Start
One workflow
Fix the most expensive bottleneck first.
Services
One workflow first. Then scale only when it earns the right to.
Start with the leak that costs the most. Add more only after the first workflow is working.
Offer Ladder
1 to 2 to 3 workflows
Expand
Second workflow
Add the next leak only after the first one is stable.
Scale
Third workflow
Turn lead response, quote follow-up, and collections into one clean operating loop.
Named offer
Missed Call Rescue
Recover missed calls before the job disappears.
5-10 days to launchMissed-call detectionResponse time on missed calls
Named offer
Quote Win-Back
Revive stalled quotes without manual chasing.
7-12 days to launchQuote aging triggerStale quote count
Named offer
Faster Pay
Speed up collections without office back-and-forth.
5-10 days to launchInvoice due or overdue triggerDays to collect
Use Cases
Real workflows for local businesses. Pick the leak you want fixed first.
From HVAC shops and dental offices to medspas and coffee shops — these are the clearest first wins. Each example shows the trigger, the flow, and the outcome we target first.
Filter by business type
Start with the workflow closest to your most expensive operational bottleneck.
HVAC / Plumbing / Electrical
Missed call -> SMS capture -> booked estimate
Trigger
Inbound call not answered within 20 seconds
Step 1
Auto-send branded SMS with callback windows.
Step 2
Capture lead intent and location in intake board.
Step 3
Offer one-tap estimate booking and notify office.
Phone/SMSCRMScheduling
HVAC / Plumbing / Electrical
Quote sent -> follow-up sequence -> win-back
Trigger
Quote remains pending for 48 hours
Step 1
Send reminder with approved messaging and social proof.
Step 2
Escalate high-value quotes to owner call queue.
Step 3
Log response status and next best action.
CRMEmail/SMSPipeline board
HVAC / Plumbing / Electrical
New request -> dispatch routing -> live status updates
Trigger
Service request submitted from form, call, or text
Step 1
Convert request into dispatch-ready task with context.
Step 2
Route job to right crew based on rules and availability.
Step 3
Push auto status updates to office and customer.
Dispatch boardTeam chatSMS updates
HVAC / Plumbing / Electrical
Invoice sent -> reminder cadence -> paid confirmation
Trigger
Invoice outstanding after due date threshold
Step 1
Start reminder sequence by invoice age tier.
Step 2
Send payment link and reply options automatically.
Step 3
Notify team when paid and close the loop in records.
InvoicingSMS/EmailAccounting sync
Professional Services
Client onboarding -> missing docs chase -> ready for service
Trigger
New client started with incomplete intake package
Step 1
Send structured checklist and reminders automatically.
Step 2
Track received documents and pending items in one queue.
Step 3
Alert team only when manual review is needed.
FormsEmailCRM
Professional Services
Inbox overload -> priority routing -> faster client response
Trigger
New email or web inquiry enters shared inbox
Step 1
Tag urgency and request type automatically.
Step 2
Route top-priority messages to response owner.
Step 3
Queue low-priority items with SLA timers.
EmailTeam alertsTask board
Professional Services
Appointment no-show -> instant rebook -> slot recovery
Trigger
Missed appointment marked as no-show
Step 1
Send immediate rebooking link with preferred windows.
Step 2
Offer waitlist fill option for open slots.
Step 3
Flag repeat no-show accounts for staff outreach.
SchedulingSMSCRM notes
Professional Services
Service completion -> review ask -> referral follow-up
Trigger
Client milestone completed successfully
Step 1
Send timed review request at highest-response moment.
Step 2
Remind non-responders with one follow-up nudge.
Step 3
Route positive responders into referral ask sequence.
Email/SMSReputationCRM
Retail & Hospitality
FAQ overload -> instant answers -> team focus restored
Trigger
Common question received via text, DM, or web chat
Step 1
Detect intent against approved FAQ templates.
Step 2
Respond instantly with business-specific answer.
Step 3
Escalate non-standard questions to staff.
MessagingFAQ rulesEscalation inbox
Retail & Hospitality
Shift swap request -> manager approval -> roster update
Trigger
Employee submits time-off or shift-change request
Step 1
Collect request in standardized format.
Step 2
Route to manager with approve/deny action.
Step 3
Publish approved update to team schedule feed.
SchedulingTeam chatApproval flow
Retail & Hospitality
Completed visit -> return reminder -> repeat booking
Trigger
Order/visit marked complete
Step 1
Send post-visit follow-up and satisfaction check.
Step 2
Trigger timed return reminder based on purchase type.
Step 3
Track repeat booking responses in one dashboard.
POS/BookingEmail/SMSCustomer list
Auto Services and Repair
Estimate pending -> approval reminders -> job scheduled
Trigger
Repair estimate has no customer response for 24 hours
Step 1
Send approval reminder with simplified options.
Step 2
Escalate stalled approvals above threshold value.
Step 3
Auto-create schedule task when approval lands.
Shop systemSMSScheduling
Auto Services and Repair
Parts update request -> auto status reply -> reduced phone tag
Trigger
Parts status changed or customer asks for update
Step 1
Capture parts status changes from source system.
Step 2
Send proactive update to customer and advisor.
Step 3
Route exceptions requiring manual intervention.
Shop workflowSMS/EmailService board
Property Management
Maintenance ticket -> vendor routing -> resident updates
Trigger
New maintenance request submitted
Step 1
Prioritize request by urgency and property rules.
Step 2
Assign vendor with full context and SLA target.
Step 3
Send resident status updates at each stage.
Property opsVendor commsResident messaging
Property Management
Renewal window opens -> outreach sequence -> signed renewal
Trigger
Lease enters renewal decision window
Step 1
Launch renewal outreach with approved options.
Step 2
Track response state and send timed reminders.
Step 3
Escalate high-risk non-responses to manager queue.
Property CRMEmail/SMSTask board
Logistics & Delivery
Route change -> ETA message -> customer confidence
Trigger
Route delay or schedule change detected
Step 1
Calculate revised ETA from route event.
Step 2
Send proactive delay and arrival update.
Step 3
Log communication event to delivery record.
RoutingSMSDelivery tracking
Logistics & Delivery
Proof-of-delivery captured -> invoice trigger -> payment cycle starts
Trigger
Delivery marked complete with POD artifact
Step 1
Validate POD package (photo/signature/checklist).
Step 2
Trigger invoice generation with required data.
Step 3
Send billing confirmation to finance queue.
Driver appInvoicingAccounting queue
Fitness & Wellness
Lead inquiry -> trial invite sequence -> first class booked
Trigger
New trial interest form submitted
Step 1
Send immediate trial scheduling options.
Step 2
Follow up with reminder and social proof.
Step 3
Tag and route high-intent leads to coach outreach.
Lead formSchedulingCRM
Beauty & Personal Care
No-show appointment -> rebook outreach -> slot recovery
Trigger
Client marked as no-show for booked appointment
Step 1
Send immediate rebook message with preferred windows.
Step 2
Trigger second reminder using approved brand tone.
Step 3
Notify front desk when no-show risk repeats.
BookingSMSClient profile
Beauty & Personal Care
Membership nearing expiry -> renewal sequence -> retained client
Trigger
Member account enters 21-day renewal window
Step 1
Start renewal reminder cadence with offer-safe templates.
Step 2
Route high-value members to concierge follow-up queue.
Step 3
Mark renewal status automatically in client record.
CRMEmail/SMSMembership billing
Cleaning & Facility
Route change -> team alerts -> customer update confirmation
Trigger
Schedule shift or route change submitted by operations
Step 1
Publish standardized update to team and supervisor queue.
Step 2
Send client-facing service window update automatically.
Step 3
Require completion acknowledgement before dispatch closes.
Operations boardTeam chatSMS/Email
Cleaning & Facility
Service complete -> proof package -> invoice trigger
Trigger
Crew submits completion photos and checklist
Step 1
Validate proof package against scope requirements.
Step 2
Trigger invoice draft with service metadata attached.
Step 3
Alert billing only for exception cases.
Field appChecklist formsInvoicing
Manufacturing
Quote approved -> order packet -> production handoff
Trigger
Customer quote accepted or PO received
Step 1
Compile order packet from quote and PO details.
Step 2
Route packet to production and fulfillment queues.
Step 3
Send customer confirmation with expected next milestones.
CRMERP/Order systemEmail
Manufacturing
Backorder event -> proactive customer updates -> fewer status calls
Trigger
Item status moves to delayed or partial-ship state
Step 1
Detect delay event and expected replenishment timeline.
Step 2
Send customer update with revised ETA and options.
Step 3
Escalate priority accounts to account manager queue.
InventoryCustomer messagingAccount tasks
Pet Services
Missed booking call -> pet profile capture -> confirmed appointment
Trigger
Booking call missed during active grooming hours
Step 1
Send SMS with booking options and pet info request.
Step 2
Capture breed/service preference in intake record.
Step 3
Confirm slot and route prep notes to staff.
Phone/SMSBookingClient record
HVAC / Plumbing / Electrical
After-hours call -> voice intake -> callback queue with summary
Trigger
Call arrives after hours or during jobsite overload
Step 1
Voice assistant captures job type, urgency, and callback window using approved script.
Step 2
Generate short call summary and route to morning callback queue.
Step 3
Escalate emergencies immediately based on hard rules.
Phone lineSMSDispatch queue
Professional Services
Client documents -> data extraction -> exception review queue
Trigger
PDFs, scans, or forms are uploaded during intake
Step 1
Extract required fields from documents and map to intake record.
Step 2
Validate missing or low-confidence fields against rules.
Step 3
Route only exceptions to staff with side-by-side source preview.
FormsShared driveCRM/EMR queue
Auto Services and Repair
Status call -> voice triage -> advisor callback routing
Trigger
Customer calls asking for repair status during busy service lane hours
Step 1
Capture vehicle/customer intent and identify status request safely.
Step 2
Provide approved status response if data is available, or set callback expectation.
Step 3
Route summarized request to the right advisor queue.
PhoneShop systemAdvisor queue
Property Management
Lease packet -> document tracker -> renewal decision visibility
Trigger
Renewal or move-in packet is started with missing docs/signatures
Step 1
Track document checklist completion across tenant touchpoints.
Step 2
Send reminders and capture uploaded items into one record.
Step 3
Alert manager only when lease is at risk due to missing items.
E-sign/formsEmail/SMSProperty CRM
Logistics & Delivery
POD photos -> validation check -> exception alerts before billing
Trigger
Driver submits proof package after delivery completion
Step 1
Check proof package for required photo/signature/checklist artifacts.
Step 2
Mark complete deliveries as billing-ready automatically.
Step 3
Alert operations for missing or unreadable proof before invoicing starts.
Driver appProof storageBilling queue
Cleaning & Facility
Completion photos -> SLA check -> supervisor exception queue
Trigger
Crew submits service completion checklist and site photos
Step 1
Validate required checklist steps and proof attachments by scope.
Step 2
Flag missing proof or late service milestones automatically.
Step 3
Create supervisor exception task with location and crew context.
Checklist formsPhoto uploadsSupervisor board
Manufacturing
PO + specs -> job packet assembly -> production handoff
Trigger
Purchase order and spec documents are received by email or portal
Step 1
Extract key fields and attachments into a standardized job packet.
Step 2
Route packet to production, purchasing, and fulfillment queues.
Step 3
Flag missing specs or mismatches before release to floor.
Email/portalERPProduction queue
Medical Spas
Missed consultation call -> SMS capture -> booked consult
Trigger
Consultation call not answered while providers are in treatment rooms
Step 1
Auto-send branded SMS with consultation availability and service menu link.
Step 2
Capture treatment interest, skin concerns, and preferred date in intake form.
Step 3
Route qualified lead to front desk queue with full context for callback.
Phone/SMSBooking systemCRM
Medical Spas
Treatment no-show -> rebook outreach -> recovered appointment
Trigger
Client marked as no-show for scheduled treatment appointment
Step 1
Send immediate rebook message with next available windows.
Step 2
Follow up with one reminder if no response within 24 hours.
Step 3
Flag repeat no-shows for deposit requirement or staff outreach.
BookingSMSClient profile
Medical Spas
Treatment complete -> aftercare sequence -> next visit booked
Trigger
Treatment appointment marked complete in booking system
Step 1
Send aftercare instructions specific to treatment type within 2 hours.
Step 2
Check in at day 3 and day 7 with care reminders and satisfaction pulse.
Step 3
Trigger next-visit booking suggestion at the optimal retreatment window.
BookingSMS/EmailCRM
Medical Spas
Membership nearing expiry -> renewal outreach -> retained member
Trigger
Membership or prepaid package enters 21-day renewal window
Step 1
Start renewal reminder sequence with benefits recap and exclusive offer.
Step 2
Route high-value members to concierge follow-up for personal touch.
Step 3
Update membership status automatically when renewed or lapsed.
CRMSMS/EmailBilling
Restaurants
Missed call during rush -> SMS capture -> reservation or catering booked
Trigger
Phone call not answered during lunch or dinner service
Step 1
Auto-send branded text with reservation link and catering inquiry option.
Step 2
Capture party size, date preference, and special requests.
Step 3
Route catering inquiries to manager queue; reservations to booking system.
Phone/SMSReservation systemManager alerts
Restaurants
Catering quote sent -> follow-up sequence -> order confirmed
Trigger
Catering quote sent with no response after 48 hours
Step 1
Send friendly follow-up with menu highlights and past event photos.
Step 2
Escalate large orders to owner or catering manager for personal call.
Step 3
Log response and mark quote status as warm, cold, or confirmed.
Email/SMSCRMCatering calendar
Restaurants
Reservation no-show -> waitlist fill -> recovered table
Trigger
Guest does not arrive within 15 minutes of reservation time
Step 1
Send polite check-in text asking if they are running late.
Step 2
If no response, offer table to waitlist guests automatically.
Step 3
Flag repeat no-shows for deposit requirement on future reservations.
Reservation systemSMSWaitlist
Restaurants
Visit complete -> thank you + return offer -> repeat visit
Trigger
Customer transaction completed in POS system
Step 1
Send timed thank-you message with feedback prompt.
Step 2
Trigger return visit nudge for customers who have not been back in 30 days.
Step 3
Route positive feedback into Google review ask sequence.
POSSMS/EmailGoogle Reviews
Coffee Shops
Missed catering call -> SMS intake -> bulk order booked
Trigger
Phone call not answered during morning rush hours
Step 1
Auto-text with catering menu link and quick order form.
Step 2
Capture order size, date, delivery needs, and dietary notes.
Step 3
Route to owner or manager with full context for confirmation.
Phone/SMSOrder formManager alerts
Coffee Shops
Regular goes quiet -> win-back message -> return visit
Trigger
Known regular customer has not visited in 14+ days
Step 1
Send friendly miss-you message with a small incentive or new menu item highlight.
Step 2
Track whether the customer returns within the next 7 days.
Step 3
If no return, add to a monthly win-back batch for one final outreach.
POS/LoyaltySMSCustomer list
Coffee Shops
Event inquiry -> follow-up sequence -> private booking confirmed
Trigger
Private event or meeting space inquiry received via DM, email, or phone
Step 1
Send availability options with pricing and space photos.
Step 2
Follow up at 48 hours if no response with a friendly nudge.
Step 3
Confirm booking and send prep details to staff.
Email/SMSBooking calendarStaff alerts
Dental & Chiro
Missed new patient call -> SMS capture -> appointment booked
Trigger
New patient call goes to voicemail while front desk is busy
Step 1
Auto-send branded text with online booking link and office hours.
Step 2
Capture insurance type, reason for visit, and preferred timing.
Step 3
Route to front desk queue with patient context for callback.
Phone/SMSPractice managementBooking
Dental & Chiro
Recare due date -> reminder sequence -> cleaning or adjustment booked
Trigger
Patient hits recall due date for cleaning, exam, or adjustment
Step 1
Send first recall reminder with one-tap booking link.
Step 2
Follow up at 7 and 21 days if not booked with different messaging.
Step 3
Flag patients 60+ days overdue for staff phone outreach.
Practice managementSMS/EmailScheduling
Dental & Chiro
Appointment no-show -> immediate rebook -> chair time recovered
Trigger
Patient marked as no-show in practice management system
Step 1
Send same-day rebook text with available time slots.
Step 2
Offer waitlist patients the open slot if no response in 30 minutes.
Step 3
Flag repeat no-shows for deposit or confirmation policy.
Practice managementSMSWaitlist
Dental & Chiro
Treatment complete -> review request -> Google review posted
Trigger
Patient completes treatment and checks out
Step 1
Send timed review request at the optimal post-visit window.
Step 2
Include direct Google review link to minimize friction.
Step 3
Follow up non-responders once; route positive feedback to testimonials.
Practice managementSMSGoogle Reviews
Landscaping
Missed estimate call -> SMS capture -> estimate scheduled
Trigger
Estimate inquiry call not answered while crews are on job sites
Step 1
Auto-send branded text with service areas and estimate request form.
Step 2
Capture property type, service needed, and preferred date.
Step 3
Route qualified lead to owner or estimator with full context.
Phone/SMSCRMScheduling
Landscaping
Estimate sent -> follow-up sequence -> contract signed
Trigger
Estimate pending for 72+ hours with no customer response
Step 1
Send friendly follow-up with project visualization or past work photos.
Step 2
Escalate high-value contracts to owner for personal call.
Step 3
Track response status and update pipeline automatically.
CRMEmail/SMSPipeline board
Landscaping
Season approaching -> service reminder -> recurring contract renewed
Trigger
Calendar hits 30 days before seasonal service window
Step 1
Send service reminder with one-tap rebooking for previous year's service.
Step 2
Follow up non-responders at 14 and 7 days before season start.
Step 3
Route confirmed rebookings to scheduling queue with property notes.
CRMSMS/EmailScheduling
Landscaping
Job complete -> invoice reminder -> payment collected
Trigger
Invoice outstanding past due date threshold
Step 1
Start reminder sequence based on invoice age and amount.
Step 2
Include payment link and text-to-pay option in each reminder.
Step 3
Route disputes or large overdue amounts to owner for personal follow-up.
InvoicingSMSAccounting
Salons & Barbershops
Appointment no-show -> rebook outreach -> chair time recovered
Trigger
Client marked as no-show for scheduled appointment
Step 1
Send immediate rebook text with next available slots.
Step 2
Offer the open slot to waitlist clients if no response in 20 minutes.
Step 3
Flag repeat no-shows for deposit or pre-payment requirement.
BookingSMSWaitlist
Salons & Barbershops
Visit complete -> rebooking reminder -> next appointment set
Trigger
Client checks out without booking their next appointment
Step 1
Send rebooking reminder at the optimal cadence for their service type.
Step 2
Include one-tap booking link with their preferred stylist and time.
Step 3
Follow up once if no response; track rebooking conversion.
BookingSMSClient profile
Salons & Barbershops
Great visit -> review request -> referral prompt
Trigger
Client completes a service and pays
Step 1
Send review request with direct Google or Yelp link at optimal timing.
Step 2
Route positive responders into a referral ask with a small incentive.
Step 3
Track review volume and referral conversions monthly.
POSSMSGoogle Reviews
Salons & Barbershops
Walk-in overflow -> waitlist capture -> slot booked later
Trigger
Walk-in customer arrives but all stylists are booked
Step 1
Capture name and phone number for waitlist notification.
Step 2
Text when a slot opens or suggest the next available time.
Step 3
Convert walk-in interest into a booked appointment before they leave.
BookingSMSWaitlist
Manufacturing
Production delay event -> customer update + internal escalation
Trigger
Milestone delay or quality hold is logged in production workflow
Step 1
Detect delay against milestone plan and classify severity.
Step 2
Send approved internal escalation and external update by account tier.
Step 3
Track open exceptions until resolved with next action ownership.
ERP/MESTeam alertsAccount management queue
Retail & Hospitality
DM + web chat + text -> one priority queue -> staff handoff
Trigger
Customer messages arrive across multiple channels during peak hours
Step 1
Normalize messages into one queue with intent and priority tags.
Step 2
Answer approved FAQs instantly and draft responses for staff review.
Step 3
Route purchase-ready or escalated conversations to the right team member.
DM inboxWeb chatTeam queue
Free playbook
The $5,000/Month Leak
Why owner-led service businesses lose revenue before the work even starts, and the three workflow fixes that recover it.
Missed calls that never get returned.
Quotes that quietly die after they are sent.
Invoices that sit past due because nobody had time to chase them.
Enter your email to open the playbook
We’ll also send the guide to your inbox and start the short follow-up sequence.
Pricing
One workflow. Complimentary setup.
Start with one expensive bottleneck. Prove it works. Then decide whether to expand.
Founder's Rate
Limited spots
Complimentary setup
Monthly pricing based on complexity
No upfront cost. We build your first workflow and launch it in 14 days. Pay monthly only after it's live.
One production workflow built and launched
Connected to tools you already use
Team walkthrough + 30-day tuning window
30-day money-back guarantee
Cancel monthly — no contracts
Best fit
Local businesses: medspas, restaurants, dental offices, salons, landscapers, coffee shops, and trades
Owner-led teams of 3-30 people who need systems, not another SaaS login
Best first wins: missed call rescue, appointment reminders, quote follow-up, or invoice collections
Not fit
Full CRM or platform replacements
Autonomous AI that replaces human judgment
Multi-workflow rebuilds before workflow one is proven
Typical first workflows
Most teams start with one of these. All included in the Founder's Rate.
Need more than one workflow?
After your first workflow is live and proven, we offer multi-workflow packages with pricing based on scope and complexity. Most teams start with one — prove the ROI, then expand. Contact us for details →
Delivery stack
Practical tooling
By business type
Targeted entry pages
HVAC
HVAC teams usually do not need more software. They need one workflow that answers faster, follows up consistently, and reduces office drag during peak demand.
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Plumbing
Plumbing businesses lose revenue in the handoff between phone calls, estimates, scheduling, and invoice follow-up. Tier9AI starts with the leak that pays back fastest.
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Electrical
Electrical teams often lose money in slower-moving commercial and residential handoffs. Tier9AI deploys one workflow at a time so follow-up and cash collection do not depend on memory.
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SaaS Teams
Your product scales. Your operations don't. Tier9AI builds focused workflows — trial onboarding, support routing, dunning, internal ops — so your team stops being the bottleneck.
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Agencies
Every new client means the same onboarding steps, the same follow-up emails, the same internal handoffs. Tier9AI builds the system so your team stops re-doing work they already know how to do.
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Medical Spas
Your treatment rooms are booked. Your front desk is overwhelmed. Tier9AI builds one workflow at a time so consultations are captured, clients show up, and renewals happen automatically.
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Restaurants
During the lunch rush, nobody answers the phone. Catering inquiries go cold. Regulars drift away. Tier9AI plugs the gaps with one focused workflow at a time.
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Coffee Shops
Your baristas are busy making drinks. The phone rings. Nobody picks up. A $300 office catering order goes to the shop down the street. Tier9AI makes sure those leads get captured.
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Dental & Chiro
New patients call during a procedure and get voicemail. Recare reminders go out late or not at all. Tier9AI builds one workflow at a time so your schedule stays full and your front desk stays sane.
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Landscaping
Your crew is mowing a lawn when a $2,000 hardscaping lead calls. Nobody answers. They call the next company. Tier9AI makes sure those leads are captured and followed up on.
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Hair Salons
A client no-shows. The next one leaves without rebooking. A great haircut turns into zero reviews. Tier9AI builds one workflow at a time to keep your chairs full and your reputation growing.
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Agent-to-Agent Workflows
Chain specialized AI agents to automate complex processes
Instead of one AI doing everything, specialized agents hand off work to each other — with human approval at every critical checkpoint. Hover over each node to learn more.
Orchestrator Agent
Routes tasks, manages context
Research Agent
Web, docs, competitor intel
Writing Agent
Drafts emails, proposals, copy
Data Agent
CRM, analytics, reporting
QA / Review Agent
Checks accuracy, tone, policy
Delivery Agent
Sends, publishes, logs output
Notification Agent
Slack, email, CRM updates
Human Review / Approval
Approve, override, or re-route
Workflow Patterns
5 agent-to-agent patterns that transform operations
Click each pattern to see the agent chain, before/after comparison, and how it works.
Design Principles
What makes agent-to-agent workflows reliable
Keep agents narrow
Each agent has one job and a tight system prompt. A specialized email agent beats a generalist every time.
Human-in-the-loop
Don't automate past your comfort level. Approve anything that touches a customer before it ships — at least initially.
Shared context & memory
The orchestrator passes relevant state between agents — customer history, brand guidelines, prior interactions.
Real tool access
Agents that can act (not just draft) create true automation. Your CRM, email, Slack, Stripe — connected.