The BestMate System

Five Mates. One back office that runs itself.

Each Mate owns one part of the business and runs the routines you give it, day and night. They hand work to each other, so a call at 9pm can be a quote by 9:05, on the schedule by morning and paid by Friday.

Inquiry Mate Never miss a lead
Scope Mate Quote it while it's hot
Schedule Mate Run the day
Cash Mate Get paid
Growth Mate Bring them back

How a routine works

Pick a routine
Start from the 20 routines on this page, or describe your own in a sentence. Every Mate comes with its routines switched off until you turn them on.
Tune it to how you work
Change when it runs, who it messages and what it says. Your prices, your hours, your tone of voice, so customers hear your business, not a robot.
Approve the judgment calls
Routine work runs on its own. Anything that touches money or a promise to a customer waits for one tap from you, and every action is logged with the reason.

Meet the Mates, and what they run

20 routines to start from. Each card says what starts it, what the Mate does, and whether it asks you first.

Inquiry Mate

Never miss a lead

Answers every call, text and web request, day or night, and turns it into a lead with the job details.

See AI Receptionist

A call goes unanswered

Picks up with your business name, takes the job details and books a request on your schedule.

Runs on its own
You miss a call anyway

Texts the caller back within 30 seconds so they don't ring the next company.

Runs on its own
A web form comes in at 11pm

Replies, asks the two questions you always ask and adds them as a lead.

Runs on its own
Every morning, 7:00

Sends you one summary of overnight calls, sorted by what needs a call back first.

Runs on its own

Scope Mate

Quote it while it's hot

Turns a description, a few photos or a call transcript into a priced estimate from your own price list.

See AI Estimator

A lead says what they need

Drafts a priced estimate from your services and prices, ready for you to check.

Asks you first
An estimate sits unopened for 3 days

Sends a short, friendly nudge in your words.

Runs on its own
An estimate is viewed twice and not signed

Flags it as warm and suggests a call, or a good/better/best option.

Runs on its own
Every Monday, 8:00

Lists last week's open quotes by value and how likely each one is to close.

Runs on its own

Schedule Mate

Run the day

Puts the right tech on every job, orders the day to cut driving, and re-plans when the day breaks.

See AI Dispatch

An estimate is signed

Finds the first slot with the right tech and offers the customer two times.

Runs on its own
Every day, 6:00

Orders each tech's stops to cut driving and sends them their day.

Runs on its own
A job cancels

Fills the gap from the waiting list or pulls the next job forward.

Asks you first
Rain is forecast for an outdoor job

Moves it to the next dry day and texts the customer before they ask.

Asks you first

Cash Mate

Get paid

Sends the invoice when the job's done, follows up on what's owed and keeps your books tidy.

See Invoicing

A job is marked done

Turns the estimate into an invoice and sends it with a pay-now link.

Runs on its own
Every Friday, 4:00

Chases invoices 7+ days overdue: polite first, firmer the second time.

Runs on its own
A deposit is due on a big job

Asks for it before the job goes on the schedule.

Runs on its own
The 1st of every month

Sends you last month's money in, money out and what's still owed.

Runs on its own

Growth Mate

Bring them back

Turns finished jobs into reviews, repeat visits and referrals, without you writing a single message.

See Text messaging

2 days after a job is paid

Asks happy customers for a Google review, with the link.

Runs on its own
11 months after a tune-up

Offers this year's visit before the season rush.

Runs on its own
A customer leaves 5 stars

Thanks them and asks if a neighbour needs the same.

Runs on its own
Every quarter

Wins back customers you haven't seen in a year with one short text.

Asks you first

Write your own in one sentence

If you can say how you'd want it done, a Mate can do it. Describe the routine, check a test run, switch it on.

When a job over $2,000 is signed,

have Cash Mate

ask for a 30% deposit before it's scheduled.

Asks you first Test run: 3 jobs from last month would have triggered it.

AI Mates questions

What is a Mate?

A Mate is an AI teammate inside BestMate with one area of the business: leads, quotes, the schedule, money or repeat work. It sees the same customers, jobs and invoices you do, so it acts on real data instead of a copy.

How is a routine different from an automation?

An automation follows a fixed rule. A routine has a trigger like an automation, but the Mate decides what to do: which tech fits, what to write to this customer, whether this invoice needs a nudge or a call. That is why the bigger calls ask you first.

Will it message my customers without me knowing?

Only for routines you switch on, and only in the words you approve. Anything involving money, a booked time or a new promise waits for your OK. You can read every message a Mate sent from the customer's record.

Can I make my own routines?

Yes. Describe it in a sentence, like "when a job over $2,000 is signed, ask for a 30% deposit". The right Mate drafts the routine, shows you a test run, and you switch it on.

Do the Mates work together?

That is the point. Inquiry Mate hands a new lead to Scope Mate for a quote, a signed quote goes to Schedule Mate, a finished job goes to Cash Mate, and a paid customer goes to Growth Mate.

Hire five Mates for the price of an app

Switch on the routines you want, keep the calls that matter, and get your evenings back.

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