Maintain Automation Partners · Our approach
Before you hire, automate.
A free 30-minute Automation Review, a 20-minute Playback, then your Automation Map if it is worth doing. After the Map, someone from Maintain joins your business, part time or full time, and takes the repeat work off your team.
For construction, professional services and growing businesses up to 500 staff.
What we do
What we take off your team
Enquiries answered in minutes
Every new enquiry acknowledged, qualified and followed up, including the ones that arrive at 8pm on a Friday.
Quotes and tenders out faster
First drafts built from your own past work and pricing, ready for a person to check and send.
No more typing things twice
Your CRM, accounts and job system kept in step, so information moves on its own.
Jobs scheduled, people told
Won work lands in the schedule, and crews and clients get the update without anyone chasing.
Reports that build themselves
Weekly job reports, month-end packs and documents produced on time, every time.
Know-how on tap
Past jobs, tenders and how-we-do-it, searchable by anyone. New starters get up to speed faster.
Who we help
Three kinds of business, one way of working
Businesses with three or more people doing admin, coordination, estimating or scheduling, up to 500 staff.
Construction
Quotes that eat your nights, enquiries that go cold, an office running to keep up with the crews.
See how we help →Engineering, consulting, legal and accounting firmsProfessional services
Every tender starts from scratch, the know-how lives in a few people, and new starters take months to be useful.
See how we help →Any other sector, up to 500 staffSmall to mid-market businesses
Systems that don't talk, people re-keying between them, and reports nobody has time to build.
See how we help →How an engagement works
Discover. Quantify. Design & Implement. Optimise.
Four stages, each with a clear result. You can stop after any of them, and you keep everything we have produced.
- 01Assess · Week 1
Discover
A free 30-minute Automation Review, then, if it makes sense, a short survey of your admin team, a 30-minute chat with each role and a look at the systems you use.
You get: A clear picture of where your admin time goes.
- 02Assess · Weeks 1–3
Quantify
We cost every task, work out which ones can be automated, and record a baseline: how long quotes take, how fast enquiries are answered, how many hours go on re-keying.
You get: Your Automation Map: every task costed and ranked, with what to do first. Guaranteed.
- 03Implement · From week 4
Design & Implement
Your embedded lead starts with the first job on your Map. One page per process for you to sign off: what starts it, what happens, where a person checks. Then we build it in your own accounts, test it on real work and train your team.
You get: Live automations, written instructions and recordings, and a before-and-after against the baseline.
- 04Manage · Every month
Optimise
Your embedded lead, part time or full time, keeps everything running when your software changes, fixes anything that breaks, and takes the next job off your team from the Map.
You get: A one-page monthly report: hours given back, what is running, what is next.
After your Map
Someone from Maintain, inside your business.
Your Map shows what to take off your team first. Then a named lead from Maintain joins your business, part time or full time. They connect your systems, take the next job off your people and keep everything running. Your technology department, without having to build one.
Where most businesses start
Embedded Automation Lead: part time
A named lead from our team who knows your business and your Map.
A set part of every week, agreed from your Map.
- Takes the next job off your team, in the order your Map ranks them
- Keeps everything connected and running when your software changes
- Meets you or your operations manager regularly to agree what comes off next
- Reports the hours given back against your Map baseline every month
Suits: Businesses whose Map found a steady list of work to take off the team.
Embedded Automation Lead: full time
One named lead working only for your business, every working day.
Full time, on site or remote, as part of your team.
- Works through your Map at full pace, across every team and site
- Owns how your systems connect, end to end
- Trains your people and keeps improving how the business runs
- The same monthly report against your baseline
Suits: Larger businesses, or Maps that found more work than a part-time lead can get through.
Pricing is set from your Map and walked through on the Playback call, before you commit to anything.
Our promises
No risk in finding out
The Map is guaranteed
If we don't find at least $50,000 a year of work we can automate ($100,000 for businesses over 50 staff), you don't pay, and you keep the Map.
You own everything
Every account in your name, every automation documented and recorded. If you stop, you keep it all and we hand over within 30 days.
A person stays in charge
Anything that goes to a customer is checked by one of your people before it is sent, until you choose otherwise.
We tell you when to hire
Some work needs a person. If the honest answer is to hire, we will say so.
Questions
What owners ask us
Do I need to understand the technology?
No. You tell us where the time goes and what good looks like. We handle the rest and explain everything in plain English.
Will this replace my staff?
It replaces the repeat work, not the people. Most clients use it to avoid the next hire and to free up the team they have for the work that needs a person.
What systems do you work with?
The ones you already use: your CRM, accounting software, job management system, email and Microsoft 365 or Google Workspace. If something cannot be connected, the Map will say so before you spend anything on a build.
How much does it cost?
The Automation Review is free. The Map and your embedded lead are priced from the size of your business and what the Map finds. We walk you through it on the Playback call, before you commit to anything.
How long until something is working?
Your embedded lead starts on the first job from your Map straight away. Most businesses see the first job come off the team within a few weeks, then one after another.
What happens when our software changes?
Your embedded lead looks after it. Updates and fixes are part of the job, because software changes and the things we build need looking after.
Part time or full time: how do we choose?
Your Map decides it. Most businesses start part time. Full time suits larger businesses, or Maps that find more work than a part-time lead can get through.
What if we want to stop?
After the minimum term in your agreement, you give notice and we hand over within 30 days. Everything we built stays in your accounts and keeps working.
Is our data safe?
We work in your accounts with access you can remove at any time, handle personal information under the Privacy Act, and never put your customer or staff details into outside tools you haven't approved.
We have more than 500 staff. Can you help?
Yes, through our Strike Pair: a business analyst and an automation engineer who get one process running in ten days. Is it a 10-day job?
Start here
Book a free Automation Review
Thirty minutes. Send us the job ad you're about to post, or tell us where the time goes. We'll go through it task by task and tell you what could come off the list, and what needs a person. There's nothing to buy on the call.
Rather pick a time yourself? Open our calendar.
