Your phone rings while your hands are full
It goes to voicemail. Some callers leave a message; some just try the next name on the list.
They get a friendly text within seconds, and you get a short note on what they need.
ZephyrAutomated Systems
For busy owners and teams
Get your time back.
Custom automation for the repetitive busywork that eats up your week.
Missed calls, estimates, follow-ups: those are just a few examples. Tell me what's eating your time, and we'll build the tool for it.
- Built around your business
- A real person, start to finish
- You stay in control
Your businessAutomatic text-back
Someone calls while your hands are full. They get a friendly text within seconds, and you get a short note on what they need.
Watch it work for…
This is one example of what we can build, and there is plenty more below.
Built to order
If you can describe it, we can build it
Every tool starts with a conversation about your week and is shaped around the way you work. Pick a task to see how one could work.
When this happens
Then this happens
You get this
One way it could work. Yours would follow your own process.
Sound familiar?
The small jobs that follow you home
You didn't start your business to chase paperwork. Here is how an ordinary day looks, with and without an assistant.
An ordinary day
With an assistant
The quote you still owe someone
Supper's gone cold, the laptop's open, and you're typing up a price you've worked out a hundred times.
The estimate is drafted from your own prices. You glance at it, tap approve, and it's on its way.
The customers you've lost touch with
They liked your work. Life got busy. Nobody followed up, so they went looking elsewhere.
A warm, well-timed note goes out with an easy way to say “no thanks,” and past customers find their way back.
The one task only you know how to do
It lives in your head, so it happens late, or only when you remember.
We build it around exactly how you do it today, and then it simply happens.
Examples
A few we've already built
If one of these is close to what you need, we'll tailor it to your business. If none are, we'll build something new.
“Sorry we missed you!”
Every missed call gets a friendly reply
When you can't pick up, your customer gets a warm text straight away, in your voice and with the right questions, instead of a silent voicemail.
- Replies in seconds, day or night
- Finds out what they need and who they are
- Shares your booking link, if you have one
- Sends you a short summary so you can decide what's next
- Real emergency? It can ring straight through to you
Just now
Missed call(604) 123-45674:52 pm
Hi! Sorry we missed you. How can we help?
Summary sent to you4:53 pm
“Needs a quote for a replacement. Free Thursday.”
“How much would that be?”
Estimates drafted for you, sent when you say so
Your customer fills in a short form on your website. Your assistant does the math using your price list and drafts a clean estimate. Nothing goes out until you say so.
- Works with your own prices, taxes and add-ons
- Customers can attach photos of the job
- One tap to approve; a tidy, branded estimate goes out
- A copy is filed away neatly for you
- Easy “Move forward” and “Follow up” buttons for your customer
Estimate ready for review · example
Service call$150.00
Same-day add-on$75.00
GST (5%)$11.25
Total$236.25
“It's been a while. How's the furnace?”
Past customers, gently brought back
Your best new customers are often your old ones. The system notices who's due for a check-in and sends a friendly note, then steps aside the moment they reply.
- Finds customers due for a follow-up, by season or time since their last visit
- Friendly notes by email or text, in your voice
- Built with Canada's anti-spam rules in mind: a consent check and an easy unsubscribe on every message
- A reply pauses everything, so nobody gets nagged
- You see exactly what would go out before anything does
Due for a check-in · example
Sam W.Last visit · 11 months
Priya & DanLast visit · 6 months
Greenfield CaféSeasonal reminder
“Hi Sam, it's been almost a year since we last saw you. Want me to pencil in a check-up?”
Who it's for
If you run a business, there's probably a tool for it
Pick the one that sounds most like you and see some ideas. They are starting points for a conversation, and your list would look different.
Plumbers, electricians, roofers, garage doors, landscapers, cleaners…
You're on a ladder when the phone rings
- Answer the missed callA friendly text goes out while you finish the job.
- Quote from a few details and photosDrafted from your prices; you approve it.
- Seasonal check-insFurnace tune-ups, gutter clean-outs, spring lawn care.
Fewer evenings at the kitchen table doing quotes.
Dentists, physio, chiropractors, vets, med spas, counsellors…
You're with a patient when the phone rings
- Catch the call you couldn't takeA gentle text with your booking link or a callback offer.
- Recall reminders“It's been six months. Time for a check-up?”
- Care for your privacyBuilt with Canadian privacy and anti-spam rules in mind.
More of your day spent looking after people.
Hair salons, barbers, groomers, tattoo studios, massage…
Hands busy, phone buzzing
- Reply to missed calls instantlyFind out what they're after and share your booking link.
- Rebooking nudgesA friendly “ready for your next appointment?” when it's time.
- Your own voiceEverything is worded the way you'd say it.
Stay present with the client in your chair.
Accountants, bookkeepers, lawyers, realtors, insurance, consultants…
Your time is the product
- Capture every new enquiryMissed calls become tidy notes with the details you need.
- Check-ins at the right momentTax-season nudges, policy renewals, home anniversaries.
- Gather the paperworkAsk clients for documents and follow up politely.
Spend your hours on the thinking instead of the chasing.
Cafés with catering, photographers, bike shops, florists, tutors…
You wear every hat
- Answer the same questions onceHours, prices and availability, answered in your voice.
- Quote requests, sortedCollect the details so you can reply with confidence.
- Keep regulars coming backA friendly note when they haven't visited in a while.
A little more room to enjoy the thing you started this for.
Not on the list? That's completely normal.
If it's repetitive and digital, I'd love to hear about it
- Start with a conversationA relaxed chat about where your week goes.
- Spot the biggest time-sinkUsually it's one or two things, and they're fixable.
- We build it around youYour process, your words, your customers.
Say hello. I read every message.
A quick back-of-the-napkin
What would you do with your time back?
Slide the numbers to match your week. It's simple arithmetic on your own figures, so please treat it as an illustration.
0
hours back, every year
That's roughly 0 full working days, or about $0 of your time.
Imagine what that does for a few extra evenings at home.
An illustration based only on the numbers you chose. Real results vary from business to business.
Larger teams
Bigger than one person's week? We build for teams too
Some projects reach across several people, locations or systems. We take those on the same way as any other: learn how the work really runs, agree the scope in writing, then build in stages.
- Several locations or teamsOne tool that works the same way everywhere, with each team's differences built in.
- Systems that talk to each otherYour booking, accounting, CRM and email tools connected, so information is entered once.
- Scoped, then built in stagesA written scope and an agreed price up front, with sign-off at each stage.
- Open to your reviewEverything runs in your own accounts, so your IT, legal or procurement people can look at any part of it.
Request a scoping call
Tell us what you would like to change and which systems are involved. We will come back with questions and a written scope.
How it works
Three steps, in plain English
You don't have to learn anything new. We set it up and look after it, and you get on with your day.
What stays entirely yours
It runs in the background
We set it up and run it. You carry on as usual, and the busywork quietly disappears.
You're still the expert
The automation handles the repetitive parts. The craft, the judgment and the customer relationships stay with you.
It works with what you have
Your phone, email and website stay exactly as they are. There's nothing to switch or relearn.
It's looked after
We watch over every system. If something breaks, we get it working again.
Your information stays yours
Your customers' details live in your own accounts. We only build the tool that uses them for you.
Who's behind Zephyr
Hi, I'm Kevin
I'm a family man, and I started Zephyr so busy owners can spend less time working in their business and more time with the people they love, while the business gets the same results or better.
Every business I work with gets my full attention. Before I build anything, I take the time to understand how you really work, and I put real thought into every detail.
I'm building Zephyr to grow, and I'm doing it carefully, one client at a time. As the business grows, you'll still have someone who knows your business, picks up when you call, and cares how it turns out.
— Kevin
- Intentional with every clientI take the time to understand your business before I build anything.
- Built around your businessYour prices, your words, your way of doing things.
- Looked after for youWe keep watch, and we fix things when they need fixing.
- You own itYour tools live in your own accounts. If we part ways, you keep them.
Good questions
The things people quietly wonder
Can you build something that isn't on this page?
Yes. The tools on this page are examples of what we've already made. If a task repeats and happens on a computer or a phone, tell me how you do it by hand today. I'll tell you honestly whether it can be automated, what it would take, and what it would cost, and nothing new gets built until you've agreed to the quote.
Do you work with larger organizations?
Yes. Some projects involve several people, locations or systems. We scope those in writing first, agree the price, and build in stages with sign-off at each one. Your tools stay in your own accounts, so your IT, legal or procurement people can review how everything is set up. Use the form below to tell us about the project, and we will arrange a scoping call.
How much does it cost?
It's a one-time setup plus a monthly fee. The monthly fee covers running your tools, including the AI behind them, with a generous amount of use that's set well above what we'd expect you to need.
Some tools simply work harder than others, and heavy AI work or a very large number of runs costs real money to operate. If your use consistently goes beyond what your plan includes, I'll talk with you about moving to a plan that fits, and I'll always tell you first. A safety limit also protects you if something goes wrong and a tool starts running far more than it should.
The exact numbers depend on what we build for you and how much it will run, so let's chat first and I'll give you a straight quote.
Do I need to be technical?
Not at all. We set it up and run it, so you never touch any code or learn new software. If you can read a text message, you're fine.
Will it work with my phone, email and website?
Yes. It works alongside what you already use. You keep your phone number, and calls you miss are simply passed along. Today it works best with Google tools (Gmail, Drive and Sheets). If you use something different, ask me and I'll tell you honestly what's possible.
Is this AI? Will it say something strange to my customers?
Parts of it use AI to understand what a customer is asking. It sticks to what you've told it, we help you write down anything it should never say, and you review the wording before anything goes live. Anything important comes to you, and quotes only go out after you approve them.
What happens if something breaks?
Getting it working again is part of your monthly plan. We keep an eye on every tool, and if something stops working, including when an app it connects to changes, we'll sort it out. Services outside our control, like a phone carrier or Google, can have outages of their own, and I'll keep you posted if that affects you.
Who owns my information and my tools?
You do. The tools we build for you are yours to use in your own business once the build is paid for, and your customers' details and your accounts always stay yours. We keep ownership of our own underlying templates and know-how. If we ever part ways, we remove our access, and the server and its billing move over to you. Details are in the privacy policy.
What about Canada's anti-spam rules?
We build the tools with those rules in mind: messages identify your business, there's an easy way to opt out, and opt-outs are respected automatically. Having permission to contact your customers is the business's responsibility, so before any message goes out I'll walk you through what you need in place.
What if it's not right for me?
For the first 30 days after go-live, we'll keep reworking it until it delivers value. If it still isn't a fit after that honest effort, you can end the agreement without paying out the rest of your term. The build fee isn't refunded, because that work has been done.
Where are you based?
British Columbia, Canada. I love working with local businesses, but if you're elsewhere in Canada, say hello anyway.
Let's talk
Tell me where your week goes
Tell me a little about your business and where the busywork piles up, and I'll take it from there.
- I reply to every message personally
- kevin@zephyrautomated.ca
- British Columbia, Canada
Thank you, I've got your note!
I'll read it properly and get back to you personally. Talk soon.
— Kevin