Tradify + AI

AI automation built around Tradify

Tradify runs your quoting, scheduling and invoicing well. It is a closed platform though, so the honest play is automating what happens either side of it: the calls you miss on site, the quotes nobody chases, and the invoices sitting in Xero.

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Adelaide based, working Australia-wide|Built for 1 to 20 staff trade businesses

Where the automation sits

BeforeCustomer calls while you are in a roof space

BeforeAI answers, captures job type and suburb

TradifyYou quote and schedule in Tradify as normal

AfterQuote goes quiet, follow-up sequence chases it

AfterInvoice syncs to Xero, reminders run from there

Tradify unchanged

AI Overview

Tradify is job management software for small trade businesses, covering quoting, estimating, scheduling, job tracking, timesheets, invoicing and accounting sync with Xero, MYOB and QuickBooks. Unlike some field service platforms it does not publish an open self-serve developer API or an official Zapier app, so AI automation for Tradify users is normally built around the platform rather than inside it. The practical automations are enquiry capture and triage before a job is keyed in, quote follow-up sequences, after-hours call answering, and debtor chasing on the accounting side once Tradify pushes the invoice across.

Start here

Why Tradify automation looks different to ServiceM8 automation.

This matters more than any feature list, so it goes near the top rather than buried in a FAQ. ServiceM8 publishes webhooks and a documented API, which means an automation can react to events inside the platform. Tradify is more closed: no official Zapier app, no open public developer API, and API key availability that varies by plan and region.

That is not a criticism of Tradify. It is a simple, tightly built app for small trade businesses and it does that job well. It just changes where automation can grip. So we stop pretending we can live inside Tradify and instead work the 2 doors either side of it: the enquiry coming in, and the accounting platform going out.

In front

Enquiry and phone layer

Calls, web forms and messages, before anything is keyed into Tradify. Fully open to automation.

The middle

Tradify itself

Quoting, scheduling, timesheets, job cards. We leave this alone and your team keeps working exactly as they do.

Behind

Xero, MYOB or QuickBooks

Tradify syncs invoices, bills, customers and suppliers across. Those platforms have real APIs, so the money workflows run there.

The 5 automations we actually build for Tradify users.

Every one of these works without needing Tradify to open up.

After-Hours and On-Site Call Answering

You cannot take a call with your hands in a switchboard. An AI receptionist picks up instead, gets the name, suburb, job type and how urgent it is, then texts you the summary. The enquiry is captured before the customer rings the next mob on the list.

Enquiry Triage Before Data Entry

Web form and phone enquiries get read, sorted and summarised into a clean brief: quotable job, urgent callout, warranty issue, or junk. Whoever keys it into Tradify starts with the facts already sorted instead of a voicemail and a suburb name.

Quote Follow-Up That Runs Itself

Tradify sends the quote. What it will not do is nag on your behalf 5 days later. We run a polite SMS and email sequence off the back of quotes you have issued, so the quiet ones get chased instead of quietly expiring.

Job Handover Packs from Photos and Certificates

If you are on a Tradify plan with job photos, safety forms and compliance certificates, those files exist but nobody has time to package them. We assemble them into 1 tidy client-facing PDF per job, named properly, sent automatically.

Debtor Chasing on the Accounting Side

Once Tradify pushes the invoice into Xero or MYOB, the reminder sequence runs from there: a nudge, then a firmer one, then a flag for you to phone. Your accounting platform has a proper API, so this part is solid rather than a workaround.

Most Tradify businesses start with 1 or 2 of these, usually the call answering and the quote follow-up. Read more about automating quoting and speed to lead.

How a Tradify build actually runs.

The first step is subtraction, not software.

We Check What Your Account Exposes

Plan tier, region, whether an API key is available, which features are switched on. This decides what is buildable. It takes 1 conversation and it stops you paying for something that cannot exist.

We Subtract Anything Tradify Already Does

Appointment reminders, recurring jobs, invoice templates and accounting sync are already in the product on the right plan. If a Tradify feature covers it, you get told to turn that on instead of paying us to rebuild it.

We Build the Edges and Hand You the Keys

Make.com or n8n runs the enquiry layer and the accounting layer. You get documentation, a test run against real enquiries, and a monthly support arrangement so it keeps working when your phone system or plan changes.

Example Scenario

What a 4-van Tradify setup usually looks like.

Illustrative only. This is not a specific client and we are not claiming a result from it.

The situation

✕Quotes go out of Tradify same day, then nobody chases the quiet ones
✕Calls during on-site work land in voicemail, and half never call back
✕Invoices sync to Xero and then sit there until someone has a spare Friday
✕Job photos and certificates live in the app but never reach the client

What gets built

✓Quote follow-up sequence on a schedule you set, with an opt-out
✓AI receptionist answering the calls that would have gone to voicemail
✓Debtor reminders running off Xero, escalating and then flagging for a call
✓Handover pack assembled per job and emailed without anyone opening a folder

What we will not promise you on Tradify

A live 2-way sync that writes jobs into Tradify automatically. If your account does not expose it, it does not exist, and we will say so before you pay anything.
A number. We are not going to tell you this wins you 12 extra jobs a month, because we cannot know that and neither can anyone else selling you automation.
A replacement for your admin. Someone still keys the job in. What changes is that they start from a clean, structured brief instead of a voicemail.

What this costs, before you book anything.

Workflow Automation

From $2,500 setup

Plus from $500 per month for hosting, monitoring and changes. Tradify builds usually sit at the lower end because we are automating the edges rather than rebuilding a platform.

AI Receptionist

$1,500 to $4,000 setup

Plus $200 to $600 per month. This is the piece most small Tradify businesses start with, and it stands on its own without any other automation.

Full breakdown on the pricing page. The initial AI audit is free.

Tradify + AI questions answered.

Does Tradify have an API or a Zapier app?

Not in the open, self-serve sense. Tradify does not list an official Zapier app, and it does not publish a public developer API the way ServiceM8 or Simpro do. Some accounts have an API key available in settings depending on plan and region. Before we quote any Tradify work we check what your specific account exposes, because that determines whether a piece of the build is possible at all. Anyone promising you a deep 2-way Tradify integration without looking at your account first is guessing.

So what can actually be automated if the platform is closed?

The edges, and the edges are where most of the lost money is. In front of Tradify: answering the calls you miss on site, capturing and triaging web enquiries, and getting a clean brief to whoever keys the job in. Behind Tradify: your accounting platform. Tradify syncs invoices, bills, customers and suppliers to Xero, MYOB or QuickBooks, and those platforms do have proper APIs, so debtor chasing and reporting run from there.

Do I have to change how my office keys jobs in?

No. Tradify stays your system of record and your admin keeps working the same way. The difference is what arrives at their desk: instead of a voicemail and a scribbled address, they get a structured enquiry with the customer name, suburb, job type and urgency already captured and summarised.

Which Tradify plan do I need for this to work?

It depends which piece you want. Tradify publishes Lite, Pro and Plus tiers on its Australian pricing page, priced per user per month. Features like job photos, health and safety forms, compliance certificates and reporting sit on the higher tiers, so if the automation is meant to assemble a handover pack you need those features turned on first. Rates move, so check Tradify's own pricing page for the current figure rather than taking ours.

I am a sole trader with 1 van. Is this worth it?

Probably not the full build, and we will tell you that on the audit call rather than sell you something oversized. For a 1-van operator the piece that usually earns its keep on its own is call answering, because every missed call is a job that goes to whoever picks up next. That is an AI receptionist at $1,500 to $4,000 setup plus $200 to $600 per month, not a $10,000 workflow project.

How is this different from Tradify's own built-in tools?

It is not a competitor to them. Tradify's own features handle what happens inside a job: quoting, scheduling, timesheets, invoicing, accounting sync. What we build handles what happens outside a job and between systems, and it runs on your rules rather than a generic default. If Tradify already does the thing you want, we will say so and you keep your money.

Free AI Audit for Tradify Users

We'll look at your Tradify plan, your phone setup and your accounting sync, then tell you which gaps are worth automating and which ones Tradify already covers. If the answer is "nothing yet", you'll get told that too.

Or book directly on TidyCal

Also explore workflow automation, AI receptionist, AI for Xero, AI for tradies, electricians, plumbers, or carpenters