BL
Boltloop · Prepared for Ryan — Rezzie Air
AI Automation Proposal & Meeting Overview
Personalised Proposal
March 2026
Built for Rezzie Air
Three systems.
Real operational change.
We've done our research on Rezzie Air — your market, your operations, and where the real bottlenecks are. What follows is a focused proposal for three specific AI systems we believe will have the highest immediate impact on your business, plus a transparent look at how a longer-term partnership could eventually automate your entire operation.
~40%
Of time currently lost to email and communications management
3–5h
Average time to produce a single commercial HVAC quote
1
Person holding most of the business knowledge — a scalability risk
Our Read on the Business
Rezzie Air is operating at a level — tier-2 construction, commercial installs, high-volume comms — where manual processes are now the ceiling. The most valuable knowledge in the business (relationships, tone, how deals get done, how jobs get quoted) currently lives in one person's head. That's both a bottleneck and a risk. The three systems we're proposing directly address that: communications, quoting, and institutional knowledge capture.
The most strategic long-term asset we can build for Rezzie Air. An AI system that observes, learns, and eventually replicates the decision-making, communication style, and business logic of the senior operator — making that knowledge a permanent asset of the business, not a single point of failure.
- Observation & Capture — Every email, call, and meeting transcribed and logged. The AI extracts tone, decision patterns, how jobs get qualified, how subcontractors are managed, how negotiations happen. Builds a living knowledge base of how Rezzie operates at its best.
- Shadow & Assist — The AI drafts responses in Ryan's voice for approval before sending. It flags incoming situations matching past patterns and generates summaries and recommended next moves from calls and meetings.
- Autonomous Operation — Tier-1 communications are handled autonomously. Novel situations get escalated. Ryan receives a daily brief rather than being pulled into every thread.
Your inbox is a revenue-critical asset. Given the volume tied to active construction projects — subcontractors, suppliers, new leads, builders — every missed or slow email has a real cost. This system puts your inbox on autopilot without losing the human touch.
- Triage inbound emails by type and priority automatically
- Auto-draft responses for your approval before anything is sent
- Construction company communications flagged as high-priority
- Auto follow-up on unanswered quotes so nothing falls through
- Extract action items and log them to your job pipeline
- Subcontractor and supplier thread management
Optional Add-ons for the Email Agent
Depending on your current website traffic and call volume, these can be built alongside the Email Agent or added later.
24/7 AI chat on rezzieair.com that handles every inbound website enquiry, qualifies the lead, and captures their details before a human needs to get involved.
- Instant response to all website enquiries, day or night
- Qualifies leads by job type, location, urgency, and budget
- Captures contact details and creates job pipeline entries automatically
- Outreach sequences for leads that go cold
- Trained on Rezzie's tone and service scope
If rezzieair.com isn't receiving enough traffic yet for a chat agent to be worthwhile, SEO comes first — building the organic pipeline that feeds into it.
- Full technical SEO foundation (Core Web Vitals, schema, sitemap)
- Local SEO — Google Business Profile and Sydney/Canberra HVAC search targeting
- Automated weekly keyword research pipeline
- Daily AI-generated SEO blog content in Rezzie's voice
- Chat Agent layered on top once traffic threshold is reached
An AI phone receptionist that answers every call as a Rezzie Air team member — trained on your real business data, never misses a call, available 24/7.
- Answers every inbound call as "Rezzie Air" around the clock
- Trained on real transcripts, pricing ranges, services, and service areas
- Handles new enquiries, supplier calls, and subcontractor check-ins
- Qualifies callers and creates CRM records automatically
- Escalates complex or VIP calls to Ryan directly
The bottleneck isn't your quoting team — they do the work properly, and that's exactly how it should stay. The bottleneck is the gap between a prospect requesting a quote and hearing anything back. While an accurate quote is being prepared, your competitors are filling that silence. This system closes that gap.
- Instant Response — The moment a quote is requested, the prospect receives an accurate price range and a detailed breakdown of what's involved — within minutes, not hours or days. They know what to expect, they have a number to anchor to, and they have no reason to go looking elsewhere.
- Sets the Right Expectation — The response explains that a full, official quote from the team is on its way. The prospect isn't left wondering — they're informed, engaged, and already oriented toward Rezzie Air before a competitor even sees the enquiry.
- Quoting Team Works Without Scrambling — Your external team delivers a polished, accurate final quote on their normal timeline. No more rushing because the client is getting impatient. The AI has already bought the time they need.
Why Speed Wins the Job
Responding to a prospect within the first few minutes of their enquiry — as opposed to hours or the next day — increases conversion rate by over 400%. The prospect who gets a detailed, professional response in minutes doesn't go searching for another quote. The job is effectively won before your competitors have even opened the email. To make those instant responses genuinely accurate, we'll need access to your quoting team's pricing data after we agree on scope — more on that below.
Two ways to work with us — your call.
The three systems above stand on their own. You can engage us for any one of them, see the results, and decide what comes next on your terms. There's no obligation to go further than where you start.
Alternatively, if the ambition is to fully automate Rezzie Air's operations over time, we can work as a long-term partner — systematically building every layer of your business until almost nothing is done manually. Each phase builds on the last, and you see real operational impact before the next one begins.
Option A
System by System
Engage us for a specific system, pay for that scope, see the results. Decide what's next when you're ready. Complete control, no commitment beyond what you agree to.
Option B
Long-Term Partnership
We work alongside you as your automation partner, systematically building every layer of the business. Each phase delivers real results before the next begins. You end up with a fully automated operation.
| System |
What It Solves |
When |
| Executive Intelligence | Institutional knowledge captured, replicated, and protected | Proposed · Phase 1 |
| Email Agent | Inbox on autopilot — triage, drafting, follow-ups, subcontractor threads | Proposed · Phase 1 |
| Auto-Quoting | Instant accurate price range to every prospect — before competitors even see the enquiry | Proposed · Phase 1 |
| Chat Agent | 24/7 website lead capture and qualification | Add-on or Phase 2 |
| SEO Package | Local search dominance for Sydney & Canberra HVAC | Add-on or Phase 2 |
| Voice Receptionist | Every call answered, every lead captured, around the clock | Phase 2 |
| CRM & Job Pipeline | Full lead-to-invoice visibility in one place | Phase 2 |
| Invoicing & Accounts | Auto-invoice on job completion, Xero/MYOB sync, payment follow-ups | Phase 2 |
| Job Photo → Social Content | Installation photos become branded LinkedIn/Instagram posts automatically | Phase 2 |
| Subcontractor Portal | Centralised briefing, compliance, and tracking for all sub trades | Phase 3 |
| Supplier Intelligence | Live equipment pricing, stock alerts, procurement pattern analysis | Phase 3 |
Phase 1 — This Proposal
Executive Intelligence + Email Agent + Auto-Quoting
The three systems above · Live results within weeks
15–20 hrs/week recoveredRevenue protected
Phase 2 — Scale
Chat Agent, Voice Receptionist, CRM, Invoicing, Social Content
Full communications and operations layer
Operations systematisedZero manual gaps
Phase 3 — Enterprise
Subcontractor Portal + Supplier Intelligence
Enterprise-grade positioning for tier-2 builders
Preferred supplierBuilder lock-in
We believe the best first meetings are ones where neither side is guessing. Below are the questions we'll be working through together — shared in advance so you can come with answers ready. The more context you have on hand, the faster we can turn this into an accurate, scoped proposal.
1
Walk us through how a quote gets produced right now — start to finish.
We want to understand the quoting process end to end: who's involved, how long it takes, what the inputs are, and where it typically slows down or goes wrong.
2
Who is your external quoting team, and how open are they to sharing how they price jobs?
The Auto-Quoting system sends prospects an accurate price range instantly — before the team produces the final quote. To make that range genuinely accurate (not just a guess), we'll need their pricing logic after we agree on scope: labour rates, equipment costs, margin rules. Worth giving them a heads up so they're not caught off guard when we reach out.
3
What does your inbox look like on a typical week — volume, types of emails, and what takes the most time?
We're building the Email Agent around your actual inbox — the mix of construction leads, supplier comms, subcontractor coordination, and follow-ups. The more specific the better.
4
How many inbound calls does Rezzie receive per week, and what are they mostly about?
This tells us whether the Voice Receptionist should be in Phase 1 or Phase 2. High call volume — especially after hours — makes it an immediate priority.
5
Do you have a sense of how much traffic rezzieair.com is getting each month?
This determines whether we go Chat Agent first or build the SEO foundation first. If traffic is already meaningful, the Chat Agent is an immediate win. If it's low, SEO comes first.
6
When a tier-2 construction client sends you a scope-of-works document, how do you extract what you need to quote against?
This is central to the Auto-Quoting build — we need to know the format SOWs typically come in and how the relevant line items are currently identified manually.
7
What happens when you're unavailable — how does the business actually run?
Helps us scope the Executive Intelligence system accurately and understand how concentrated the decision-making really is.
8
Are you using any CRM, job management software, or accounting platform right now?
We need to know what exists before we can connect anything to it — ServiceM8, Simpro, Aroflo, Xero, MYOB, or just email and spreadsheets. All of these are fine, we just need to know what we're working with.
9
If you could fix one thing in the business this month, what would it be?
This tells us where Phase 1 should start. We have a recommendation, but your answer confirms or adjusts it.
10
What does subcontractor coordination look like on a typical construction job?
Informs whether the Subcontractor Portal belongs in Phase 2 or Phase 3 — and whether the enterprise angle is something you want to lead with to tier-2 builders.
We won't be asking for any credentials or system access in our first meeting — nothing below is needed before we agree on scope. This list is shared in advance purely so you know what's coming and can prepare. Once we've signed off on a plan together, our team will work through each access point with you in a structured discovery session.
📧
Gmail / Outlook Inbox
Core to building the Email Agent
💬
WhatsApp / Call Transcripts
Tone and voice model for Executive Intelligence
🔢
External Quoting Team — Pricing Data
Labour rates, equipment costs, margin rules — required for accurate Auto-Quoting
📄
Sample Past Quotes
From both Ryan and the external team — helps us reverse-engineer the quoting logic
📁
Sample Scope-of-Works Documents
Real construction SOWs to train the line-item extraction in Auto-Quoting
💰
Xero / MYOB
For invoicing automation in later phases
🏗️
CRM / Job Management Tool
Whatever you currently use — ServiceM8, Simpro, Aroflo, or equivalent
📞
Phone System / Call Recordings
For Voice Receptionist training — call volume data and sample recordings
🎙️
Meeting & Call Recordings
For Executive Intelligence — capturing Ryan's decision-making voice and patterns
🌐
Google Analytics / Search Console
Website traffic data — determines Chat Agent vs. SEO priority
- Which of the three systems to start with — or whether to begin with all three in parallel
- Whether Chat Agent, SEO, or Voice Receptionist belongs in Phase 1 alongside them
- Confirming the external quoting team are on board with sharing their pricing data post-agreement
- Getting a clear picture of your current tool stack so we scope integrations accurately
- Understanding the quoting process end-to-end before we commit to a quote timeline
- Aligning on Option A (system by system) or Option B (long-term partnership) — or somewhere in between
- Agreeing on next steps: scoped proposal, agreement, and discovery session