Intelifinity · the whole-business journey · draft 1
Turn your phone sideways for the best view of the journey.
One business, start to finish, run by a team of AI agents.
Three acts: Sell, Serve, Settle. One fictional HVAC firm, "Coolhaven Air". Every name, number and address is invented; the agent portraits are Intelifinity's own agent personas.
Act 1 of 3Sell. From a website visit to a paid deposit.Coolhaven Air · a fictional heating and cooling business
01 · The front door
coolhavenair.example · Sydney heating & cooling
Cool by the weekend, installed by people who turn up.
Supply and install of split and ducted systems across the Hills District. Quotes in 24 hours, every job backed by a 5-year warranty.
Name
Mobile
Send enquiry
AI agentJack · Sales ManageronlineUpstairs bedroom, about 25 m², gets the afternoon sun.
Thu 10:00Fri 14:00Just email me
Thu 10:00 works. I'm in Glenhaven.
Type a message… · or call the AI phone line
Three ways in, one front door.The contact form, the website chat and the phone line all lead to the same sales agent. It knows the price list and books the quote visit on the spot.
02 · A lead, not a message
JP
J. Petrov0400 000 000 · Glenhaven NSW · new contact
LeadNewQualifiedQuotedWonInstalledInvoiced
Details
SourceWebsite chatInterest7.1 kW split · bedroomBudget$2,650–$2,950Quote visitThu 10:00 · TessOwnerJack → Tess
Timeline
Lead created from website chatAI agent Jack · 9:12 am
Qualified: room size, sun exposure, access notedAI agent Jack · 9:13 am
Quote visit booked Thu 10:00, Tess, van 1AI agent James · 9:13 am
SMS confirmation sent to customerAI agent Olivia · 9:14 am
Reminder the evening beforeAI agent Olivia · scheduled
AI agentJack · Sales Manager
AI agentJames · Scheduling Manager
AI agentOlivia · Customer Follow-up
Mon
Tue
Wed
Thu
Fri
10:00
NorwestBen · service
KellyvilleMarco · ducted
J. Petrov · quote visitTess · van 1
The CRM fills itself.The chat becomes a contact and a lead with a stage, an owner and a timeline. Every agent step is written down, so anyone in the office can see where the deal is.
03 · The quote, drafted and approved
Coolhaven Air
Quote Q-1187J. Petrov · Glenhaven
Valid 30 days
Valid 30 days
| Item | Qty | Amount |
|---|---|---|
| 7.1 kW wall-mounted split system | 1 | $1,890.00 |
| Standard back-to-back installation | 1 | $650.00 |
| Dedicated circuit & isolator (licensed electrician) | 1 | $320.00 |
| Removal of old unit & degassing | 1 | $90.00 |
Total incl. GST$2,950.00
Priced from the rate card · photos from the quote visit attached · 5-year warranty
AI agentGrace · Quoting Specialist
Send this quote?
Quote Q-1187 for $2,950 — built from Tess's visit notes and photos.
Send by email and SMS with an online accept button.
Follow up in 3 days if there's no reply.
Approve & sendEdit priceAsk the agents
Your Coolhaven Air quote — 7.1 kW split, $2,950To J. Petrov · sent 11:42 am by Olivia
Hi Jordan, thanks for having Tess out this morning. Your quote is attached. Supply, install and the electrical work are all included.
Accept quote online✓Sent · email + SMSOlivia · follow-up in 3 days
Nothing goes out unapproved.Grace prices the job from the rate card and the visit photos. The owner reads it, taps once, and Olivia sends it with an accept button.
04 · Sold — and the deposit invoice is already out
coolhavenair.example/quote/Q-1187
Quote Q-1187 · $2,950
7.1 kW split, installed. Valid until 29 Nov.
Jordan Petrov
✓ I accept this quote and the terms
Accept & pay depositCRM · J. Petrov
NewQualifiedQuotedWonInstalledInvoiced
Deal won · $2,950 · accepted online 2:05 pm
SENT
Coolhaven Air
Invoice INV-2310Deposit · due on receipt
| Description | Amount | |
|---|---|---|
| 30% deposit — 7.1 kW split, supply & install (Q-1187) | $885.00 |
Total incl. GST$885.00
Created in Xero by Daniel · pay by card or bank transfer
AI agentDaniel · Bookkeeper
Deposit invoice INV-2310 — $885To J. Petrov · sent 2:06 pm
Thanks Jordan — you're booked. Here's the deposit invoice; the balance is due once the unit is installed and running.
Pay $885✓Paid · 2:31 pmCard · reconciled in Xero
Accept, invoice, paid.The customer accepts online. The deal moves to Won, Daniel raises the deposit invoice in Xero and sends it, and the payment reconciles itself when it lands.
05 · Ordered, dispatched, install booked
AI agentNoah · Purchasing Officer
Supplier order · PO-0442
Item7.1 kW split, outdoor + indoorSupplierMetro HVAC SuppliesStatus
OrderedPickedDispatchedDelivered
Stock · van 2
Pipe kit 5 mreservedWall bracketreservedVacuum pumpreservedIsolator switchlow · reordered
SMS · to J. PetrovOlivia · Wed 4:10 pm
Hi Jordan, your unit has arrived. Marco and Tess will install it Friday from 8:00 — please keep the driveway clear.
Mon
Tue
Wed
Thu
Fri
8:00
Riverside DentalMarco · service
Bellbird ChildcareTess · install
Harbour LaneBen · 12 units
J. Petrov · install 7.1 kWMarco + Tess · van 2 · vacuum pump · 4 h
11:00
M. OkaforMarco · repair
A. NguyenMarco · burst pipe
14:00
Castle HillTess + Ben
KellyvilleMarco · ducted
NorwestBen · maintenance
GlenhavenBen · quote visit
AI agentJames · Scheduling Manager · booked
Dispatched and booked. Noah orders the unit the moment the deposit lands, the stock in van 2 is reserved, and James puts the install on the calendar with the right people and the right tools. Olivia tells the customer by SMS.
Act 2 of 3Serve. A service request, handled end to end.From a WhatsApp at 7:40 to a signed-off job
06 · Every channel
WWhatsApp · 7:40 am
Water pouring under the kitchen sink 😬Can someone come today?SSMS · 8:02 am
Quote for a 7.1 kW split?Glenhaven, upstairs bedroom.@Email · 8:15 am
Annual maintenance — 12 unitsHarbour Lane Apartments, body corporate.WWebsite · 8:31 am
Enquiry formDucted system, 4 zones, Rouse Hill.☎Missed call · 8:40 am
VoicemailTranscribed and logged.Intake · today
Burst pipe — kitchenWhatsApp · urgent
Quote — 7.1 kW splitSMS · Glenhaven
Maintenance × 12 unitsEmail · body corporate
Ducted, 4 zonesWebsite · Rouse Hill
Missed callTranscript ready
One front door, every channel.WhatsApp, SMS, email, website, phone — every message becomes one intake item, read and tagged the moment it arrives. Nothing lives in five inboxes any more.
07 · The agents arrive — and talk
Intake · today
Burst pipe — kitchenWhatsApp · urgent
AI agentLeo · Intake Coordinator
AI agentLeo · Intake CoordinatorQuote — 7.1 kW splitSMS · GlenhavenAI agentGrace · Quoting Specialist
AI agentGrace · Quoting SpecialistMaintenance × 12 unitsEmail · body corporateAI agentJames · Scheduling Manager
AI agentJames · Scheduling ManagerDucted, 4 zonesWebsite · Rouse HillAI agentGrace · Quoting Specialist
AI agentGrace · Quoting SpecialistMissed callTranscript readyAI agentOlivia · Customer Follow-up
AI agentOlivia · Customer Follow-upBurst pipe — kitchen · the agents talk
AI agent · Leo · Intake Coordinator
AI agent · James · Scheduling Manager
AI agent · Grace · Quoting Specialist
AI agent · Olivia · Customer Follow-up
A team, not a chatbot. Each specialist owns one part of the day. You can read their reasoning like a chat — who said what, and why.
08 · The human gate
Confirm this plan?
Book Marco, today 10:30, van 2 with the pipe-freezing kit.
Send the WhatsApp reply with the price.
Create the job and a draft invoice in Xero.
Approve allChangeAsk the agents
Nothing happens until a person says so.The agents prepare; you decide. One tap approves the whole chain or sends it back with a note.
Wed
Thu · today
Fri
8:00
Bellbird ChildcareTess · install
Harbour LaneBen · 12 units
J. Petrov · installMarco + Tess · van 2
10:00
A. Nguyen · burst pipeMarco · 10:30 · van 2 · pipe-freezing kit
14:00
NorwestBen · maintenance
Harbour LaneBen · cont.
GlenhavenBen · quote visit
AI agentJames · Scheduling Manager · booked
✓Customer replied toWhatsApp · 8:06 am
✓Job createdJOB-2231 · Marco · van 2
✓Draft invoice in XeroINV-2302 · $180 call-out
09 · The technician's phone — a new job, and what to do about it
8:06Thursday 30 October
CCoolhaven Air · now
New job · 10:30 todayBurst pipe, A. Nguyen, Baulkham Hills. Bring the pipe-freezing kit (van 2). 20 min from your current job.Xero · Invoice INV-2298 paid · $410
Next · 10:30 · JOB-2231A. Nguyen · 14 Example St, Baulkham Hills
20 min · 11 km
Pipe-freezing kit · van 2
Flexi-hose 500 mm × 2 · van stock
Isolate water, replace hose, pressure test
Customer: existing, serviced Mar 2026
NavigateCall customer
AI agentJames · Scheduling Manager
The technician knows before they ask.The moment the plan is approved, Marco's phone shows the new job: where it is, when, how far from where he is now, what to bring from the van and what the job involves. Tap Navigate and go.
✓Day replanned around the new jobJames · 10:30 held, Kellyville moved to 14:00
✓Parts and tools listed from the planPipe-freezing kit confirmed in van 2 stock
✓Customer told Marco is on the wayWhatsApp · 10:08 am · live ETA link
10 · On the job
JOB-2231 · Burst pipeA. Nguyen · Baulkham Hills · 10:30
✓Arrived · 10:26
✓Water isolated
✓Flexi-hose replaced · $45
✓Pressure tested
✓Customer sign-off
Mark job complete
Friday · J. Petrov installGlenhaven · 8:00 · Marco + Tess
✓Old unit removed & degassed
✓Bracket & pipe run · 4.2 m
✓Isolator fitted · cert attached
✓Vacuum & charge
✓Commissioned · 19 °C in 6 min
Serial numbers, warranty card and the electrical certificate captured by Ruby, the compliance agent.
AI agentDaniel · Bookkeeper
AI agentRuby · Compliance Officer
The job closes on the phone.Checklist, photos, parts used and the customer's signature are captured on site. The moment "Mark complete" is tapped, Daniel finalises the invoice and Ruby files the certificate. Two jobs shown: today's repair and Friday's install from Act 1.
✓Parts used added to the invoice automaticallyFlexi-hose $45 · from the van stock list
✓Electrical certificate filed against the customerRuby · attached to the CRM record
11 · The record — service done
AN
A. Nguyen0400 000 001 · Baulkham Hills NSW · customer since 2024 · 3 jobs
In progressService completeJob JOB-2231
IssueBurst pipe — kitchenTechnicianMarco · van 2On site10:26 – 10:48PartsFlexi-hose · $45InvoiceINV-2302 · $225 · sentWarranty12 months on parts
Equipment on file
Split 5.0 kWinstalled Mar 2024Next serviceMar 2027 · reminder set
Timeline
WhatsApp received "Water pouring under the kitchen sink"7:40 am
Triaged urgent, Marco held for 10:30Leo + James · 7:41 am
Plan approved by Sarah (owner)8:05 am
Customer confirmed "YES"WhatsApp · 8:09 am
Job completed, signed on site, 3 photosMarco · 10:48 am
Invoice finalised and sent · $225Daniel · 10:49 am
Survey to send 2 hours after completionAI agent · Olivia · Customer Follow-up
One record, the whole story.Who asked, who decided, who did the work, what it cost and what happens next. The owner can read it like a story. No one has to remember anything.
Every agent step is loggedbeside the human approvals, so the business can always answer "why did that happen?"
Act 3 of 3Settle. Paid, reviewed, remembered.The money, the records and the relationship, closed out
12 · Invoiced, sent, paid
AI agentDaniel · Bookkeeper
PAID
Coolhaven Air
Invoice INV-2302A. Nguyen · due 7 days
| Description | Qty | Amount |
|---|---|---|
| Urgent call-out, same day | 1 | $180.00 |
| Flexi-hose, braided 500 mm | 1 | $45.00 |
Total incl. GST$225.00
Xero · created from the job card · paid 11:32 am by card · reconciled
Invoice INV-2302 — $225 · Coolhaven AirTo A. Nguyen · sent 10:49 am
Hi Alex, Marco has fixed the leak and pressure-tested the line. Invoice attached, 7-day terms. Thanks for having us.
Pay $225Xero · bank feed
11:32 amCard payment · $225.00Matched toINV-2302 · A. NguyenStatusReconciled · no action needed
Aged receivables
Current$4,31030+ days$0Chasing2 reminders scheduled · Olivia
Money in, books right.The invoice is created from the job card, sent the minute the job closes, and matched to the payment when it lands. Late payers get polite reminders without anyone remembering to chase.
13 · The survey — and the nice words
AI agentOlivia · Customer Follow-up · WhatsApp12:50 pm5 — Marco was brilliant. Turned up early, fixed it in 20 minutes and cleaned up. Thank you!
Leave a reviewMaybe later
Done 👍
Google review · posted 1:04 pm
★★★★★
"Marco was brilliant. Turned up early, fixed the leak in 20 minutes and cleaned up. Would recommend Coolhaven Air to anyone in the Hills."
Alex N. · Baulkham HillsCRM · A. Nguyen
Survey sent, 2 h after completionOlivia · 12:50 pm
Rated 5/5: "Marco was brilliant…"12:53 pm
Google review posted · 5 stars1:04 pm
Thank-you note to Marco · added to his monthly summaryOlivia · 1:05 pm
0.0Google rating
0%surveys answered
0reviews this quarter
Asked, answered, remembered.Two hours after the job, Olivia asks how it went. A good answer becomes a review request; a bad one becomes a task for the owner before it becomes a review. Either way, it is on the record.
Then the next saleJack schedules a maintenance-plan offer for next month, because a happy customer who just paid is the best lead there is.
14 · Front office, back office, done
$0sold this week3 quotes accepted
0jobs completedall signed on site
$0invoiced & paid$0 overdue
0.0 ★customer rating5 new reviews
What the agents did today
AI agent Jack · Sales Manager · 6 website chats, 2 quote visits booked, 1 maintenance plan sold
AI agent Leo · Intake Coordinator · 23 messages from 5 channels, all triaged within a minute
AI agent James · Scheduling Manager · 9 jobs placed, 2 reshuffled after a sick day
AI agent Grace · Quoting Specialist · 4 quotes drafted, average 11 minutes after the visit
AI agent Daniel · Bookkeeper · 7 invoices sent, 5 payments reconciled, 2 reminders
AI agent Olivia · Customer Follow-up · 14 surveys, 11 answered, 5 reviews requested
AI agent Ruby · Compliance Officer · 3 certificates filed, 1 licence renewal flagged
Waiting for you · 3
Send quote Q-1191 · $4,120 ducted · Rouse HillReview
Approve refund $90 · double-charged call-outReview
Unhappy survey 2/5 · M. Okafor · "left a mess"Call
Everything else today was handled by the team and logged. These three need a person.
Front office, back office, done. Sales, service, invoicing, reviews and compliance in one system, worked by a team of specialist agents, with a person approving anything that matters.
Secured with Microsoft Entra IDRuns on Azure in AustraliaYour data never trains public modelsEvery action human-approved and logged
Why it works
Built around how your business already runs.
Not another ready-to-use tool. We design the system on your real process, with all its complexity — which is why it works in practice.
Book a demohello@intelifinity.com.au · intelifinity.com.au
See the HVAC platform running on your own process.A demo takes half an hour and uses a working system, not slides.
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