Loudachris
AroFlo + AI

We build and run your AroFlo automations

AroFlo is a deep Australian platform with compliance, assets, cost centres and supplier catalogues built in. The gap is rarely a missing feature. It is that nobody has time to watch what all that data is telling you.

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Australian platform, Adelaide based teamBuilt, monitored and maintained for you

AI Overview

AroFlo is an Australian-built field service management platform for trade, construction and facilities businesses, covering quoting, scheduling, timesheets, inventory, asset management, job costing, cost centre tracking, project management and WHS and OH&S compliance. AroFlo also ships its own AI features. Custom AI automation on top of AroFlo is therefore less about basic admin and more about business-specific judgement and cross-system work: watching cost centres drift against quote, reacting to supplier catalogue price movements, turning the asset register into proactive service bookings, and tracking contract compliance obligations. Access is through AroFlo's developer hub under a published API licence agreement, orchestrated with Make.com or n8n.

The honest framing

AroFlo already does a lot. Including AI.

Plenty of agencies will sell you an AroFlo automation that AroFlo already includes. Before quoting anything we go through what your licence covers, because their feature set has moved quickly and their own AI tooling now handles a fair slice of the obvious admin. What is left is the interesting part, and it is genuinely worth building.

Use AroFlo's own tools for

  • Standard job, quote and invoice workflows
  • Scheduling, GPS tracking and timesheet capture
  • Customer SMS through their messaging features
  • Their built-in AI assistance for drafting and summarising
  • Accounting sync to Xero, MYOB or QuickBooks

Build custom for

  • Rules only your business has, like margin thresholds per cost centre
  • Anything spanning AroFlo and a system it does not integrate with
  • Client-specific contract obligations and evidence packs
  • Proactive campaigns driven off your asset service history
  • Phone answering when the whole crew is on site

5 AroFlo automations worth paying someone to build.

Each one uses a module AroFlo has and your team does not have time to monitor.

Cost Centre Drift Alerts

AroFlo tracks job costing against cost centres. The automation compares actuals to the quoted figure while the job is still running and messages the supervisor when a threshold you set is crossed. Finding out mid-job beats finding out at invoicing.

Supplier Catalogue Price Watch

Your supplier catalogues feed AroFlo, and prices move without an announcement. The automation watches for movement on the items you use most and flags where your standard quoting rates have quietly gone underwater since you last reviewed them.

Asset Register to Renewal Bookings

The assets you serviced 11 months ago are next year's work sitting idle in your database. The automation reads service history and warranty dates, then generates the outreach list and the messages so the follow-up actually goes out.

Contract Obligation Tracking

Different clients demand different paperwork. The automation keeps a register of what each contract requires against what exists in your forms and documents, then flags the missing or expiring items before a head contractor stops your crew at the gate.

Call Answering That Knows the Schedule

When every technician is on the tools, an AI receptionist takes the call, captures the site, the fault and the urgency, and routes emergencies differently to quote enquiries so a genuine breakdown never waits behind a price question.

Want to build it yourself?

We wrote the technical guide too.

If you have someone technical in-house, our AroFlo automation guide walks through enabling API access, configuring webhooks, connecting to Make.com, and building recipes for job assignment, invoicing, materials ordering, timesheets and compliance documentation. Nothing is held back to force a sales call. This page exists for the businesses who would rather it was built, monitored and maintained by someone else.

Read the AroFlo automation guide

How we connect to AroFlo.

Including the bit most people leave out of the sales pitch.

01

Developer Hub and Licence Approval

AroFlo publishes API documentation through its developer hub, and access sits under a licence agreement rather than a switch in your settings. Getting approved is a real step in the timeline, so we start it early rather than discovering it in week 3.

02

Make.com or n8n as the Engine

An AroFlo connector exists in the Make ecosystem and covers common operations. Where it does not reach far enough we call the API directly from the same scenario, which keeps everything visible in 1 place rather than split across custom scripts nobody can maintain.

03

Around Their AI, Not Over It

We check what AroFlo's own features already handle and build only what they do not. That usually means your specific rules, your thresholds, and the systems sitting outside AroFlo. You end up with 1 layer of automation, not 2 that argue with each other.

A note on compliance work

We are an automation and marketing company, not a WHS consultancy or a legal advisor. When we automate anything touching WHS or OH&S records we handle the clerical layer: tracking, prompting, assembling and filing. Deciding what your obligations are, and signing off that they have been met, stays with you and your own licensed advisor. We will build to the rules you give us and we will not invent them for you.

Example Scenario

A 12-technician mechanical services business on AroFlo.

Illustrative only. This is not a specific client, and no dollar figure is being claimed for it.

Where the days go

  • The office manager rebuilds the same 3 reports out of AroFlo every Monday because nobody has automated the questions they answer.
  • Maintenance customers only come back when something breaks, even though the asset history shows exactly who is due.
  • Compliance paperwork gets assembled the night before an audit rather than maintained as it is created.
  • Nobody notices a job is over quote until the invoice is being raised.

What we would build first

  • 1 automation only: the cost centre drift alert, because it changes a decision while there is still time to make it.
  • Run it for a month against real jobs and check every alert with the supervisor before adding anything else.
  • Then the asset renewal list, since it creates revenue rather than saving time.
  • Reporting and compliance tracking last, once trust in the data is established.

The sequence matters more than the software. Businesses that automate 6 things at once usually end up trusting none of them.

What an AroFlo build costs with us.

Workflow Automation

From $2,500 setup

The monthly retainer starts at $500 and covers the thing people forget to budget for: keeping a workflow alive when AroFlo ships an update or a supplier feed changes shape. A single cost centre alert sits at the bottom of the range.

AI Receptionist

$1,500 to $4,000 setup

Plus $200 to $600 per month, if the phone is the gap rather than the back office. It runs independently of any AroFlo work.

Full breakdown on the pricing page. AroFlo quotes its own licence pricing on enquiry, so budget that separately. Start with a free AI audit and we will tell you which of these is worth doing at all.

AroFlo + AI questions answered.

AroFlo already has its own AI features. What is left for you to build?
The parts that are specific to your business and the parts that live outside AroFlo. AroFlo's own AI tooling is built to work for every trade business on the platform, so it handles general jobs like drafting and summarising well. What it cannot know is your margin threshold on a cost centre, which head contractor demands which paperwork, or how your quoting rates should respond when a supplier moves its catalogue prices. That is the work we do, and we do it alongside their features rather than instead of them.
Does AroFlo have an API we can use for this?
Yes. AroFlo runs a developer hub with API documentation, and API access is governed by a published licence agreement rather than a self-serve toggle you flip in settings, so getting approved is part of the project timeline. The API is older in style than a modern JSON-only REST interface, which mostly means the connector layer does more translation work. It is very workable, it just is not a 20 minute Zapier job, and anyone quoting it as one has not read the docs.
Can this handle our WHS and OH&S compliance obligations?
Partly, and it is worth being precise about the boundary. We are an automation and marketing company, not a WHS consultancy or a legal advisor, so we do not decide what your obligations are. What automation does well is the clerical layer: tracking which documents each contract requires, noticing when a certificate or induction is missing or expiring, assembling the evidence into a pack, and prompting the right person. Deciding what compliant looks like stays with you and your WHS advisor.
We run 12 technicians on AroFlo. Is a custom build overkill?
At 12 technicians you are usually right in the window where it pays, because you are big enough to lose real money to admin gaps but too small to employ someone whose whole job is watching for them. The usual starting point is 1 automation that closes 1 measurable gap, run for a month, before anything else is added. If your data entry in AroFlo is inconsistent, we will tell you to fix that first, since automation happily scales bad data.
Will this slow AroFlo down or put our data at risk?
The automations run outside AroFlo and talk to it through the API, so day to day performance in the app is unaffected. On data, we read what a workflow needs and nothing else, credentials sit in the automation platform rather than in a spreadsheet, and anything that changes a client-facing document or a compliance record is drafted for a human to approve. AroFlo stays your system of record throughout.
How long does an AroFlo automation project take?
Plan for a few weeks rather than a few days, and the API access approval is the part most likely to move the date since it is not entirely in our hands. A single well-scoped automation is quicker than a multi-module build. We would rather give you 1 working automation early and add to it than disappear for 2 months and hand over something nobody has tested against real jobs.
Where do I find the step-by-step technical version?
We have written a separate guide covering AroFlo webhook and API setup, connecting it to Make.com, and building recipes for job assignment, invoicing, materials ordering, timesheets and compliance documentation. It is the do-it-yourself companion to this page. This page is for businesses that would rather it was built and maintained for them.

Free AI Audit for AroFlo Businesses

Tell us which reports your office rebuilds by hand every week and which jobs surprised you at invoicing. That conversation usually finds the automation worth building, and rules out the 3 that are not.

Or book directly on TidyCal

Also read the AroFlo automation guide, or explore workflow automation, Make.com automation, AI receptionist, AI for tradies, HVAC, plumbers, or electricians