An integrated AI and automation system for home service companies connecting a voice/SMS front-end (Synthflow) with an outbound sales engine (Apollo.io). The system manages inbound inquiries, pre-qualifies leads based on service type, and runs automated outbound campaigns to B2B targets like property managers.
Renovators, plumbers and other home service operators run two sales motions at once and usually do both badly. Inbound calls arrive while the team is on the tools, so urgent jobs go to voicemail and bigger renovation enquiries wait days for a call back. At the same time, the steady referral work from property managers, strata managers and conveyancers needs regular, professional outreach that nobody has time to do. Leads end up scattered across phones, inboxes and notebooks, and the owner cannot see which enquiries are waiting on whom.
An integrated home services AI automation connects these pieces. A voice and SMS agent built in Synthflow answers inbound calls, asks what the job is, and tags it as emergency, quote request or general question. Apollo.io handles a separate, carefully targeted B2B outreach program to property managers and similar partners. Every lead and task flows into ClickUp so the office can see one pipeline. It is a higher complexity build because several platforms must share data reliably, and because both calling and outbound email carry Australian compliance obligations that need to be designed in from the start.
Inbound calls to your business number are answered by a Synthflow voice agent that identifies itself as an AI assistant and asks about the job, address and urgency.
The agent classifies the enquiry, for example burst pipe emergency or kitchen renovation quote, and either transfers urgent calls to an on-call person or books a callback.
Call summaries, caller details and tags are written to ClickUp as tasks, with an SMS confirmation sent to the caller and the website form on Wix feeding the same list.
Separately, Apollo.io is used to build a list of relevant local B2B contacts such as property managers, and a short, relevant email sequence introduces your services.
Replies and interested partners are pushed into ClickUp, while Google Workspace handles calendars and email so staff can pick up conversations without switching systems.
A remodeling company uses Synthflow to handle inbound calls, automatically tagging leads as 'emergency' or 'kitchen remodel'. Simultaneously, the system uses Apollo.io to email a curated list of local real estate attorneys, offering partnership deals. All tasks and lead statuses are tracked in ClickUp.
Synthflow.ai, Apollo.io, ClickUp, Google Workspace, Wix, API Integration
Callers should be told they are speaking with an AI assistant, and if calls are recorded you need to tell them; consent rules for recording differ between state listening devices laws. Emergency calls should always reach a person quickly. Outbound B2B emails are commercial electronic messages under the Spam Act 2003. Consent can sometimes be inferred where a business address is conspicuously published and your message relates to the recipient's role, but check this carefully, identify your business and honour unsubscribes promptly. If the system ever places outbound sales calls, the Do Not Call Register Act 2006 and telemarketing standards apply. Contact data sourced from Apollo.io is personal information under the Privacy Act.
This solution requires careful evaluation of cost-benefit ratio. Consider implementation only after thorough analysis and risk assessment.
They should. The recommended script has the agent introduce itself as an automated assistant and offer to take a message or transfer to a person. Being upfront avoids complaints, meets customer expectations and makes it easier to handle callers who simply prefer to speak with the business directly.
It can be, but it needs care. The Spam Act allows inferred consent in limited cases, such as a publicly listed work email where your offer relates directly to the person's role. Every message must identify the sender and include a working unsubscribe. If you are unsure, get advice and favour smaller, more relevant lists.
There are several systems to connect and test: call flows, SMS, the Wix form, ClickUp stages, Apollo.io lists and Google Workspace. Voice agents also need rounds of test calls to tune qualification questions and transfer rules. Running inbound first and adding outreach afterwards is a common way to stage the rollout.
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