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(03) 9000 1234Perth contractors, trades and service businesses deal with more documentation than most: safety forms, timesheets, inductions, certificates and client reporting.
We automate the collection, checking and filing of that paperwork using n8n, Make, Zapier and AI, so your office keeps up with the field. Every workshop and support call is booked on Western Australian time.
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AI Automation in Perth
Western Australia’s resources sector supports a large network of Perth-based businesses: engineering consultancies in the CBD and West Perth, fabrication and maintenance contractors in Osborne Park, Welshpool and Midland, labour hire firms, equipment suppliers and logistics operators.
Working for major clients means meeting strict prequalification, safety and reporting requirements, and every one of those requirements generates documents that someone has to chase, check, file and resubmit when it expires.
Trades and construction businesses across the northern and southern corridors, from Joondalup to Baldivis and Rockingham, face a similar challenge on a smaller scale. Field staff fill in job sheets, risk assessments and timesheets, then the office reconciles them against jobs, payroll and invoices. Agriculture and food businesses add their own traceability and supplier records to the mix, along with seasonal staff onboarding that has to be completed quickly and correctly before work can begin.
Automation is well suited to this kind of work because the rules are clear: a document is present or missing, a ticket is current or expired, a timesheet matches the roster or it does not. AI can read forms and certificates, while automated workflows handle the reminders and filing. People still review exceptions and sign off anything that matters, and every action is logged so you can show a client exactly what was checked and when.
Melbourne team · AWST hours
Serving Perth, WA
The Challenge
Most of these come down to information collected in the field that has to be processed by a small office team.
Contractors must keep licences, high-risk work tickets, insurances and medicals current for every worker. Tracking expiry dates in spreadsheets is easy to let slip, and a missed renewal can stop someone being mobilised to a client site.
Paper or app-based timesheets come back from crews in different formats. The office then reconciles hours against rosters, jobs and client purchase orders before payroll and invoicing can run, which takes days and invites costly errors.
Each major client wants weekly or monthly reports in its own template, covering hours, safety observations and progress. Building those by hand from field data ties up project managers who should be focused on delivering the work itself.
Many software vendors and agencies work on eastern states hours, leaving Perth businesses waiting until mid-morning for help or squeezing calls into lunchtime. When an automation breaks early in the WA day, that delay matters.
Our Approach
Our team is based in Melbourne and works with Perth businesses remotely, scheduling around AWST rather than asking you to fit in with eastern hours.
Through video calls and screen sharing, we trace how information travels from crews and sites to your office systems. We look at the forms, apps and spreadsheets in use today, then identify where automation removes the most rekeying.
AI extracts names, dates, ticket numbers and hours from scanned forms, photos and PDFs, checks them against your rules and records them in your systems. Low-confidence results are flagged for a person instead of being saved as fact.
We build a register that watches expiry dates and required documents for every worker and subcontractor, sending reminders to workers well before deadlines and alerting your coordinator when something is missing ahead of a mobilisation.
Field data is collated into each client’s report template on a schedule, with AI drafting a short summary of the period. Your project manager reviews and approves the report before anything is sent to the client.
What We Offer
We start with the processes that cost you the most time and frustration, then automate them in a way your team can trust. Every automation is scoped, built and tested in-house by our local Australian team.
We map how work actually moves through your business, then automate the repetitive steps using n8n, Make or Zapier.
New enquiries can be logged, assigned and acknowledged automatically, jobs can move between stages without manual updates, and the right people get notified at the right time. The result is fewer dropped balls and far less copy-and-paste admin.
Invoices, purchase orders, application forms, contracts and receipts often arrive as PDFs or photos that someone has to read and retype.
We build pipelines that extract the key fields with AI, validate them against your rules and send them into your accounting, CRM or job system. Anything uncertain is flagged for a person to check, rather than guessed.
A shared inbox can bury urgent messages under newsletters, quotes and follow-ups.
We set up AI that reads incoming email, categorises it, pulls out the important details, routes it to the right person or system and drafts suggested replies for review. Your team still decides what gets sent, but they spend far less time sorting and searching.
Leads from your website, Google Ads, social media and phone calls can land in one place, enriched and scored, with follow-up tasks created automatically.
We connect forms, booking tools and ad platforms to HubSpot, Pipedrive, Zoho or your CRM of choice, and build nurture sequences so promising enquiries never go cold while your team is busy.
Stop rebuilding the same spreadsheet every week.
We pull data from your accounting software, CRM, ad platforms and analytics into automated dashboards and scheduled summaries. AI can add a plain-English commentary on what changed and why it might matter, so managers get the numbers and the context in their inbox without anyone spending Monday morning on it.
Sometimes the best automation is AI built directly into a tool your team already uses.
We integrate OpenAI and Anthropic’s Claude models into internal systems, spreadsheets, help desks and custom apps to summarise, classify, rewrite, translate and extract information. We handle prompt design, cost controls, logging and fallbacks so the AI behaves consistently in day-to-day use.
Areas We Serve
We support businesses across the Perth metro area, from engineering firms in the CBD and Subiaco to contractors in Osborne Park, Midland and Cannington, trades in Joondalup, Rockingham and Baldivis, and hospitality groups in Fremantle and Northbridge. Every project is delivered remotely, with calls booked on Western Australian time so you are never waiting for the east.
We work Perth business hours (AWST (two to three hours behind Melbourne)) via video call
The kinds of local searches we help Perth businesses show up for on Google and in AI answers.
How We Work
No jargon, no surprises. Here’s exactly how we take you from first call to measurable growth.
We start with a free call to understand your business, the tools you use and the tasks that eat up the most time, then prioritise the best opportunities.
We document the current process step by step, including exceptions and edge cases, and agree what the automated version should do and where people stay involved.
You receive a written proposal with scope, timeline, a project quote and estimated ongoing platform and AI costs, so you can make an informed decision.
We build the workflow, connect your systems, design and test the AI prompts, and add error handling, alerts and review steps where they’re needed.
We run the automation against real examples from your business, often alongside your existing process, then switch it on once results are reliable.
We train your team, monitor performance and accuracy, and refine the workflow as your business changes or new automation opportunities emerge.
FAQ
Our team is based in Melbourne, which is two hours ahead of Perth for most of the year and three hours ahead during eastern daylight saving. We book workshops and calls on AWST, so sessions fit your working day rather than ours. Error alerts are set up to reach your team immediately, and we agree support windows that cover your mornings as well as afternoons.
Automation can make compliance much easier to manage, but it does not replace your safety and compliance professionals. We build registers that track required documents and expiry dates, reminders that go out before deadlines and reports showing what is missing. Your coordinator still reviews exceptions and confirms requirements with each client, but spends far less time chasing paperwork manually and can see the status of every worker at a glance.
Often, yes, though accuracy depends on how clear the handwriting and form layout are. We test with your real documents before committing to an approach. Where extraction is uncertain, the record is flagged for a person to check. In many cases we also recommend moving crews to a simple digital form, which improves accuracy and makes the whole workflow more reliable.
We prefer to keep records in systems you already control, such as your HR, payroll or document management platform. When AI services are used, we send only the information needed for the task, choose providers with appropriate data handling terms and avoid services that train on your data. We also consider your Australian Privacy Act obligations and any client contract requirements about data location.
Each project is quoted individually after a free discovery call. Pricing depends on how many systems need connecting, the variety of documents involved and how complex your rules are. You receive a fixed project quote and an estimate of ongoing platform and AI usage costs. Many clients begin with one workflow, such as ticket tracking or timesheets, then build from there.
Book a free discovery call on WA time. We will look at the paperwork your Perth business handles every week and show you where automation can reduce the chasing, checking and rekeying.
Contact
Tell us what you’re working on. We reply to every enquiry within one business day, with honest advice and no pressure.
Michael Reid & team · Melbourne VIC 3000 · Mon–Fri, 8:30am–5:30pm