Running a trade business means juggling countless tasks — from managing client calls to tracking invoices and keeping schedules in check. For busy tradies, those small daily tasks can quickly pile up and eat into valuable work hours. That’s where Sophiie comes in — a smart AI assistant designed to simplify business operations and help tradies get more done with less effort.

Here are seven everyday tasks you can easily automate with AI to save time, reduce admin work, and focus more on the jobs that matter.

1. Call Answering and Appointment Booking

Missed calls often mean missed business. With AI call answering, you can ensure every client inquiry is handled — even after hours. Sophiie can respond to customer questions, log job requests, and schedule appointments automatically.

Tip: Record your most common client questions or job requests and have your AI system use these as response templates. That way, customers always get accurate and quick answers.

2. Job Scheduling and Calendar Sync

Keeping track of multiple jobs and appointments can get messy fast. Smart scheduling simplifies this by automatically allocating jobs based on availability, proximity, and priority. You can easily assign tasks, avoid double-bookings, and keep your schedule running smoothly — without hours spent managing spreadsheets or calls.

Tip: Colour-code your job types in the calendar (e.g., maintenance, installation, inspection). This helps you and your team quickly see what’s coming up each day.

3. Quote Generation

Creating quotes manually can be time-consuming, especially when you’re handling multiple clients at once. Sophiie can automate this process by generating quick, accurate quotes using preset templates and pricing data.

With Sophiie, you can:

• Produce professional quotes instantly
• Adjust pricing based on materials or labour
• Send the quote directly to the client for approval

Tip: Keep your material and labour costs updated in your AI system. The more accurate your data, the more reliable your quotes will be.

4. Invoice Reminders

Chasing payments is one of the most frustrating parts of running a trade business. Fortunately, AI can send polite, automatic reminders for unpaid invoices — saving you from those awkward follow-up messages.

With automated reminders, you can:

• Send payment notices at set intervals
• Include payment links for convenience
• Track who’s paid and who hasn’t

Tip: Personalise your invoice reminder messages with the client’s name and job details. Friendly, human-sounding reminders are more likely to get paid on time.

5. Customer Follow-Up Messages

Maintaining customer relationships is key to growing repeat business. Sophiie can send follow-up messages after each job — thanking clients, asking for feedback, or reminding them of maintenance schedules.

For example, after completing a plumbing job, your AI assistant could automatically send a quick message like:

“Hi Sarah, just checking in to see if everything’s running smoothly with your new tap installation. Thanks again for choosing us!”

Tip: Schedule your follow-ups a few days after the job is done. It shows care without coming off as pushy.

6. Routing and Travel Time Optimisation

Driving between jobs can waste hours each week, especially when routes aren’t optimised. AI-powered route planning tools calculate the most efficient travel paths, helping you save on fuel and time. They can also adapt in real time to traffic conditions or cancellations, ensuring you and your team spend less time on the road and more time getting the job done.

This feature is especially handy for tradies managing multiple locations daily, such as electricians, plumbers, or HVAC technicians.

Tip: Group nearby jobs together whenever possible. Train Sophiie to do this automatically, then review your route once a week to catch any manual tweaks you might want to make.

7. Storing Client/Job History for Repeat Work

Remembering client details and job specifics helps build trust and efficiency — but keeping all that info organised can be a challenge. Sophiie solves this by storing every client interaction, job detail, and invoice in one place.

When a repeat client calls, your system can instantly pull up their past jobs, preferences, and payment records. This makes quoting, scheduling, and servicing much faster.

Tip: Add photos or notes from each completed job to the client record. This makes future visits quicker and shows clients you remember their setup.