VisiFlo builds AI-powered automations for accountants, mortgage brokers, real estate agents, and professional services businesses. We map your workflows, eliminate the repetitive tasks, and put your operations on autopilot — so you can focus on what actually grows your business.
These are the most common time-drains we find when we audit a professional services business. Every hour lost to repetitive tasks is an hour not spent on clients, growth, or life.
Not sure which tasks in your business are automatable?
Get a Free Ops Audit →Each product is a fixed-scope, fixed-price automation built specifically for your industry. Mix and match, or bundle for a bigger discount.
An AI chatbot on your website that qualifies leads 24/7, scores their intent, books calendar slots automatically, and pushes qualified prospects to your CRM — even at 11pm.
"What if every lead got a response in 30 seconds?"
AI reads uploaded documents (payslips, ID, bank statements), extracts key data, and populates a structured summary — no manual data entry. Clients submit once, you receive a clean, ready-to-use file.
"Eliminate 2 hours of data entry per client."
Leads that don't convert enter an intelligent nurture sequence. AI personalises each message based on what they enquired about. Stops automatically the moment they respond or book.
"The average deal closes after 7 touchpoints. Most give up at 2."
Client meeting is recorded via Zoom or Teams. AI transcribes, summarises, extracts action items, and sends a follow-up email to the client automatically. You stay present. AI handles the admin.
"Stop taking notes. Start having conversations."
Monitors unpaid invoices in Xero, MYOB, or QuickBooks. Sends branded, personalised reminders at day 7, 14, and 30 — escalating in tone. Stops the moment payment lands. Weekly aged debtor report included.
"23% of SMB revenue sits in unpaid invoices. We chase it for you."
Sends SMS and email reminders 48h and 2h before appointments. If they cancel, AI immediately offers the next available slots. Tracks no-show rate and sends you a weekly report.
"Every no-show is a $200+ slot wasted. We cut no-shows by 40–60%."
We crawl your competitors' websites weekly. AI detects new service offerings, price changes, team hires, and new reviews. Delivers a summarised Monday morning digest to your inbox.
"Know the moment a competitor targets your clients."
Fill in a simple weekly form (one new listing, one win, one tip). AI writes 5 social posts, 1 email newsletter, and 1 Google Business update. One approval click. Then it's live.
"10 minutes a week instead of 5 hours."
Before building anything, we map your business. The audit scores your current operations across 6 dimensions and delivers a prioritised roadmap of exactly which automations will save you the most time.
Automated scan of your public site to detect what tools and integrations you're using. Emailed PDF report.
Full 6-dimension scored report + 30-minute video walkthrough of findings and recommendations.
Everything in the Audit plus a prioritised 90-day implementation plan with specific tool recommendations.
A clear, fast process — no lock-in, no hidden fees. You own everything we build.
We map your current workflows and score them across 6 dimensions. You receive a prioritised report identifying exactly which 3–5 tasks are costing you the most time — and what it would cost to automate each one.
We build your chosen automations using best-in-class tools (n8n, Claude API, Xero, Gmail, Twilio, and more). Fixed-scope, fixed-price — you know exactly what you're getting before we start. Most builds complete within 2 business days.
We test everything end-to-end, hand over full documentation, and stay on a monthly maintenance retainer to keep your automations running smoothly. As your business grows, we expand the system.
Every automation product has a defined deliverable and a fixed price. You know exactly what you're getting before we start — no scope creep, no hourly billing surprises.
We use open-source tools like n8n and hand you full ownership of every workflow. You're never locked in to a platform or vendor — you can take it anywhere.
Our automations are built specifically for accountants, mortgage brokers, real estate agents, and professional services. We know your tools (Xero, MYOB, Cliniko) and your workflows.
Most builds are complete within 2 business days of the audit. You start saving time within the same week — while traditional consultants are still writing proposals.
We track hours saved per week, reduction in no-shows, and recovered aged debts. Every automation comes with a KPI dashboard so you can see exactly what it's worth.
Before vs. After
| ❌ Before VisiFlo | ✓ After VisiFlo |
|---|---|
| Chasing clients for documents manually | AI collects & processes documents automatically |
| Leads going cold after 1–2 follow-ups | 7-touch AI nurture sequence runs itself |
| Taking notes in client meetings | AI transcribes, summarises & sends recap |
| Manually chasing overdue invoices | Automated reminders recover aged debts |
| 5 hours a week on social media content | 10-minute weekly form → AI creates everything |
| No idea what competitors are doing | Weekly competitor intelligence in your inbox |
What happens when professional services businesses stop doing things manually.
“We were spending 17 hours a week chasing clients for documents and entering data. VisiFlo automated both in a single week. Our team now has real capacity to take on new clients instead of drowning in admin.”
“The document collection system is a game-changer. Borrowers get a branded link, upload everything, and I receive a clean summary. What used to take 3 days of back-and-forth now takes 20 minutes. My clients love it too.”
“The follow-up automation alone recovered three deals we would have lost. Leads were sitting in our CRM going cold. Now every enquiry gets a personalised sequence and we close more without any extra effort from the team.”
Fixed-price setup fees. Affordable monthly maintenance. No lock-in contracts. Bundle automations for bigger savings.
Need just one automation? Individual products start from $800 setup + $150/mo. Contact us for a custom quote.
Everything you need to know about AI workflow automation for your business.
AI workflow automation means connecting your existing business tools (Gmail, Xero, your calendar, your CRM) with AI models so that repetitive, rule-based tasks happen automatically — without you touching them. For example: a client submits a document, AI reads it and populates a spreadsheet. A lead enquires, AI qualifies them and books a meeting. An invoice goes overdue, AI sends a personalised reminder. All without you lifting a finger.
Our automations are built specifically for Australian professional services businesses: accountants, bookkeepers, mortgage brokers, financial planners, real estate agents, vet clinics, gyms, and allied health practices. If you have repeating manual tasks and existing digital tools, we can automate them.
Most individual automations are built and live within 2 business days of the audit. Bundle packs (2–8 automations) are delivered in a single sprint, typically 3–5 business days. We do not spend weeks in requirements meetings — we audit, build, test, and ship.
Yes. 100%. We use open-source tools like n8n, which you can self-host or run on a cloud server you control. Every workflow, credential, and integration belongs to you from day one. There is no platform lock-in. If you ever want to take the work elsewhere, you can.
We work with the tools you already use: Xero, MYOB, QuickBooks, Gmail, Outlook, Google Calendar, Cliniko, HubSpot, Notion, Slack, Twilio (SMS), LinkedIn, Instagram, and more. If you use a tool with an API or a webhook — which most modern business tools do — we can connect it.
The AI Operations Audit is our entry product — a scored assessment of your current business workflows across 6 dimensions: lead capture, onboarding, communication, document processing, reporting, and AI readiness. It tells you exactly which 3–5 tasks are costing you the most time, and what it would cost to automate each one. We offer a free website scan and a paid full audit starting at $497 AUD. Most clients find the audit pays for itself immediately by identifying the single automation that saves them the most.
Automations interact with APIs that change, credentials that expire, and business processes that evolve. The monthly maintenance fee covers: monitoring your automations for failures, updating integrations when APIs change, adding minor adjustments as your process evolves, and responding to support requests. Without maintenance, automations break silently. With it, your operations run without you worrying about the backend.
Absolutely. Individual automations start from $800 setup + $150/mo maintenance for the Appointment Reminder system, up to $2,200 setup + $300/mo for the Document Collection system. The bundle packs offer better value if you need multiple automations, but a single automation is a great low-risk way to start.
Tell us about your business and the tasks eating your time. We'll come back within one business day with a free website scan and a clear next step.