Swarna Solutions builds and manages practical AI automation packages for South African service businesses that need faster follow-up, cleaner bookings, better reviews, and fewer manual admin loops.
Built for businesses where slow follow-up costs real money.
We focus on the everyday moments that make customers choose you, leave you a review, book again, or pay on time.
Answer fasterNew enquiries, missed calls, and support messages get a clear first response.
Follow up consistentlyQuotes, bookings, reviews, and customer check-ins stop depending on memory.
Stay in controlAI drafts or sorts where useful, while sensitive messages go to a human first.
See what happenedYou get simple visibility into replies, handoffs, failed runs, and missed opportunities.
Best fit
Owner-led service businesses with leads, bookings, reviews, admin, or payments slipping through the cracks.
Home servicesAgenciesConsultantsClinicsSalonsProfessional servicesWhatsApp-heavy teamsEmail-heavy teams
Not sure what you need?Take the short fit quiz and get a package recommendation before booking a call.
Six business problems we can turn into managed systems.
Choose the problem area closest to what is costing you time or money. Each pillar links directly to the package level that usually fits.
Capture leads quickly, follow up cleanly, and ask for reviews at the right moment.
For businesses that get enquiries through forms, WhatsApp, email, portals, ads, or missed calls.
Missed Lead Recovery
For businesses that lose sales because enquiries sit in WhatsApp, email, ads, portals, or website forms too long.
Starter: instant acknowledgement and owner alert
Growth: qualification questions, follow-up sequence, and source tracking
Managed: CRM/calendar handoff, lead scoring, and weekly missed-opportunity report
Review & Referral Engine
For businesses that do good work but rely on memory to ask for reviews, referrals, or private feedback.
Starter: simple review request after a completed job
Growth: happy/unhappy routing and complaint recovery
Managed: review reactivation, team alerts, and monthly reputation summary
Stop relying on memory to chase quotes, invoices, and next steps.
For service businesses where money sits in unsigned quotes, unpaid invoices, and slow customer decisions.
Quote-to-Cash Follow-Up
For businesses where money gets stuck in unsent follow-ups, unsigned quotes, unpaid invoices, or customer queries.
Growth: quote follow-up sequence and owner alerts
Managed: invoice reminders, escalation rules, and dispute handoff
Custom: Xero, Sage, QuickBooks, payment, or multi-branch integration
Owner Cash View
For owners who need visibility into which quotes, invoices, and customer decisions are stuck without digging through emails.
Weekly digest of quote and payment follow-ups
Human review for payment disputes, refunds, or sensitive accounts
Simple reporting before full accounting integration
Give your team a calmer operating rhythm across inbox, onboarding, booking, and support.
For businesses where customer work is good, but the admin around it is heavy.
Inbox & Communication Assistant
For owners and teams whose email or WhatsApp inbox has become a daily bottleneck.
Managed: classify messages, draft replies, and route what matters
Custom: multi-inbox, department routing, VIP lists, and sensitive categories
Default: draft-and-approve before any risky auto-send
Onboarding, Booking & Support
For businesses that repeat the same onboarding, availability, reminder, and FAQ work every week.
Starter: booking request capture or simple client intake
Growth: onboarding sequence, reminders, and repeated support answers
Managed: folder/task setup, service routing, and exception handoff
Free automation checklist
Get the 7 places service businesses usually leak leads and admin time.
A short, practical checklist for spotting where automation can help before you spend money on tools or a build.
Find missed-lead, quote, review, booking, and inbox bottlenecks.
See what should be automated, what should stay human, and what needs approval.
Use it before the quiz or audit so the first call is clearer.
The work is managed like an operations system, not a one-off automation.
Use the tabs to see how an automation moves from idea to managed system.
We start with how the work really happens, not the tool.
The first session maps triggers, delays, approvals, customer-facing messages, and failure paths. That keeps the build focused on what will actually move the business.
InputWhere the work begins: form, email, WhatsApp, calendar, CRM, payment, or manual trigger.
DecisionWhat should be automated, what needs AI reasoning, and what must stay human.
OutputThe message, alert, status change, reminder, or log that proves work happened.
The first version is narrow enough to ship quickly.
We build the smallest useful automation first, test it with fake or approved data, and only expand once the rules are stable.
TriggerCapture the enquiry, booking, payment, review moment, or admin task.
ActionApply business logic, draft or send messages, and notify the right person.
LogRecord minimal operational metadata for visibility and debugging.
AI is useful, but it should not quietly make risky decisions.
Unclear inputs, sensitive categories, and irreversible customer-facing actions get paused or routed for human review.
PrivacyRaw payload storage is off by default. Prompts and outputs are not stored in full.
ReviewFinance, legal, complaints, refunds, HR, and VIP contacts are treated carefully.
FailureErrors are logged minimally and surfaced instead of silently disappearing.
Managed automations should get sharper after they go live.
Monitoring shows where the system succeeds, skips, fails, or needs a better rule. That is where the retainer earns its keep.
WeeklyReview failed or skipped events and improve edge cases.
MonthlyAdjust copy, routing, timing, and categories based on real-world outcomes.
NextAdd the next automation only after the first one is behaving reliably.
Find the package that fits your business.
Answer one question at a time. Your recommendation appears at the end, so it feels like a clear next step, not a pop-up sales pitch.
Plans
Simple packages that grow with your operations.
Start with the package closest to the business problem. Every larger package includes the foundations from the one before it. Setup covers the build; monthly care covers monitoring, fixes, reporting, and optimisation.
All six, plus multi-branch, sensitive data, dashboards, and deep integrations
Prices are starting points. The free audit checks channels, integrations, message volume, approvals, and data sensitivity before anything is built. For launch clients, setup can be split over two payments when the monthly care plan is approved.
Quick sense-check
What is slow follow-up costing?
Move the sliders. This is not a quote, just a way to make the hidden cost visible before we scope anything.
4Potential opportunities at risk each month
R16,000Estimated monthly revenue exposure
Questions clients usually ask first.
Short answers before we get into implementation detail.
Do you replace our current tools?
Usually no. We connect the tools you already use first, then recommend replacements only when the current setup blocks the result you want.
Will AI send messages without approval?
Not by default. Sensitive or uncertain messages route to review. Auto-send is only used for clearly approved low-risk categories.
What data do you store?
Minimal operational metadata by default: what happened, whether it worked, when it happened, and the action taken. Raw customer content is avoided unless there is a clear business reason.
Start with one bottleneck
Request a free automation fit audit.
Send a short note and we'll recommend the package and first automation worth building. No raw customer data is needed for the first conversation.
1
You send one clear bottleneckUse plain English. A short summary is better than private customer messages.
2
We reply within one business dayYou get a practical starting point, likely package, and any access questions.
3
Then we scope the first useful buildThe audit looks for a quick win before proposing a larger system.
