Mach Lilies
Quotes followed up, certs tracked, invoices checked — by an AI helper, not your office manager's evenings.
You price the work, send the quote, and hear nothing back. Meanwhile a CSCS card is about to expire, a supplier invoice doesn't match its PO, and last year's retention still hasn't been claimed. Mach Lilies builds an AI helper that chases all of it — politely, on schedule, with every action logged.
Works with Xero, QuickBooks, ServiceM8 and SimPROEvery action loggedYou approve what goes out
The problem, as your team knows it
Trades work is won and lost on the follow-up. You price the job, send the quote, and wait. The customer sits on it. The firm that asks again usually wins. But asking again takes time, and in most firms that time belongs to one person — the office manager who also answers the phone, raises the invoices and puts the RAMS packs together. Quotes and estimates go quiet. Not because the price was wrong, but because nobody had an hour spare to chase.
The paperwork doesn't wait, either. One lapsed CSCS card or Gas Safe registration can stand a crew down and stall a whole job. Supplier invoices come in that don't match the PO, and nobody spots the difference until the money has gone. Retention payments sit forgotten until year-end — sometimes forever. None of it is hard work. It's just constant, and it all lands on the same desk.
What the helper actually does
A working week, in order:
- Follows up every quote on the schedule you set — from your firm's address, in your tone — and keeps going until the customer answers.
- Tracks every operative's certificates — CSCS, Gas Safe, ECS, NICEIC — and chases renewals weeks before a card runs out.
- Matches supplier invoices to POs and flags the exceptions — the wrong amount, the missing reference, the extra line.
- Chases retention payments the week they fall due, and keeps nudging until the money arrives.
- Files paperwork to the right job — quotes, invoices, RAMS packs, O&M manuals — so it's there when the main contractor asks.
- Flags the judgement calls to your office — the customer haggling on price, the invoice that's disputed — with a one-line summary each.
- Sends you a Friday summary: quotes chased, jobs won, certs due for renewal, invoices flagged.
You choose the autonomy level. Most firms start with every customer email requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
Works with what you already use
Xero, QuickBooks, Sage, ServiceM8, SimPRO, Tradify — and most job-management tools. We confirm your setup in the free chat. The helper connects to what you run now rather than replacing it, and nothing changes for anyone on site.
What it costs
Setup
from £3,500 fixed
The helper connected to your email, accounts and job system, tested on a pilot batch of your real quotes and invoices.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support.
Rule of thumb
Win one extra job a month from quote follow-ups and the helper has paid for the year.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions trades firms ask
Is our customer and operative data handled safely?
Yes. We sign a data processing agreement, the helper only touches the mailboxes and job records you authorise, your data is never used to train AI models, and every action is logged. Full details are on our data safety page — written so you can pass it to whoever looks after your IT.
Do we need to change software?
No. The helper works alongside what you already run — Xero, QuickBooks, Sage, ServiceM8, SimPRO, Tradify and most job-management tools. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation, including a pilot on your real quotes and supplier invoices. We test it with you until you trust it.
We're not desk people — is this for us?
If you have one person doing the office work, it's for them. The helper takes the chasing and checking off their desk. Nothing changes on the tools — the work on site carries on exactly as it does now.
Can it chase retentions?
Yes — politely, on schedule, forever. The helper knows when each retention falls due, sends the request, and keeps nudging until it's paid. It never forgets and it never gets awkward about asking.