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AI systems, in practice · Small requests

Quoting and billingsmall client requests

After a project launches, clients keep asking for small changes, and they're happy to pay for them. The agency was too busy to quote them. We built a system that turns each ask into a quote, an approval and an invoice in minutes, so the work gets done and paid for.

Why small requests went unanswered

Each small request is a few hours of work wrapped in a lot of paperwork. Someone writes a quote, waits for a reply, raises an invoice, then matches the payment in Xero or QuickBooks. For an agency busy with big projects, that admin cost more than the job was worth. So the requests sat. The clients stopped asking, and the relationship cooled. Clients from old flat-rate projects drifted away the same way.

Launch day. The relationship is strong.

One client relationship, with and without the systemEach folded note is a client request. Unanswered, the notes pile up and the line thins to dots. Answered, each one runs the loop from portal to done, and the line thickens.LaunchRequests go in the portalPortalQuoteApprovedInvoicedDoneNo quote. No reply.up to +10%more revenue a year, from small requests
Each folded note is a client request. Unanswered, the notes pile up and the line thins to dots. Answered, each one runs the loop from portal to done, and the line thickens.

How a request gets quoted and billed

Clients ask in their own portal.

The client writes the request where they already follow the project: what they want, and how soon. There is no email thread to dig through and no call to book.

A person decides what's covered.

The project manager marks each request as included, on the house, or extra work. Only extra work moves on to a quote, and the client never pays for something the project already covered.

AI drafts the quote.

For extra work, the system writes a short plain-language scope and an hours estimate, often as two or three options. The project manager adjusts it and sends it, so a quote takes minutes.

Approval becomes the invoice.

The client picks an option and approves the hours in the portal. That approval creates the invoice in Xero or QuickBooks and sends it to them. Nobody retypes a thing.

The work lands on the board.

Approved work becomes tasks on the project board, so it gets done in the same daily rhythm as everything else. The client watches it move in the portal.

What the client sees

This is the page a client sees. The project, the request and the prices are made up. Pick an option, approve it, and watch where it goes.

Project portal · Clinic website · Requests

Dana · Sent Tuesday

“Can the booking form work in Spanish too? A few of our patients have asked.”

Scope drafted by AI and checked by Priya, your project manager.

Choose your option

What happens next

On the team's board

Pick an option and approve it to see where it goes.

Who approves the quote

The project manager reads every scope before the client sees it, and the client picks an option each time. Nothing reaches an invoice without both.

Results

The agency gets paid for work it used to do for free or skip, and the client gets small things done without starting a new project.

more revenue a year, from small requests
Up to 10%
from request to a quote the client can approve
Minutes
even with clients from old flat-rate projects, who used to drift away
Still in touch

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Tell us where small asks go unanswered in your business. We'll show you what the loop looks like for your clients.

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