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Builders Mate: How AI Automation Fixed Monde Builders Admin Mountain
- TradieAI
- May 13
- 5 min read
Updated: May 15
More Time on the Tools Less Time on the Tablet - The Monde Builders Story
The Admin Mountain Facing Monde Builders
Like plenty of Kiwi builders Rhys and the team at Monde Builders were crushing it on site but getting buried in the office. Think about it answering calls all day trying to quote jobs accurately while standing in mud email threads longer than your arm and chasing up details that should be easy. For an 8-person crew doing residential builds that's not just an annoyance it's serious money and time down the drain. Every hour spent on the phone or clicking through emails is an hour not spent building or planning the next job. This admin mountain meant longer hours burnout and less time for the important stuff like site visits or even knocking off at a decent hour. It was clear the manual grind wasnt sustainable if they wanted to grow or just keep their sanity.
Relevant AI Tools/Software Examples:
AI Call Screeners and Transcribers
Automated Email Sorting
AI assistants for drafting initial responses.
Use Case Examples:
An AI screens incoming calls transcribes messages and prioritises them for Rhys. An email AI flags urgent client messages while archiving supplier spam.
Finding the Digital Dynamite Automation Solution
Monde Builders realised they needed something smarter than just another app. They needed tools that could actually do tasks not just organise them. That's where AI automation came in like a digital apprentice who never complains and works for peanuts. The idea was to identify all those soul-crushing repetitive tasks answering routine emails getting basic info for quotes scheduling follow-ups and then find AI tools to take them over. This wasn't about replacing the crew or the core skills it was about getting rid of the daggy bits that slow everyone down. Figuring out exactly which bits of admin could be automated first in a business like Monde Builders with their specific setup (XERO Tradify etc.) can feel like a mission though. Sometimes getting a tailored look at your operation helps sort the best plan of attack saving you buying kit that just gathers dust.
Relevant AI Tools/Software Examples:
Business Process Automation (BPA) platforms
AI Workflow Tools
AI Project Management Integrations.
AI Use Case Examples:
Setting up automated workflows where a new lead from the website triggers an automated email response and creates a task in Tradify.
Quoting and Calls Sorted the Smart Way
For Monde Builders getting quotes out fast and accurate was a bottleneck. AI can help here big time. Imagine an AI tool that can look at photos or basic plans sent by a client and pull out key info then suggest line items or even draft the bones of a quote based on similar past jobs recorded in their system or even integrated with XERO data. Less manual data entry more consistency. On the phone side AI call screeners or virtual receptionists can answer common questions direct calls and even transcribe messages so Rhys isnt constantly interrupted on site but still gets crucial info instantly. This means quicker responses to potential clients fewer missed calls and more time actually building.
Relevant AI Tools/Software Examples:
AI-powered Estimating Software
AI Chatbots for websites/Facebook
AI Virtual Receptionist Services.
Use Case Examples:
AI software suggests a price range and material list based on a client's submitted photos for a deck build. A website chatbot answers questions about service areas and hours capturing lead contact info.
Auto Client Love and Marketing Magic
Keeping clients sweet is huge for referrals but manual follow-ups are time burners. AI tools can automate client communications that make a big difference. Think about automated text messages or emails sent to clients giving them progress updates like "Hey your roof is on!" or "We're starting the plastering next week." After a job is done AI can automatically send a polite request for feedback or a review. For marketing AI can help generate simple social media posts showing off completed projects or even suggest content ideas that resonate with people looking for builders in Auckland. It keeps Monde Builders top of mind and encourages repeat business and referrals without Rhys having to remember every single follow-up task.
Relevant AI Tools/Software Examples:
CRM Systems with Automation
AI Marketing Assistants
Automated Email/SMS Platforms
AI Review Management Tools.
AI Use Case Examples:
Automated email sent to client 2 weeks after job completion asking for feedback and a Google review link. AI suggests a social media caption for photos of a recently finished renovation.
Taming the Back Office Beast
Beyond quoting and client chat theres a heap of other admin dragging builders down. For Monde Builders using XERO automating tasks around expenses receipts and general filing was a major win. AI tools can scan receipts captured on a phone extract the data and even categorise it ready for XERO which saves heaps of time at the end of the month. AI can also help manage digital documents sorting files automatically based on project or client. Integrating these tools with their existing setup like XERO and Tradify is key to making the whole system hum smoothly. It reduces the risk of lost paperwork makes tax time less scary and keeps everything organised without manual filing.
Relevant AI Tools/Software Examples:
AI Receipt Scanners and Expense Trackers
Document Management Systems with AI Sorting
Data Entry Automation Tools
AI integrated with XERO APIs.
Use Case Examples:
A photo of a Bunnings receipt is taken on site AI extracts details and pre-fills an expense claim ready for approval in XERO. Digital project photos are automatically filed under the correct client name and job number.
The Real Payoff What Monde Builders Gained
So after putting some smart AI tools to work what did Monde Builders actually gain? The biggest win was time back.
By automating quoting tasks call handling client updates and admin they reckon they saved easily 15-20 hours a week collectively. That's time Rhys can spend on site managing the crew doing more site visits or even quoting more jobs leading to increased revenue. Faster quoting meant higher conversion rates. Automated client comms led to happier clients and more unsolicited referrals. Tidier admin meant less stress and quicker payments. Ultimately AI automation didnt just streamline things for Monde Builders it put more coin in their pocket gave them back precious time and made the whole business run sweeter.
Conclusion:
Monde Builders story shows how targeting specific admin pains with AI automation delivers real results for Kiwi tradies. Cutting hours spent on quotes calls and paperwork means more time building and a healthier bottom line. These tools arent science fiction they are practical solutions freeing you up for whats important. Want to see where AI could save you time and money in your business?
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