CRM Assistant
The CRM Assistant keeps every job you could win and what's next on it, follows up each quote and enquiry until the customer decides, and reminds past customers when they're due.
NZ$99a month · 300 messages included · cancel any time
+ NZ$49 a month AI control centre, once for all your assistants
Plus a one-off set-up and configuration fee, agreed after a short call.
What it does
Most CRMs get dropped within months because someone has to type everything in. Meanwhile quotes go out and nobody chases them, new enquiries wait a day for a reply, and past customers forget they're due, so the work goes to whoever followed up first.
Keeps every job to win in one list
Each enquiry and quote is a job, in four stages: Enquiry, Quoted, Won and Lost. The list shows what's due now, this week and later, and each job shows what happened and what's next.
Keeps itself up to date
A quote accepted in Quoting or Xero, or invoiced in Xero, moves the job to Won. A reply like "call me after the 20th" becomes a suggested next step. New enquiries from your website, Live chat and phone messages are suggested as jobs. You choose which of these it does on its own.
Next steps and notes
Give any job a next step and a date, and it comes to Today on that day. Add notes, typed or spoken, so anyone in the business can pick it up.
Follows up quotes
Each quote from the Quoting Assistant or Xero gets a plan of dated follow-ups: Gentle, Standard or Persistent, with one just before the quote closes. Follow-ups go on working days, never on a public holiday.
Answers new enquiries
An enquiry from your website or Live chat gets a first reply the same morning, then follow-ups if they don't answer.
Writes each one for that customer
Each follow-up is written on the morning it goes, from the quote and your answers in the AI control centre: what's included, the options again, an answer to a question others ask, or when the quote closes.
Reminds customers who are due again
Tell it the services you do again and how often. It finds who had each one from your Xero invoices and writes their reminder two weeks before they're due.
How it works
A quote goes out
From the Quoting Assistant or Xero, or one you add by hand. It's planned at once from your plan.
Each morning
The day's follow-ups, replies, next steps and new enquiries wait for you on Today and at the top of Jobs to win.
You approve them
Approve all in one press, or open one to change or skip it. They go at 9am from your name, with replies coming to you.
It watches
A reply, an accepted quote or a payment stops the plan at once.
It reads the reply
Questions come to you with an answer drafted; everything else is handled the way you'd want and shown on the timeline.
Results
Each month: what was won after a follow-up, repeat work from reminders, and why quotes were lost.
Setting it up
About 10 minutes.
Your customers
Email is connected once in the AI control centre. Connect Xero here and bring your customers in with one press, or say you don't use it.
What to follow up
Quotes, new enquiries and customers due again, each showing what's already connected.
How to follow up
Your plan, shown as dated follow-ups for one of your own quotes, your send times, who it's from and how you hear about new work.
Try it
Send yourself a test follow-up.
Go live
What happens from tomorrow, what to do with older quotes (left alone unless you choose one last check-in), and a test email to yourself.
What it costs
CRM Assistant
NZ$99a month
300 messages a month included, then NZ$0.05 for each extra message.
AI control centre
NZ$49a month
You pay for it once, however many assistants you have. It holds your company details, knowledge and settings, and runs all of them.
NZ$148 a month in all, plus any messages over 300.
What counts as a message
One email or text sent, whether it's a follow-up, a reminder, an answer or a thank-you. Reading replies and writing drafts are included.
Not sure it’s the right fit? Start the discovery chat and we’ll help you choose.
You stay in charge
- Every follow-up and reminder waits for a person until you let ones that follow the plan go on their own
- Every answer to a customer's question always waits for a person
- The thank-you after a "no" waits for a person
- Nothing goes over your monthly limit; the limit is never raised on its own
- Adding jobs and next steps from what customers write asks you first, until you let it do that on its own
- Adding a customer to Xero, or changing their email or phone there, waits for your yes every time
What it doesn’t do yet
- Email at first; text messages once they're switched on for your business
- No calls, voicemail or WhatsApp
- Never messages anyone who didn't enquire or buy from you, and never mass messages an old customer list
- No booking: the Booking Assistant does that
- In Xero it only adds customers and changes their email or phone: never invoices, quotes, payments, bank details or tax numbers
- Four fixed stages, no custom fields, forecasts or sales targets: it's built for a business, not a sales team
- No bulk email campaigns: the Newsletter Assistant does those
Your customers’ details
Where it’s stored
Your data is stored in Sydney. To write replies, text is sent to our AI provider in the US. How we look after your data.
Read by the AI, never used to train it
Replies are read by the AI model and are never used to train it.
Easy to stop
Every email has a working Stop these emails link, and anyone who uses it hears nothing more.
Emails
Emails are sent and received through our email provider, Resend.
Questions
About CRM Assistant
Is this a CRM?
Yes, built for small businesses rather than sales teams. Your contacts and email history live in the AI control centre; the CRM Assistant adds the jobs you're trying to win, next steps, notes and follow-ups, and keeps them up to date from your email, quotes and Xero.
Do I pay per person?
No. One monthly price for the business, with everyone in it included.
Does it send anything on its own?
Not at first. Every follow-up waits for you to approve it each morning. You can let follow-ups that follow the plan go on their own later. Answers to questions always wait.
What if the customer has already replied to me directly?
Any reply to a follow-up stops it at once. If they answered you some other way, press Pause or Mark won on that follow-up.
Will it chase my old quotes?
No. At set-up, quotes over 30 days old are shown and left alone, unless you choose one last check-in for those under 90 days old.
Does it work with Xero quotes?
Yes. Xero has no quote reminders of its own; the CRM Assistant reads your sent Xero quotes and follows them up.
I already use the Quoting Assistant. Do I need this?
Quoting has a Send a reminder button for a one-off. The CRM Assistant runs the whole plan for every quote, reads replies, and adds enquiries and customers due again.