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Systems Online

AI Automation Infrastructure
for UK Service Businesses

We design, build and operate end-to-end AI systems for trades, fitness, hospitality and local services — so the business runs without the owner running it.

Book Your Free Demo Free Missed Call Audit See How It Works
10+ UK Businesses Live
80+ Workflows Deployed
4.9★ Avg Client Rating
60-Day Zero-Risk Guarantee
The Problem

Every Missed Call Is a Lost Job

While you're under a boiler or up a ladder, potential customers across the UK are calling your competitor who answers first.

Missed Enquiries

Calls and messages come in while you're working. By the time you get back to them, they've already booked someone else.

~2-3 jobs lost per week

Slow Response

Research shows most customers go with whoever responds first. If you're not replying in under 5 minutes, you're losing the job.

Revenue lost to faster competitors

No Follow-Up System

Leads that don't convert straight away fall through the cracks. No system means no second chance.

Leads going cold daily

Admin Overload

You didn't start a trades business to spend your evenings on invoicing, scheduling, and chasing payments.

Hours wasted on paperwork
The Infrastructure

The 5-System AI Infrastructure Stack

We plug all five into your UK service business as one operating system. Owners don't touch anything — jobs come in, money goes up.

SYSTEM 01

Respond

24/7 AI automation for electricians, plumbers, and HVAC engineers in the UK — replying to every enquiry instantly via SMS, WhatsApp, email, and web chat. Even at 11pm on a Sunday.

Instant response under 5 seconds
Multi-channel (SMS, WhatsApp, email)
Sounds human, not robotic
SYSTEM 02

Qualify & Book

AI booking system for HVAC, plumbing, and electrical businesses — qualifies the lead, asks the right questions, checks availability, and books the job straight into your calendar.

Smart lead qualification
Calendar sync (Google, Outlook)
No double-bookings
SYSTEM 03

Follow Up

Automated lead follow-up sequences for trades businesses — chasing leads until they convert or opt out. No more "I forgot to call them back."

Multi-step follow-up chains
Personalised AI messages
Automatic opt-out handling
SYSTEM 04

Reviews

After every completed job, your customers get an automated review request. Your Google rating climbs on autopilot.

Post-job review automation
Google & Trustpilot support
Negative feedback intercepted
SYSTEM 05

Operations

Internal workflow automation — job updates, team notifications, invoicing triggers, and performance reporting.

Automated job status updates
Team notifications & dispatch
Weekly performance reports
Industries

Built for Businesses That Can't Miss a Call

If your customers expect fast responses and easy booking, SoftSync-AI was built for you.

AI automation for trades and field services

Trades & Field Services

Mobile service businesses that need to respond quickly while on the job.

Includes:

Plumbers Electricians HVAC Technicians Roofing Companies Construction Cleaning Services Landscaping

Common challenges we solve:

  • Missed calls while on jobs
  • Manual booking leads to double-bookings
  • Admin takes hours each week

Hospitality & Guest Services

High-volume enquiry businesses where speed determines bookings.

Includes:

Restaurants Hotels Bars Event Venues Short Stay Accommodation

Common challenges we solve:

  • Reservation requests pile up
  • Staff overwhelmed with enquiries
  • Lost bookings to competitors
AI automation for hospitality and guest services
AI automation for health and fitness businesses

Health & Fitness Businesses

Appointment-based businesses where no-shows cost revenue.

Includes:

Gyms Personal Trainers Physiotherapy Clinics Wellness Centres Beauty Salons

Common challenges we solve:

  • High no-show rates
  • Manual appointment scheduling
  • Follow-up reminders forgotten

Local Service Businesses

Service providers competing for local customers.

Includes:

Car Repair Shops Detailing Services Estate Agents Property Management Pet Services

Common challenges we solve:

  • First responder wins the job
  • Enquiries from multiple channels
  • Quote follow-ups slip through
AI automation for local service businesses
Getting Started

Live in 3 Days

We handle the setup. You just keep doing what you do best.

1

Book a Demo

2-minute call. We show you how the system works for your specific trade.

2

We Build It

Our team sets up all five systems, customised to your business. You don't lift a finger.

3

Go Live

Within 3 days, your AI is responding, qualifying, booking, and following up — automatically.

4

Watch It Grow

More jobs booked, more reviews earned, zero admin headache. We monitor and optimise.

Integrations

Connects to the Tools You Already Use

SoftSync-AI plugs straight into your existing stack. No switching platforms, no learning curves.

Job Management

JobberMost popular overall
ServiceTitanEnterprise HVAC/plumb
TradifyUK/AU favourite
CommusoftUK field service

Scheduling & Dispatch

Google CalendarFree, very common
SimPROLarger contractors
WorkizUS/CA field teams
Housecall ProConsumer home services

Quoting & Invoicing

XeroUK #1 accounting
QuickBooksSmall biz standard
SageMid-market UK
Invoice SimpleSolo traders

Communication

WhatsAppDominant in UK
Gmail / OutlookUniversal email
RingCentralVoIP for larger teams
SMS / TextsBooking confirmations

Reviews & Reputation

Google BusinessReview generation
CheckatradeUK trades directory
TrustpilotConsumer trust
MyBuilderUK lead platform

Lead Gen & CRM

Google AdsPay-per-lead
HubSpotGrowing adoption
Facebook / MetaLocal ads + groups
Bark.comUK lead marketplace
Why SoftSync-AI

Built like Infrastructure. Not Bolted On.

Most AI agencies hand you a chatbot and walk away. We build the underlying systems your business runs on — at scale, on any software stack you already use.

Build It Yourself

DIY route — for the brave

  • 3–6 months of nights and weekends learning n8n, APIs, and integrations
  • 8+ subscriptions stitched together — £820–1,500/mo equivalent
  • Every API change, every break — your problem to fix
  • Single point of failure — when you're stuck, the system stops
  • No accountability for outcomes — just hope it works

Typical AI Agency

The bolt-on crowd

  • 4–8 weeks to ship a single chatbot or "AI receptionist"
  • Locked into their proprietary platform — switch and you lose everything
  • Pay per change — every tweak is billed extra
  • Surface-level "automations" — no infrastructure underneath
  • "Best efforts" outcomes — no guarantee, no skin in the game
The Infrastructure Approach

SoftSync-AI

AI infrastructure, built to scale

  • Live in 3 days — full 5-system stack, deployed and running
  • Software-agnostic — we plug into any stack you already use
  • Real infrastructure at scale — 80+ workflows running across UK clients
  • We host, monitor, optimise — your team never touches the system
  • 60-day zero-risk guarantee — measurable results or we keep working free
UK-based · UK team

Stop bolting on. Start running on real infrastructure.

Book Your Free Demo
Testimonials

See What Businesses or People Say About Us

Real results from real UK businesses using SoftSync-AI.

"Honestly? I was losing 3 to 4 hours every night chasing clients about delivery dates and invoices. Now the second I upload a shoot, the gallery link goes out, the invoice fires, and a review request lands a week later. None of it's me anymore. First weekend in months I haven't touched my laptop after 7pm."

Stefan Bidi
Stefan Bidi
Founder, BidiMedia

"Before SoftSync I was running everything on a Google Form, a PayPal link, and the hope I'd remember to send reminders. I didn't, half the time. My mentoring no-show rate was around 40%. Now it's under 10% and I don't lift a finger between sign-up and the call. That one fix alone has paid for it ten times over."

Nazmah Desai
Nazmah Desai
Founder, Nazzifest

"Bookings were never the problem. The problem was the bit between bookings. Cleaners turning up at the wrong flat, guests messaging at midnight asking for check-in codes, reviews we never thought to chase. Alex pulled all of that into one system. Two months in, our Superhost rating has gone from 4.6 to 4.9. I sleep through the night now."

George Birladeanu
George Birladeanu
Founder, White Camel Stays

"We had three properties and were already drowning. Everything lived on WhatsApp and in my head. There was no way we were getting to ten without something breaking, probably us. SoftSync built us proper guest comms, maintenance alerts and occupancy tracking. We've added four properties in three months and it's the calmest the business has ever been."

Daniel Kovacs / Avara Living
Daniel Kovacs
Director, Avara Living

"We had the work coming in but we looked like a mess. Confirmations going out late, no follow-ups, clients chasing us for invoices. Embarrassing, really. SoftSync sorted the whole front end of the business. Couple of weeks in, one of our regulars said 'you lot have really stepped it up lately'. That's when I knew it was working."

Ryan Mitchell / MkSparkle Cleaning
Ryan Mitchell
Owner, MkSparkle Cleaning
Pricing

Pick the AI System That Fits Your Business

Three managed plans — Lead Engine, Booking Engine, and Enterprise. Every tier includes the AI automations, AI workflows, and AI infrastructure we build, host, and maintain for you. Simple monthly pricing. Cancel anytime. 60-day zero-risk guarantee.

Save 17%

Lead Engine

£249 /mo

£399 one-off setup fee

Get Started
  • AI enquiry replies — SMS & email, 24/7
  • WhatsApp automation
  • Lead qualification
  • Postcode capture
  • Enquiry dashboard
  • Basic booking links
  • AI voice answering
  • Calendar integration
  • Review generation
  • Invoice automation
  • Multi-channel lead intake
  • Win-back campaigns
Most Popular

Booking Engine

£499 /mo

£799 one-off setup fee

Get Started
  • Everything in Lead Engine
  • Booking automation
  • Calendar integration
  • Appointment reminders — SMS, WhatsApp & email at 24hrs, 2hrs, 30 mins
  • Quote follow-ups
  • CRM lead tracking
  • AI voice answering New
  • Review generation New
  • Invoice reminders
  • Payment automation
  • Multi-channel lead intake
  • Win-back campaigns
  • Custom workflows
60-day Zero-Risk Guarantee included

Enterprise

For established trades businesses wanting the full system.

Book a Free Demo
  • Everything in Booking Engine
  • Invoice reminders & payment automation
  • Multi-channel lead intake — Checkatrade, Google LSA, Facebook
  • Win-back campaigns — automated re-engagement at 3, 6 & 12 months
  • Performance dashboards
  • Custom workflows & advanced integrations
  • Dedicated account manager
  • Multi-location support
  • API access & white-label options
60-day Zero-Risk Guarantee included

What you'd pay building this yourself

Booking Engine — component breakdown

Component Market cost
24/7 AI enquiry response£200–350/mo
AI voice answering£100–200/mo
Calendar & booking tool£80–150/mo
Review generation system£50–100/mo
CRM lead tracking£50–120/mo
Appointment reminder system£40–80/mo
Setup & configuration£500–800 one-off
Ongoing management£300–500/mo
Total if bought separately£820–1,500/mo
SoftSync-AI Booking Engine£499/mo

We build it. We manage it. You just take the calls that are already booked.

Zero-Risk Guarantee

If you don't see measurable improvement in enquiry response, lead qualification, or booking activity within 60 days of going live — we keep working for free until you do. No refund needed. No risk to you. We fix it.

What we commit to

Continued service at no additional charge until measurable results are achieved.

What we ask of you

System access within 48hrs, don't modify the automations, respond during setup.

Why not a refund?

A refund means you get nothing. We keep working means you get the result you paid for.

Available on Booking Engine and Enterprise plans.

ROI Calculator

See What You're Leaving on the Table

Plug in your numbers. See exactly how much revenue SoftSync-AI can recover for your business.

1520
£50£350£2,000
10%40%80%
Recovered Revenue / Month
£2,800
Recovered Revenue / Year
£33,600
ROI vs Booking Engine (£499/mo)
5.6x return
Claim This Revenue
Want a full breakdown by task and industry? Open the 60-second ROI calculator

Live in 3 days. Not 3 weeks.

We set everything up for you — live, guided, done in 72 hours.

Day 1

Foundation

Morning

Kickoff call — 45 minutes

We map your enquiry flow together. Where leads come from, how you respond, what your calendar looks like. You don't need to prepare anything.

Afternoon

Access & credentials

You share your WhatsApp Business number, Google Calendar, and any existing logins. Nothing starts without your sign-off.

End of day

AI responder goes live

We send you a test message so you see exactly what your customers will experience. You approve the tone and wording.

Day 2

Booking & Voice

Morning

Calendar & booking configured

Working hours, job types, availability rules set up. You review and approve before anything goes live.

Afternoon

AI voice agent tested live

We run a test call with you on the line so you hear exactly how it sounds. You adjust anything you want.

End of day

Follow-up sequences armed

Automated messages personalised to your trade, queued and ready for every lead that doesn't book immediately.

Day 3

Go Live

Morning

Full walkthrough call — 30 minutes

We walk you through every part of the system live. Every question answered before we hand over.

Afternoon

System goes fully live

Your 60-day Zero-Risk Guarantee clock starts today.

Day 30

Check-in call — 20 minutes

We review your results, tweak anything that needs adjusting, and confirm everything is on track.

Your 60-day Zero-Risk Guarantee starts the moment we go live on Day 3.

Why I Built This

From Construction Sites to AI Systems

Alex Chirila — Founder of SoftSync-AI

Alex Chirila

Founder, SoftSync-AI

I grew up on construction sites. My dad ran the business, my brother built his own off the back of it, and I helped him scale it. My dad always wanted me on the tools. I wasn't drawn to the work itself — what pulled me was watching how the business actually ran. Or didn't.

I moved into sales and coaching, mostly working with founders who reminded me of my dad. Skilled operators with full order books and no system underneath them. Quotes tracked in their head. Jobs booked in three different places. The whole business living in one person's phone — and grinding to a halt the moment that person was under a boiler.

That's why I built SoftSync-AI. We don't sell software. We build the operational layer trades businesses never had — the systems that capture leads, qualify them, route them, follow up, and keep the pipeline moving without anyone touching it.

"The kind of infrastructure a £20m company runs on, installed in a £500k one."

FAQ

Got Questions? We've Got Answers.

SoftSync-AI builds and runs AI automations tailored to your business — whether you're in trades, hospitality, health & fitness, or local services. When a lead contacts you (via your website, WhatsApp, or phone), our system responds instantly, qualifies them, books an appointment into your calendar, sends follow-up messages automatically, and requests a Google review after the service is complete. You stop losing leads to slow response times and spend more time doing what you do best.
Under 5 seconds, 24 hours a day, 7 days a week — including evenings and weekends when most businesses go quiet and leads go cold. Industry research suggests that responding to a lead within the first 5 minutes dramatically increases your chances of converting them. Our system handles that response automatically while you're busy running your business.
No. We build everything for you. You don't touch any code, configure any software, or learn any new platforms. Once we hand it over, your only job is to show up to the booked appointments and serve your customers. We handle all the setup, testing, and ongoing maintenance.
Yes. SoftSync-AI is designed to sit alongside your existing tools, not replace them. We integrate with Google Calendar, Outlook, your existing email, WhatsApp Business, booking platforms, and most popular CRM and management tools. You keep using what works — we just add the automation layer on top.
Most clients are fully live within 3 days. We handle the entire build — workflows, AI responses, calendar connection, email sequences, and testing. You'll have a brief onboarding call with us, answer a few questions about your business, and we take it from there.
The AI is trained to handle the most common enquiry types for your industry — pricing questions, availability, service areas, and booking. If it encounters something outside its scope, it captures the lead's details and flags it for you to follow up personally. No lead gets dropped or ignored.
After a service is completed, the system automatically sends your customer a follow-up message (via email or WhatsApp) with a direct link to leave a Google review. The timing is optimised — sent when the customer is most likely to respond positively. More reviews means higher rankings on Google Maps, which means more inbound leads without paying for ads.
Third-party platforms charge you per lead and take a cut of your reputation. SoftSync-AI helps you build your own lead engine — through Google reviews, your own website, and word of mouth — so over time you become less dependent on paying for leads. It also handles the leads you already get faster, so you convert more of them instead of losing them to a competitor who answered first.
Yes. All data is stored securely and processed in line with UK GDPR requirements. We do not sell or share your customer data with any third parties. Your leads and customer information belong to you — stored in your own Google Sheet or CRM, not locked in our system.
We monitor all active workflows and you're covered by our support guarantee. If anything stops working, we fix it — that's included in your monthly plan. You won't be left troubleshooting automation problems while trying to run a business.
Yes. Every message the AI sends, every lead it logs, and every booking it makes is recorded in a dashboard you have full access to. You can review conversations, check lead quality, and see exactly what's happening at any time.
It works for both. A solo business owner missing calls while serving customers benefits just as much — arguably more — than a larger team. If you're a one-person operation, SoftSync-AI effectively gives you a virtual receptionist and admin team that works around the clock without a salary.
No. Every AI response is written to sound like it comes from your business — using your business name, your tone, and relevant details about your services and location. Customers won't know they're talking to an automated system unless you tell them.
We offer a free automation audit first so we can understand your business before recommending a plan. Pricing is based on the automations you need — book a free call and we'll give you a clear quote with no hidden fees.
We work on rolling monthly plans with no long-term contracts. If SoftSync-AI isn't delivering results for your business, you can cancel with 30 days notice. We're confident enough in what we build that we don't need to lock you in.
We work with trades businesses (plumbers, electricians, HVAC), hospitality (restaurants, hotels, bars), health & fitness (gyms, personal trainers, clinics), and local service businesses across the UK. Our automations are tailored to the specific enquiry patterns, booking workflows, and customer expectations of each industry — not generic templates.
Most UK AI receptionist services sit between £150 and £900 per month depending on call volume and feature depth. SoftSync-AI starts at £249/month (Lead Engine — chat, SMS, WhatsApp, email + booking) and £499/month (Booking Engine — adds 24/7 voice AI, follow-up sequences, review automation). One-off setup fee (£399 or £799) and no long-term contract. By contrast, a human virtual receptionist typically costs £400–£1,200/month for office-hours-only cover — the AI runs 24/7 including evenings and weekends when most leads actually call.
There's no single "best" — it depends on whether you need bespoke consulting, an off-the-shelf chatbot, or a full managed AI system. SoftSync-AI is built specifically for UK service businesses (trades, local services, fitness, hospitality) that need an end-to-end AI system live in 48–72 hours rather than a 6-month enterprise project. We compete with general agencies like AND Digital and Faculty (enterprise consultancies, six-figure projects), no-code shops (cheaper but you maintain it yourself), and call-answering services like Moneypenny (humans, office hours only). Our 60-day zero-risk guarantee means you only pay if it works.
Different tools for different problems. Moneypenny, AnswerConnect and similar services hire humans to answer calls during office hours and pass messages — costing £150–£400/month plus per-call fees. SoftSync-AI handles enquiries across phone, SMS, WhatsApp, web chat and email 24/7, qualifies the lead, books the appointment into your calendar, sends follow-up sequences and requests a review after the job. The AI doesn't just take messages — it converts. For trades and service businesses where most leads call evenings and weekends, the 24/7 coverage is usually decisive.
Yes — and this is one of the highest-ROI use cases. Out-of-hours emergency enquiries are where most trades businesses lose £2,000–£4,000/month to slow response. Our AI answers in under 5 seconds, identifies genuine emergency vs scheduled repair, captures postcode and problem, gives an honest ETA based on your real availability, and either books the slot or escalates to your on-call number. It's trained on the qualifying questions a senior tradesperson would ask. If a caller refuses the AI, it forwards instantly to your phone.
Yes. We capture leads from any source that sends an email, SMS, webhook or form submission — which covers Checkatrade, Bark, MyBuilder, Rated People, TrustATrader, Trustpilot, Google Local Services Ads, Meta lead forms, and your own website. The AI follows up faster than the lead is even forwarded — typically within 5 seconds vs the 30-minute minimum competitors take. Most of our trades clients reduce dependence on paid lead platforms within 90 days because their own Google reviews start ranking higher and inbound becomes cheaper.
Yes, when configured correctly — and that's the part most DIY chatbots get wrong. SoftSync-AI is GDPR-compliant out of the box: explicit consent capture before any AI conversation, customer data stored in UK or EU regions, configurable retention windows, full audit trail of every AI message, and a documented sub-processor list. We're ICO-registered and provide a Data Processing Agreement (DPA) with every contract. Phone numbers and conversation logs are encrypted at rest and in transit. You retain ownership of your data and can export everything in CSV at any time.
Typical payback in 30–60 days. The biggest win is recovered missed calls — a plumber missing 8 calls a week at an average job value of £180 loses £6,200/month. Capturing 60% of those at the AI cost of £499/month is a 7× return. The compounding benefit is review velocity: clients usually go from 1–3 Google reviews/month to 12–20, which lifts local-pack ranking and produces free inbound. We measure ROI in your dashboard from day one and benchmark against your baseline call-handling stats so you can see exactly what changed.
Yes — Google Calendar, Outlook 365, Apple Calendar, and any platform with iCal support. The AI checks live availability (factoring travel time between jobs if you give us your service-area postcodes), books the slot, sends the customer a confirmation with a calendar invite, and writes a structured note into the event with name, postcode, problem and quote estimate. If you use Jobber, ServiceM8, Tradify, simPRO or Housecall Pro for job management, we sync into those too — you don't have to switch tools.
Zapier, Make.com and n8n are the engines under the hood — we actually use n8n internally and recommend it for technical teams. The difference is what's on top. Those tools require you to design, build, debug, monitor and maintain every workflow yourself; budget 40–80 hours of senior engineer time per AI system, plus ongoing fixing every time an API changes. SoftSync-AI is a managed service: we build, host, monitor, retrain and evolve the systems for you. If you have an in-house automation engineer, use n8n; if you want the systems live in 72 hours and never have to think about them, use SoftSync-AI.
A customer calls or messages while you're under a sink. The AI answers in under 5 seconds, asks the four qualifying questions you'd ask (postcode, type of issue, urgency, access), checks your calendar, books a slot, sends a confirmation. You get a single SMS summary with the booking detail. Two hours after job completion, the AI texts the customer asking for a Google review with a one-tap link. If they don't reply, it sends a follow-up two days later. Negative sentiment is intercepted — if the customer is unhappy, you get an alert before it goes public. The whole loop runs without you opening an app, and the dashboard tells you weekly how many calls came in, how many converted, and how many reviews landed.

Refer a trade. Get paid every month.

Know a plumber, electrician, or HVAC engineer who could use this? Send them your referral link. Every month they're with us, you earn 10% of their subscription — credited to your next invoice. For 12 months.

What you earn

  • They join Lead Engine → £24.90/mo credit
  • They join Booking Engine → £49.90/mo credit
  • They join Enterprise → up to £110/mo credit

No limit on referrals.

How it works

  1. 1. You get a unique referral link on signup
  2. 2. They sign up and go live with us
  3. 3. After their first full paid month, credits begin
  4. 4. Credits applied automatically to your invoice

The small print

  • Runs for 12 months per referred client
  • Activates after their first full paid month
  • Applied as invoice credit, not cash
  • No cap on number of referrals

Ready to Stop Losing Jobs to Slow Response?

Book a 2-minute demo or drop us a message. We'll show you exactly how many jobs you're missing — and how to fix it this week.

Not ready to talk yet?

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Book a 15-Min Demo Instead Call: +44 20 8016 3606