Use cases

The work your business does every day, done while you sleep.

Here are eighteen workflows we put agents to work on, across the back office and the front line. Each one starts in draft mode, runs inside your existing tools, and keeps a person in charge of the decisions that matter.

Back office · Finance & Ops Go-to-market Book a workflow audit

Back office · Finance & Ops

Books that keep themselves.

Money work rewards faithfulness in the small things: every receipt coded, every bill paid on time, every invoice followed up. Agents never get tired of the small things.

Case study placeholderFirst back-office result will appear here once measured.

Invoice entry, without the typing

BeforeSupplier invoices land as PDFs. Someone keys every line into the books, usually after hours.

AfterAn agent reads each invoice, matches the vendor and job, codes it, and drafts the bill for one-click approval.

Works from the inbox your suppliers already send to. New vendors and amounts outside the usual range get flagged instead of posted.

Built with: Email · Campfire or QuickBooks · Ramp Bill PayGuardrail: Drafts only. Nothing posts to the books without a person approving it.

Your bookkeeper gets their evenings back

Receipt matching and coding in Ramp

BeforeMonth-end means chasing techs and crew leads for receipts and guessing which job a charge belongs to.

AfterThe moment a card swipes, the cardholder gets a text asking for a photo. The agent matches it, codes it to the job, and writes the memo.

Missing receipts get a friendly nudge, then a second one. Out-of-policy spend goes to you with the context attached.

Built with: Ramp · SMS or Slack · your job management systemGuardrail: Policy exceptions always route to a person.

Your team stops getting nagged at the end of the month

Accounts receivable follow-up

BeforeOverdue invoices sit until someone feels awkward enough to call. Cash gets tight while the work is already done.

AfterPolite reminders go out on a schedule with a payment link. Replies and disputes go straight to a person, and you get a weekly A/R snapshot.

Your wording, your cadence, your never-auto-chase list. Starts with read-only access to your accounting system.

Built with: QuickBooks or Campfire · email and SMS · payment linksGuardrail: A person handles every dispute. No auto-discounts, ever.

You get paid for work you've already done

Bills, approvals, and the weekly payment run

BeforeBills get approved by text message and memory. Late fees happen. Nobody is sure what's due Friday.

AfterEach bill is routed to the right approver with the PO, the job, and the budget beside it. Every week, a proposed payment run is waiting for you.

Due dates and early-pay discounts are tracked automatically. You approve the run in one place.

Built with: Ramp · Campfire or QuickBooks · SlackGuardrail: Money only moves after you approve the run.

Vendors get paid on time, and you keep your word

Month-end close prep

BeforeClose eats the first two weeks of the month: reconciliations, accruals, and spreadsheets passed back and forth.

AfterBank and card feeds reconcile daily. Draft accruals, variance notes, and a close checklist are ready when your accountant sits down.

Your accountant reviews and signs off. The agent does the gathering, matching, and first drafts.

Built with: Campfire · Ramp · bank feedsGuardrail: Your accountant approves every entry.

Numbers you can lead with, days sooner

Job costing and the Monday owner report

BeforeYou find out a job lost money after it's finished, and the only report you trust is the one you built yourself at 10 p.m.

AfterEvery Monday, a one-page brief: cash, A/R, jobs running over budget, and the pipeline, written in plain English.

Pulls from your accounting, job, and CRM systems. Ask follow-up questions by text and get answers with sources.

Built with: Campfire or QuickBooks · ServiceTitan, Jobber, or JobTread · CRMGuardrail: Read-only. It reports; it doesn't change the books.

You lead with clarity instead of hunches

Supplier and vendor inbox triage

BeforePrice changes, delivery notices, and back-orders get buried between newsletters and spam.

AfterThe shared inbox sorts itself. Price changes update a flagged list for your price book, deliveries attach to the right job, and replies are drafted for you to approve.

Sensitive categories, like legal and billing disputes, always go to a person.

Built with: Gmail or Outlook · your job system · SlackGuardrail: Replies are drafted, never auto-sent, until you say otherwise.

Your quotes stay accurate and your crews have material

Onboarding, offboarding, and IT

BeforeA new hire waits days for accounts and a card. A former employee still has access months later.

AfterOne request sets up accounts, devices, a spend card, and first-week training. Offboarding revokes everything the same day.

A checklist that actually runs, with a record of who has access to what.

Built with: Servo · Google Workspace or Microsoft 365 · RampGuardrail: Admin changes are logged and reviewed.

New teammates feel welcome on day one

Timesheets to payroll

BeforeTimesheets get reconciled by hand against the schedule, and mistakes show up on someone's paycheck.

AfterHours are cross-checked against dispatched jobs before payroll runs. Gaps and overtime surprises get flagged early.

Your payroll person reviews a short exceptions list instead of every line.

Built with: Your time-tracking app · job schedule · payroll providerGuardrail: Payroll is never submitted without a person.

People get paid right, every time

Go-to-market

Every lead answered. Every quote followed up.

Customers remember who called them back. Speed and follow-through are how a small business out-serves bigger competitors, and they're exactly what agents do best.

Case study placeholderFirst go-to-market result will appear here once measured.

Missed-call recovery

BeforeYou're on a roof or under a house. The phone rings, and that lead calls the next company on the list.

AfterEvery missed call gets a text back within minutes with a booking link. The request is summarized and logged, and high-value leads ping you right away.

After-hours, weekends, and lunch rushes are covered. Angry callers, billing issues, and repeat calls go straight to a person.

Built with: Your phone system or Quo · SMS · your CRMGuardrail: Service replies only, never marketing. No price promises by text.

Customers feel heard, even when you're busy

Lead response in minutes, not days

BeforeWeb forms, Google, and lead-service leads sit in an inbox until someone gets back to the office.

AfterEvery new lead gets a personal reply in minutes, a few qualifying questions, and an offer of times that actually fit your calendar.

One intake for every source. The lead, the answers, and the next step land in your CRM automatically.

Built with: Website forms · Google Local Services · Angi · CRM · calendarGuardrail: You approve the wording before anything goes live.

The first company to respond usually earns the conversation

Site visit to recap to proposal

BeforeYou walk the job, take great notes, and then the proposal sits in a pile for a week while the customer waits.

AfterWithin minutes of the visit the customer has a recap email, and you have a draft proposal built from your own price book and past proposals the same day.

This is the pattern deck, concrete, and landscape contractors are already using. Pricing comes from your price book, not from AI guesswork.

Built with: Call or visit recording · CompanyCam · your estimating tool · ChatGPT or ClaudeGuardrail: You approve every recap and proposal. Stale prices and old scope language get flagged.

Customers get clarity while they're still excited

Quote follow-up

BeforeQuotes go out and go quiet. Nobody has time to follow up on all of them, so most never get a second touch.

AfterQuiet quotes get a polite nudge at 48 hours, then another. You get a short call list of the warm ones every morning.

Every touch is logged in the CRM, and you get a weekly won/lost summary with the reasons.

Built with: Your CRM or estimating tool · email and SMSGuardrail: Approved templates only. No automatic discounts.

Good work stops slipping through the cracks

A CRM that updates itself

BeforeThe CRM is always a week behind. Notes live in texts, voicemails, and someone's head.

AfterCalls, texts, forms, and emails turn into CRM records with the next task already assigned to the right person.

Starts in suggest mode, so records are drafted for review. One system stays the source of truth.

Built with: ServiceTitan · Jobber · JobTread · HubSpot · GoHighLevelGuardrail: No deletes or merges without approval.

Your team knows where every customer stands

Scheduling, confirmations, and reschedules

BeforeThe office spends the morning playing phone tag to confirm appointments and shuffle the board.

AfterCustomers get confirmations, reminders, and on-my-way texts automatically. Reschedule requests are handled and the board updates itself.

Dispatch rules stay yours. The agent proposes changes and the dispatcher approves them.

Built with: Your field-service software · SMS · calendarGuardrail: Emergency and priority jobs always go to a person.

Fewer no-shows, calmer mornings

Review requests at the right moment

BeforeHappy customers mean to leave a review. Most never do, because nobody asked at the right time.

AfterWhen a job is marked complete and paid, the customer gets a thank-you and a simple review link. Unhappy replies come to you first.

Drafted replies to new reviews are waiting for your approval every morning.

Built with: Field-service software · Google Business Profile · SMSGuardrail: Never asks for reviews in exchange for anything.

Your reputation reflects the work you actually do

Past-customer care and reactivation

BeforeYour best future customers already know you, but nobody remembers to call them.

AfterMaintenance reminders, seasonal check-ins, and anniversary notes go out on time, personalized from job history.

Opted-in customers only, with your voice and your timing.

Built with: CRM · job history · email and SMSGuardrail: Opt-outs are honored instantly.

Customers feel remembered, not marketed to

Owner-ready pipeline review

BeforeYou don't know what's actually in the pipeline until you dig through three systems.

AfterA short Friday brief: new leads, quotes out, quotes won and lost, follow-ups due, and the deals that need you personally.

Ask questions by text and get answers with links to the records behind them.

Built with: CRM · estimating tool · calendarGuardrail: Read-only reporting.

You spend your time where it matters most

Don't see yours?

If someone is copying it from one screen to another, it's a candidate.

The best workflows to automate happen often, follow the same steps every time, and cost you something when they're late. Bring us the one that bugs you most.

The first step

Walk me through your week.

In a 45-minute workflow audit, we'll find the copy-and-paste work hiding in your back office and your pipeline, put a number on what it costs you, and pick the one workflow worth automating first. You leave with a plan, whether or not we work together.

Book a workflow audit →Or email hello@hundredfold.company