AI Automation Platform for UK Trades Businesses
SmartFlow Tech & Tools
THE AUTOMATION SUITE
1. SmartFlow Instant Invoice
& Tap-to-Pay
SmartFlow’s Instant Invoice system makes it easy for trades to send clean, professional invoices and take payments immediately - whether you’re on-site, on the road, or finishing a job.
Why Most Trades Lose Money on Invoicing
You've done the work. Now you're stuck doing admin for another 20 minutes - writing up the invoice, finding the customer details, sending it over email, then waiting days (or weeks) for payment.
❌ Invoices get "forgotten" at the end of long jobs
❌ Payment delays hurt your cash flow
❌ Manual entry = mistakes and missing details
❌ No easy way to take card payments on-site
❌ Chasing customers for payment wastes your time
The result?
Work you've already done doesn't turn into money in the bank for weeks.
How SmartFlow Instant Invoice Works
1. Job Completed - One Tap to Invoice
Your customer details, job notes and pricing auto-populate from your system. No retyping. No missing info.
2. Professional Invoice Sent Instantly
PDF invoice sent via SMS, email or WhatsApp - branded with your logo and details. Looks the part.
3. Customer Pays On The Spot
Instant payment links for Apple Pay, Google Pay, and card payments. They tap. You get paid. Done.
4. Records Updated Automatically
Payment status, customer history and accounts all sync in real-time. Zero manual admin.
TECHNICAL DETAILS (Integrations & Logic)
- Works natively with SmartFlow’s Calendar, Contacts and Pipelines.
- Automatically pulls job details, pricing items and customer info.
- Supports Tap-to-Pay on compatible iOS/Android devices.
- Generates invoice PDFs and secure payment links.
- Automatically updates invoice status (Sent / Viewed / Paid / Overdue).
- Payments sync to the customer record and SmartFlow dashboard.
- Works with your existing workflows and automations (e.g. “Send invoice when job is marked complete”).
HOW IT INTEGRATES WITH YOUR WORKFLOW
You choose the payment route:
Send invoice now
Take Tap-to-Pay immediately
Send a link for later payment
Your invoicing becomes automatic, consistent, and fast-without changing how you work
SmartFlow handles the rest:
Logs the invoice
Tracks the payment
Updates the customer timeline
Triggers any follow-up automation
Moves the job to “Paid” or “Awaiting Payment” pipeline.
2. Quote Follow-Up Engine
Never let a quote go cold again. SmartFlow follows up automatically until you get a yes, a no, or a next step.
The Problem
You send a quote. Customer says "I'll get back to you." Then... silence. You're too busy on jobs to chase every quote manually, so they just sit there going cold.
Reality check:
❌ 60-70% of quotes never get a reply
❌ Prospects get multiple quotes - the fastest responder wins.
❌ Perfect jobs slip away to competitors who stayed in touch
❌ You forget which quotes need chasing
❌ Chasing quotes manually takes hours and feels awkward.
❌ Following up relies on memory and feels pushy (so you don't do it)
The Solution
SmartFlow turns every quote into a tracked, automated mini-sales process.
SmartFlow - Automated Quote Follow-Up That Feels Human:
Sends a clean, professional message with your quote link
Reminds the customer automatically if they haven’t viewed it
Follows up at the perfect times (without being pushy)
Answers questions, shares info and nudges them to book
Alerts you when a customer is interested or ready to go
Moves the pipeline stage automatically
It’s consistent, friendly and hands-free - like having a virtual salesperson working every quote.
Every message personalised. No spam. Just professional, timely nudges that convert cold quotes into booked jobs.
1
Messages sent at proven intervals to boost response rates.
2
WhatsApp, SMS and email follow-ups - customers see it where they prefer.
3
Customer name, job details and quote summary automatically included.
4
See who viewed the quote, when they viewed it, and who’s comparing.
5
Friendly reminders like:
"Still happy for us to go ahead with the quote we sent you?"
6
You get notified instantly when a customer replies, clicks, or is ready to book.
No more forgotten quotes. No more lost opportunities. Just more conversions - automatically.
3. Workflow Automations (Ops Engine)
Your jobs, customers and team - all running on autopilot.
SmartFlow handles the repetitive tasks so nothing slips through the cracks.
The Problem
Most trades businesses run on manual steps that depend on memory:
Chasing customers for confirmations
Sending reminders for appointments
Updating job stages
Notifying the team
Logging job details
Sending follow-up messages
Collecting details, photos or documents
Sharing ETAs with customers
Confirming availability
Asking for reviews
And dozens of tiny admin tasks… that steal hours every week and break down the moment things get busy.
THE SOLUTION (How It Works)
SmartFlow turns your repeat processes into reliable, automated workflows.
Once a trigger happens - like a new enquiry, job booked, job completed, invoice sent or quote viewed - SmartFlow handles the next steps for you.
You focus on the work. SmartFlow handles the workflow.
Pre-Job:
Booking confirmation sent instantly
Customer receives prep instructions (e.g. "clear access to boiler")
Day-before reminder with your ETA
Address + access details confirmed
During Job:
Staff get job checklists on their phone
Customer receives "engineer on the way" + live ETA updates
Smart route optimisation if running late
Post-Job:
Job completion SMS sent
Invoice generated and sent
Review request triggered (timing based on job type)
Follow-up service reminder scheduled (6/12 months)
Key Automations:
Booking Confirmations
Instant, branded, professional
ETA Updates
"On my way" messages with live tracking link
Service Reminders
Automatic follow-ups at 6/12 month intervals
4. Review Booster Engine
Turn every happy customer into a 5-star review - automatically, consistently and without awkward chasing.
The Problem
Reviews are everything for trades - but asking for them feels awkward and pushy, and most customers forget unless you ask at the perfect moment.
❌ Customers say “I’ll do it later” and never do.
❌ Links get lost in texts or emails.
❌ Google reviews sit at 3–5 new ones per month max.
❌ Silence online makes you look less trusted than competitors.
Your quality of work is great - but without consistent reviews, new customers can’t see it.
The Solution - How It Works:
SmartFlow sends perfectly-timed, friendly review requests automatically after every completed job.
It does three things:
1. Sends the request at the exact right moment
When the customer is happiest — not hours or days later.
2. Makes leaving a review effortless
One tap or a QR code to Google/Trustpilot. No hunting for links. No login confusion.
3. Follows up gently if they forget
Polite reminders increase conversion without being annoying.
Every positive experience now turns into visible proof that your business is trustworthy.
Real, Measurable Impact:
Before SmartFlow:
- Gets 1-2 reviews per month (when you remember to ask)
- Google rating stuck at 4.2 stars
With SmartFlow Review Booster:
- 15-20 new reviews per month
- Rating climbs to 4.8 stars in 90 days
- More enquiries citing "great reviews" as reason for choosing you
ROI: One extra job per month from better reviews = £1,500+ revenue
1. Smart Timing Logic
Requests go out right after job completion (or at your chosen delay).
4. Friendly Follow-Up Nudges
Automatic reminders for customers who forgot or got busy.
2. One-Tap Google Review Link
Takes customers straight to the review box - no searching.
5. Negative Feedback Protection
If a customer isn’t happy, SmartFlow routes their message back to you privately instead of pushing them to Google.
3. WhatsApp, SMS or Email Delivery
Choose the channel your customers actually open.
6. Performance Tracking
See review growth, response rates and which jobs produce the most reviews.
5. Integrations Hub
Everything Works Together
Connect all the tools you already use - SmartFlow becomes the engine that ties them together.
- Sync all emails into each customer timeline
- Send newsletters, campaigns and branded comms
- Trigger automations based on opens, replies or no-response
Booking / Calendar
- Sync bookings and availability in real time
- AI books jobs or meetings into your schedule
- Start workflows instantly when appointments are made
Automations
- Connect SmartFlow to hundreds of external apps
- Build powerful multi-step automations
- Create custom integrations without writing code
Socials
- Sync FB/IG leads directly into SmartFlow
- Automate DM replies & follow-ups
- Build retargeting audiences inside workflows
- AI handles chats, bookings, media and updates
- Conversation history syncs to each customer
- Perfect for photos, videos and job details
Payments
- Send instant invoices + tap-to-pay links
- Track paid/unpaid status automatically
- Trigger workflows from payment activity
- Collect and boost Google reviews automatically
- Handle Maps, location and directions data
- Sync Sheets, Contacts, Drive workflows
Data / Lists
- Enrich leads with verified data
- Clean, dedupe and enhance contact lists
- Power personalised outreach & automations
SmartFlow CRM
- Pipelines, workflows, SMS, email & CRM
- SmartFlow sits on top as your AI engine
- Everything syncs inside one central system
Docs / Notes
- Store SOPs, job notes and workflows in one hub
- Sync project updates directly into SmartFlow
- Use shared docs to keep teams aligned
The Outcome:
Everything connects. Nothing slips. Data stays clean.
Jobs move from enquiry → quote → booked → completed → paid → review without manual effort.
Why This Matters for Your Business
Your Trades Businesses Need SmartFlow Now
Pain Points You Fix:
❌ Missed calls during jobs
❌ No time for admin
❌ Forgotten quotes
❌ Lost leads
❌ Disorganised calendar
❌ Slow updates to customers
❌ Competitors responding faster
❌ Seasonal chaos
What SmartFlow Delivers:
✅ More booked jobs
✅ Faster response times
✅ A smoother operation
✅ Higher quote conversions
✅ Better customer experience
✅ Fewer interruptions
✅ A business that runs even when you're busy
SmartFlow isn’t a gadget — it’s the operational engine behind a modern trades business.
Helping UK trades businesses win more jobs and keep customers coming back
© 2025 Growth Spark Digital LLC. All rights reserved.
We use cookies to make this website work properly and to improve your experience. By continuing, you agree to our use of cookies.