Why Every Brisbane Business Owner is Running Out of Time
If you’re running a plumbing business in Chermside, a law firm in the CBD, or a landscaping crew in Carindale, I know exactly what your day looks like. You start at 6:00 AM with the best intentions to get 'real work' done, but by 9:00 AM, you’re buried in emails, chasing invoices, and trying to remember if you actually sent that quote to the lady in Ascot.
Most business owners I talk to are exhausted. They aren’t exhausted from doing the work they love; they’re exhausted by the 'business of running a business.'
I’m talking about the repetitive, soul-crushing admin that doesn't directly put money in your pocket but has to be done. This is where workflow automation comes in.
Don't let the name bore you. Automation is simply a fancy way of saying: "I’m going to make a computer do the boring stuff so I can go home at 5:00 PM."
In this guide, I’m going to show you how to stop being a slave to your inbox and your spreadsheet. We’re going to look at how to get more phone calls, win more jobs, and stop letting leads slip through the cracks—all without you having to lift a finger.
What is Automation (and Why Should You Care?)
Think of automation as a digital employee that works 24/7, never asks for a pay rise, never takes a sick day, and never forgets to follow up with a customer.
I recently spoke with a cabinet maker in Morningside. He was losing about 10 hours a week just copying data from his contact form into his accounting software and then emailing customers to schedule a measure-and-quote. We sat down and looked at how to automate your business to handle those exact steps. Now, when a lead comes in, the software creates the customer profile, sends a calendar link, and notifies him. He saved over 40 hours a month. What is your time worth per hour? Multiply that by 40. That’s the cost of not automating.
The "Leaky Bucket" Problem
Most small businesses in Brisbane have a leaky bucket. You spend money on signs, Google, or Facebook to get people to call you. But then: 1. You’re on a job and can’t answer the phone. 2. The customer doesn't leave a message; they just call the next guy. 3. You forget to follow up on a quote because you’re busy.Automation plugs those holes. It ensures that every person who reaches out gets an immediate response. In the modern world, the first person to answer usually wins the job. If you wait three hours to reply to an enquiry, you’ve already lost to the bloke who responded in three minutes.
Step 1: Identify the Time-Suckers
Before you buy any software, you need to know what’s actually eating your time. I tell my mates to do a 'time audit' for three days. Every time you do something that isn't physical work or high-level strategy, write it down.
Common time-suckers for Brisbane tradies and shops include: Sending "Thank you for your enquiry" emails. Chasing overdue invoices. Asking for Google reviews. Moving data from an email into a CRM or spreadsheet. Booking appointments back and forth ("Are you free Tuesday? No, how about Wednesday?").
If you do it more than three times a day, it should be automated.
Step 2: The Tools That Actually Work (And Aren't Too Expensive)
I see a lot of "tech experts" recommending massive, complicated systems that cost $500 a month and require a degree to use. That’s rubbish. For most local businesses, you only need one or two simple tools.
Zapier: The 'Glue' of the Internet
Zapier is the gold standard. It connects over 5,000 different apps. If you use Gmail, Xero, Mailchimp, or Facebook, Zapier can make them talk to each other. Cost: Free for basic stuff; about $30/month for the good features. Result: You stop copy-pasting info between apps.GoHighLevel: The All-in-One Powerhouse
This is what we use for most of our clients at Local Marketing Group. It handles your website, your emails, your SMS, and your bookings in one spot. It’s designed specifically to help you get more bookings on autopilot without needing five different subscriptions.ChatGPT / AI: Your New Office Assistant
AI isn't just for writing school essays. You can use it to draft professional quotes, respond to tricky customer emails, or even answer customers 24/7 on your website.Step 3: Three Automations You Should Set Up Today
If you want to see results this week, focus on these three things.
1. The "Missed Call Text Back"
This is the single biggest money-maker for local services. When someone calls your mobile and you don't answer, the system immediately sends them a text: "Hi, it's John from ABC Plumbing. Sorry I missed your call, I'm on a job. How can I help?"This stops them from calling your competitor. It starts a conversation. I’ve seen this one trick double the number of leads a business captures in a month.
2. The Review Generator
Everyone knows Google reviews are vital for showing up in local searches. But most owners forget to ask. You can set up a trigger so that when you mark a job as 'Paid' in Xero, the customer automatically gets a text 2 hours later asking for a review with a direct link.3. The Lead Nurture
When someone fills out a form on your site, don't just let it sit in your inbox. Set up an automation that: Sends them a helpful PDF or a "What to expect" email immediately. Notifies you via text so you can call them while they are still thinking about you. Follows up 24 hours later if they haven't booked.The Honest Truth About Costs and Time
Let’s be real. Setting this up takes either time or money.
DIY Approach: If you’re tech-savvy, you can spend a weekend watching YouTube videos and set up some basic Zaps. Cost: $0 - $50/month in software fees. Time: 10-20 hours of frustration. Professional Setup: You hire an agency like us to build the machine for you. Cost: A few thousand dollars upfront. Time: 1-2 hours of your time to explain your process.
How long until you see results? You will see the results the very first time a customer says, "Thanks for the quick text back, I'd like to book you in." Usually, that happens within the first 48 hours of turning the system on.
What’s a Waste of Money?
Don't get sucked into buying "AI Chatbots" that try to have long, philosophical conversations with your customers. They are clunky and often get things wrong.
Also, avoid any software that doesn't have a mobile app. If you can't see what's happening while you're at a job site in Indooroopilly, it's useless to you.
How to Get Started
Don't try to automate your whole business in one day. You'll break something and get frustrated.
1. Pick ONE pain point. (e.g., "I keep forgetting to follow up on quotes"). 2. Map out the steps. (Quote sent -> Wait 2 days -> Send email -> Wait 2 days -> Send text). 3. Choose your tool. (Zapier or an all-in-one platform). 4. Test it. Send a fake quote to yourself and make sure the emails arrive.
If you're interested in how this fits into your overall growth, check out our introduction to AI and marketing automation to see the bigger picture.
The Local Marketing Group Difference
We don't care about "digital transformation" or "synergy." We care about your phone ringing. We’ve helped dozens of Brisbane businesses move from 'stressed and messy' to 'organised and growing.'
If you’re tired of spending your Sunday nights doing paperwork and you want to see how automation can actually make you money, let’s have a chat. We’ll look at your current setup and tell you exactly what’s worth automating and what’s a waste of time.
Ready to put your business on autopilot? Contact Local Marketing Group today and let’s get your life back.