Missed-call text-back
TRIGGER: CALLA call goes unanswered while the crew is on a job. The customer gets a text within a minute and the request is logged.
Missed call→Text sent→Reply captured→Job card
AUTOMATION FOR LOCAL BUSINESS · TORONTO AND THE GTA
Every call and message gets answered, even when your team is on a job.
NorthFlow builds simple automated systems that reply to new customers, book visits, keep your team informed and follow up on quotes. You keep running the work. We keep the admin from slipping through.
No cost. No commitment. We explain it in plain language.
Quote requestExample
Hi, my basement pipe is leaking. Can someone come look at it this week?
Sent 9:14 PM
Thanks for reaching out to Riverside Plumbing. We have received your request and our team will review it first thing tomorrow. Could you send a photo of the leak and your address?
Sent 9:14 PM · automated reply
Sure, here is the photo. 14 Maple Ave.
Got it. A technician will call you by 9 AM to book a visit. You will get a reminder the day before.
Illustrative example. Your own wording and rules are set during the project.
One customer, five steps, no one copying details by hand.
WHAT WE DO
Three jobs that usually slip when a business is busy.
We do not replace your people or your tools. We connect what you already use, and handle the repeated steps in between.
Reply fast
A new inquiry gets a clear, polite answer within minutes, with the questions you need answered before a visit or quote.
Keep it organized
Requests from forms, texts and email land in one place with the details your team needs, so nobody copies them by hand.
Follow up
Reminders for visits, check-ins after quotes and a review request once the job is done. Each message is sent only when the rule you agreed on says so.
In plain terms: automation means a set of rules that runs in the background. For example, "if a customer asks for a quote and does not reply in two days, send one follow-up." You decide the rules. We build them, test them and show you what they did.
EXAMPLES BY TRADE
What this could look like for your business.
Pick your trade. The example conversation plays out step by step, showing what comes in, what the system does and what your team sees. These are illustrative scenarios, not client results.
Plumbing and HVAC
Emergency calls come in at night and on weekends. The first reply and the visit booking should happen without waiting for the office to open.
- COMES IN
- Web form, text, missed calls, after-hours messages
- SYSTEM DOES
- Replies, collects address and photos, checks the service area, books a visit slot, sends reminders
- TEAM SEES
- One job card with the customer details, urgency and the booked time
ILLUSTRATIVE
Hi, the furnace stopped working this morning. Is anyone available today?
We have received it. Could you confirm your address and whether the house has heat at all right now?
14 Maple Ave. Almost no heat.
Marked as urgent. A technician will call you within the hour to confirm a visit.
Request→Triage→Job card→Booking
Welding and fabrication
Custom jobs start with a drawing or a photo, and a quote takes time. The system keeps every request organized and follows up until the quote is answered.
- COMES IN
- Email with drawings, photos, measurements, site visit requests
- SYSTEM DOES
- Asks for missing measurements, files each request by material and deadline, follows up on quotes after set days
- TEAM SEES
- A pipeline of open quotes with the next action and date for each
ILLUSTRATIVE
Need a stainless railing for a 6 metre deck. Can you quote? Drawing attached.
Thanks. To quote accurately, could you confirm the height, the post spacing and whether you need a finish?
1 metre, 1.2 metre spacing, brushed finish.
Received. Your quote will be ready within two business days. We will check in on Thursday if you have questions.
Drawing→Missing details→Quote task→Follow-up
Restaurants
Catering and private event requests often arrive by email or Instagram late in the day. A fast, consistent answer wins the booking.
- COMES IN
- Booking form, email, social messages for events and large orders
- SYSTEM DOES
- Confirms date, guest count and menu needs, checks availability, sends the menu and deposit link you approve
- TEAM SEES
- Confirmed events for the week and the requests still waiting for a decision
ILLUSTRATIVE
Do you do catering for 40 people on Saturday the 14th?
Thank you for asking. Saturday the 14th has space. How many guests will be vegetarian, and do you want the standard or the premium menu?
About 8 vegetarian. Standard menu please.
Noted. Our team will confirm the booking and send the deposit link today.
Request→Availability→Menu→Deposit
Laser and aesthetic clinics
Appointments are the business. Missed confirmations and empty slots cost money every day, and new clients often ask the same questions before booking.
- COMES IN
- Online booking, messages asking about treatments and prices, cancellations
- SYSTEM DOES
- Answers the common questions you approved, sends confirmations and reminders, offers a waitlist slot when someone cancels
- TEAM SEES
- The day's schedule, confirmed or unconfirmed, and the waitlist
ILLUSTRATIVE
I need to cancel tomorrow at 2. Can I move it to Friday?
No problem. Friday at 2:30 and Friday at 4 are open. Which one suits you?
2:30 please.
Done. You will get a reminder on Thursday. Thank you for letting us know.
Cancel→Free slots→Rebook→Reminder
Cleaning services
Recurring clients need reminders, and new quotes need a follow-up. Most cleaning companies lose work in the gap between the first call and the booking.
- COMES IN
- Quote requests from the website, calls, messages after hours
- SYSTEM DOES
- Sends the quote form, follows up once after two days, books the first visit, asks for a review after each clean
- TEAM SEES
- Open quotes, upcoming visits and reviews requested
ILLUSTRATIVE
How much for a 3 bedroom condo, deep clean?
Thanks. Our quote depends on size and condition. Here is the short form. Once you send it, we will confirm a price within one business day.
Hi again, did you get a chance to look at the quote? We can hold a Thursday slot until Wednesday.
Quote form→Price→Follow-up→Booking
WORKFLOWS
Six workflows we build most often.
Each one is a chain of steps with a clear start and a clear stop. We build them in tools such as n8n, then test them with your real examples before anything goes live.
Quote follow-up
TRIGGER: QUOTE SENTAfter two days with no reply, one polite follow-up is sent. The sequence stops the moment the customer answers.
Quote sent→Wait 2 days→No reply?→One follow-up
Booking and reminders
TRIGGER: BOOKINGA confirmed visit gets reminders the day before and two hours before. A missed visit is flagged for the office.
Booked→Reminder 24h→Reminder 2h→No-show flag
Review request
TRIGGER: JOB DONETwo hours after a job is marked complete, the customer gets a review link. A low rating goes to the owner first.
Job complete→Wait 2h→Review link→Rating check
Drawing intake
TRIGGER: EMAILDrawings and photos sent by email are saved to a job folder. Missing measurements trigger a short list of questions.
Email + file→Folder by job→Missing details asked
Weekly owner report
TRIGGER: MONDAY 7 AMEvery Monday the owner gets one message: open quotes, bookings for the week, and any request still waiting for an answer.
Pull open items→Summarize→Send to owner
How we tailor a workflow to your business
You bring a blueprint: how your work actually moves today, from the first call to the final invoice. We do not start with a template. We go around the loop until the workflow matches how your team works.
ROUND 1
Blueprint
We map your current process with you on paper or a whiteboard.
ROUND 2
First draft
We build the workflow in a test environment with your sample data.
ROUND 3
Walkthrough
You and your team go through it step by step and mark what is wrong.
ROUND 4
Adjust
We change the rules, wording and timing based on your notes.
ROUND 5
Live test
It runs on real requests for a short period, with your approval on each message.
Each round can go back to the one before it. Nothing goes live until you say so.
HOW WE START
A plain conversation first. Then a plan written for your business.
Every project begins with listening. We do not sell a package from a shelf.
MEETING · 20 MIN
We explain the work
In person in the GTA or by video. We explain what automation is, what we do, what we do not do, and whether it fits your business.
MEETING · 20 MIN
You name two priorities
We ask for the two things that cost you the most time or money right now. Often one is speed and one is follow-up.
WITHIN 48 HOURS
We write the plan
A one-page project plan built around your two priorities. It lists what gets built, which tools it connects to and the price.
2 TO 3 WEEKS
We build and test one part
One complete workflow, tested with your real scenarios. Your team reviews every rule before it goes live.
30 DAYS
We monitor and decide next
We review the results with you and agree on the next step together. You own the system.
What we do
- Explain every rule in writing before it runs
- Connect to the tools you already use, where possible
- Keep you in approval for anything that messages customers or spends money
- Show you what the system did each week
What we do not do
- Replace your staff or your judgment on jobs
- Promise a specific revenue number
- Send messages in your name without your approval of the wording
- Start work before a written plan and price are agreed
THE TEAM
Two people you can call.
Small team on purpose. You always know who is working on your project.
Khachik Babayans
FOUNDER · BUILDS AND TRAINSFounder of NorthFlow. He spent more than 17 years leading telecom field projects, including permits, site rollouts and the teams that carry them out. He designs the workflows, builds them and trains your staff to use them.
Ahmad Jalili
CLIENT RELATIONS · MARKETINGAhmad Jalili is a civil engineer with a background in IT. He is your day-to-day contact: he holds in-person follow-up meetings, introduces the service face to face, leads our marketing and helps set up the AI systems we build with your team.
PRICING
Clear prices, agreed in writing before work starts.
Start with a free meeting. If we build something, you will know the full price before you pay.
ASSESSMENT
Free
A 20-minute call or visit to find the first process worth automating.
- Bottleneck identification
- Honest fit check
- No obligation
PILOT PROJECT
$1,500 to $2,500
One complete workflow, built and tested with your real data.
- Written scope and tools
- Staff training included
- 30-day monitoring
- Before and after measurement
FULL SYSTEM
$3,000 to $6,000
Several connected workflows across requests, booking, follow-up and reporting.
- Multiple connected workflows
- Simple dashboard
- Ongoing support available
Pilot payment: 50% at signing, 40% after a successful test, 10% at go-live. Optional support after launch is $300 to $800 per month.
CALCULATOR
What are missed or late replies costing you?
Enter your own numbers. This is an estimate, not a forecast.
Estimated monthly revenue at risk
$6,300
per month
The estimate assumes each missed or late inquiry would otherwise have been a won job. Your real number depends on your close rate, so use it as a starting point for the conversation.
QUESTIONS
What owners ask first.
Do I need to change the software I already use?
Usually not. We connect what you have, such as your calendar, email, forms or field service app. The first meeting shows where the gaps are.
Will customers know they are talking to a system?
Automated replies are clearly written as automated and always include a way to reach a real person. You approve the wording before anything goes out.
Do I need technical knowledge?
No. We explain every step in plain language and train your team on the parts they use. You will not need to write code or manage servers.
What if we tried something like this before and it did not work?
That is useful to know. We start by asking what was tried and why it failed, then design around that. If we cannot improve on what you have, we will say so.
Where are you based?
We are based in Toronto and meet clients across the GTA, in person or by video.
CONTACT
Book a meeting, or send us your question.
Tell us what your business does and what takes the most time. We aim to reply within one business day.
Khachik Babayans
khachikbabaians@gmail.com
+1 (437) 451-0832
Ahmad Jalili
+1 (548) 577-3170