, or based on anyone else's results.

Reading it, re-typing it into the CRM, assigning it, remembering to follow up.

Hours back per week
4.3
Hours back per year
208

Assumes roughly 30 seconds of human review per enquiry once the workflow is running, and a 48-week year. It is arithmetic on what you entered, not a measured result from any client.

Request a Quote
What we build

Built around the problems slowing your business down

Six things businesses ask us to make stop. Most engagements cut across several of them.

All services

Stop losing leads

Every enquiry answered, qualified, assigned and logged the moment it lands, including the one that arrives at 11pm on a Friday.

Stop chasing prospects

Follow-ups, reminders, proposal chasing and reactivation that run on their own and stop the moment a human replies.

Stop updating your CRM by hand

Contacts, pipeline stages, tasks and records that stay accurate because events update them, not because someone found an hour on Friday.

Stop moving data between systems

The tools you already pay for, connected. No exports, no re-typing, no person acting as the courier between two screens.

Stop redoing the same admin

Reports, notifications, approvals, handoffs, onboarding steps and invoice chasing, assembled and sent on schedule.

Stop depending on one person

The process that only runs when a particular person is at their desk, rebuilt so it runs whether or not they are.

Yours isn't on the list? Most of what we build is custom The processes worth automating are usually the ones specific to your business.

See what we've built
Real work

Here's what we've actually built

5 systems documented properly: the problem, the manual process each one replaced, what got built, and only the figures we can evidence.

Read all 5 case studies

NDIS mobility equipment

Replacing a CRM that was being used as a spreadsheet

An Australian supplier of wheelchairs, hoists and adjustable beds to NDIS participants and occupational therapists across regional QLD and NSW. Enquiries arrive from several directions and every one of them is someone waiting on equipment.

The old process

Records were updated by hand. Enquiries got worked by whoever happened to notice them, follow-up ran on memory, and there was no mechanism that made an untouched lead visible to anyone. Nothing was automated, so the CRM was effectively a spreadsheet with a licence fee attached.

What changed

The database moved across intact and the CRM stopped being a passive record store. Follow-up now happens whether or not anyone remembers it. The alerting repeats until a lead has been contacted, so enquiries no longer sit untouched because nobody saw them. Calls that arrive out of hours get answered or texted back rather than lost. The system has been running in production ever since, and is still supported today.

GoHighLeveln8nXeroMeta Lead AdsSlackHubSpot (migrated from)

The system we built

  • Full database migration off HubSpot into GoHighLevel, roughly 1,600 contacts and 1,000 deals, with pipeline structure and history carried across intact
  • Pipeline stages that move on real events rather than manual updates
  • Acknowledgement and quote-chasing sequences that run without anyone starting them
  • Missed-call text-back, so a call nobody could answer gets a reply inside a minute
  • Reactivation, review and referral sequences on the back of completed jobs
  • Voice AI answering after-hours calls, and a chatbot across web, SMS and social
  • Two-way Xero sync, so paying an invoice moves the deal stage, with no one re-keying it
  • Persistent lead alerts into Slack that keep firing until the contact is marked as contacted
  • Architecture aligned to their NDIS compliance requirements
~1,600
Contacts migrated
~1,000
Deals migrated

Software / SaaS

Turning cancellations into saves

A subscription software business where cancellations were a one-way door: the customer clicked cancel, the account closed, and that was the end of it.

The old process

Cancellations were handled entirely by the billing system. There was no trigger, no queue and no owner, so a save depended on somebody happening to notice a churn report after the fact, which is far too late to do anything about it.

What changed

The flow now recovers two to three customers every week. Before it existed the same process saved none of them. The difference is not a better offer, it is that somebody reaches the customer at all, automatically, at the moment they leave.

n8nLifecycle email

The system we built

  • A cancellation event that fires the moment someone clicks cancel, rather than showing up in a report weeks later
  • Automated outreach to the leaving customer while the decision is still fresh
  • Retention offers routed by the reason given, so the response fits the reason for leaving
  • Lifecycle email sequences running behind the flow
2–3
Customers recovered weekly
previously zero
How it works

Four steps from bottleneck to system

No twelve-week discovery phase, and no template dropped onto your business. We map what you do, design around it, build it, then keep it working. Step one is a free quote: answer a few questions and get a tailored proposal within the day, no call needed.

  1. 01

    Audit

    The free bit. We map how your business runs today: every handoff, every spreadsheet, every "just ping me when it comes in". Then we tell you where the time is going and what we would automate first.

  2. 02

    Design

    We design the system around your process, not a template. You see what will be automated, what stays human, and what it will change before we build anything.

  3. 03

    Build

    We connect the tools, write the logic, wire in the AI where it earns its place, and test against real cases, including the awkward ones that break naive automations.

  4. 04

    Optimise

    Systems drift as businesses change. We monitor what is running, fix what breaks, and keep extending the system as new bottlenecks appear.

The questions that
usually come next.

Whether you have to replace your software, whether you have to get on a call, how long it takes, and what happens when something breaks. All answered properly.

Read the answers
  • Do I have to replace the software I already use?
  • Do I have to get on a call?
  • How long before something is live?
  • What happens when an automation breaks?
  • Will my team use it?
  • Do we need technical people to run it?
Free quote · No call needed

Find out what your business can stop doing manually.

Tell us about your business and what's slowing it down. We'll review your answers and send a tailored proposal within the day: the scope of work, the benefits, the timeline and the investment.

Request a Quote

No commitment. No pressure. No call unless you ask for one.

Takes about 3 minutes · No call needed · Proposal within the day

Prefer email? Write to us at info@flowbuddy.net

What we look at

  • The repetitive work costing your team the most hours
  • Enquiries that arrive and never get followed up
  • CRM work that should be happening on its own
  • Tools you pay for that are not talking to each other
  • Handoffs that only happen when someone remembers
  • Reports and admin being rebuilt by hand every week
  • Customer messages you are sending one at a time