For quote-led trade and fit-out businesses
Your business shouldn’t live in your phone.
I build the back office that catches every enquiry, chases every quote and puts your numbers on one screen. It runs on the tools you already use. You own all of it. And nothing talks to your customers without your say.
Built in New Zealand · Working across NZ and Australia
Sound familiar?
The work isn’t the problem. You’re the bottleneck.
01Quotes get written at 9pm, after the kids are down.
02A $60k enquiry sits unanswered for three weeks. You find out when they go with someone else.
03The same job gets typed into the job system, the accounts and a spreadsheet. Three times.
04You think the year was profitable. You’ll know for sure when the accountant tells you.
05A holiday means the phone doesn’t stop. So you stopped taking them.
06Growth is capped at the ceiling of your own hours. More jobs just means more nights.
That’s the kitchen-table shift. It’s not a work problem, and working harder won’t fix it.
What gets built
One back office. Nothing slips through.
Every enquiry, caught
Website, email and phone enquiries land in one place, inside the job system you already use. Every call gets logged, even the ones nobody picked up. Follow-ups keep going until there’s an answer.
Handoffs that don’t drop
Every job moves from quote to install through clear stages, each with an owner. You can see where every job is without ringing anyone.
Numbers on one screen
Pipeline, job profit and cash on one screen you can read from your phone. Not a surprise from the accountant at year-end.
Tools that talk
A job gets typed once. I connect what you already have, so there’s no new place to enter data.
A real build
Inspace, cabinetry and commercial fit-out.
An established Tauranga firm where every job passes through seven handoffs, from designer to installer. Each one used to live in someone’s head.
- Every enquiry, from the website, the inbox and the 0800 number, lands in one place and goes into Jobman
- Every call is logged, answered or missed
- Each job’s handoffs mapped, with who owns the next step
- The numbers the owner and GM watch, live on one screen
And my own business runs on the same thing. Nearly 200 AI agents do real jobs in my coaching business every day: calls written up, client sites checked, money chased. A handful of people run the rest. I sell what I use.
How a build works · The One-Job Build
Start with one workflow.
Walk one job with me
We follow a single job from first call to final invoice and mark every place it leaks or waits on you.
Agree the scope and the price
A fixed scope and a fixed price, in writing, before anything gets built.
Build it around your team
Your team keeps working the way they do. The system takes the admin around them.
Run it and improve it
Go-live isn’t goodbye. I keep it running, tune it every month and report back in plain English. Then we take the next job type.
The terms
AI stays in the back office.
- Nothing talks to your customers without your say.The machine does the admin. People do the talking.
- You own every account and every bit of data.If we ever part ways, everything stays with you.
- Built on the tools you already use.No rip-and-replace, and no new app for your team to learn.
- Fixed scope, fixed price.You know the cost, in writing, before a line gets built.
- It never prices a job from thin air.It works from your jobs and your prices, and you approve what goes out.
How it's priced
Is this for you?
It’s for you if every job needs a site visit and a priced quote, you’re still the one pricing and chasing them, and you’ve got more enquiries than you can follow up.
It’s not for you if most of your work is call-outs, or you want a robot answering your phone. An off-the-shelf app does that better than I would.
Who builds it
I’ve been the owner the business couldn’t run without.
In 2022 my business stopped the day I did. I rebuilt it with systems and staff, and had my first $20k month a couple of months later. Then I moved to New Zealand, built another business to $35k a month in six months without being on the tools, and sold both.
Now I run a coaching business on a handful of people and nearly 200 AI agents. And I build the same back office for owners who are still holding everything in their heads.
Aaron Wilton-Jones, founder · My story →
Next step
Book a 30-minute workflow call.
We’ll walk one job through your business, start to finish, and find where it leaks. You’ll leave with the list whether we work together or not.
You can keep running the business from your phone. Or spend thirty minutes finding out what it would take to stop.
Tell me a bit about the business and I’ll come back to you personally with a time, usually within a day. Prefer email? aaron@wiltonsystems.com