AI workflow systems for South African service businesses.
Start by fixing one painful task. Grow into the system that runs your customer lifecycle. We build, ship, and maintain every piece.
Business Online Starter Pack
Not online yet? Start here.
Get your business online and looking professional by next week. This is a done-for-you setup for small South African businesses that need a logo, domain, business email, simple website, WhatsApp Business profile, and Google Maps listing without figuring it all out alone.
R2,995 once-offNo Swarna retainer. Live in 3-5 business days after your onboarding form is complete. Domain or paid email fees are billed directly by the provider if needed.
Starter logo design, colour palette, and mini brand guide
Domain setup and business email guidance
One-page mobile website with WhatsApp button and contact form
Basic SEO, SSL, favicon, and fast-loading setup
WhatsApp Business profile, greeting, away message, and quick replies
Google Business Profile setup, review link, and QR code pack
Branded quote, invoice, email signature, and lead tracker templates
Handover walkthrough and 30 days of small-edit support
AI Receptionist
Stop letting missed calls become missed revenue.
Your phone can ring while you are on site, driving, with a customer, or already handling another job. The caller does not know that. They hear ringing, hang up, and call the next business on Google.
R9,500 setupThen R3,500/month including 500 AI receptionist minutes. Your phone rings first; if nobody answers and your provider supports forwarding, AI picks up.
Answers missed, busy, unreachable, or after-hours calls where forwarding supports it.
Captures the caller's need, location, urgency, and best next step.
Books, takes a structured message, or escalates urgent calls to the right person.
Sends the owner a clear summary instead of leaving a mystery missed call.
Customers slip away when follow-up is slow.
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.
Not sure what you need?Take the short fit quiz and get a package recommendation before booking a call.
Founder-led by Nikail Singh.Swarna was built from real service-business admin: lead capture, follow-up, review requests, and owner visibility before the work becomes a larger system.
Business problems we solve.
Pick the problem closest to yours. Each section shows the right package path without forcing every detail into one page.
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
Stop losing customers because nobody replied in time.
Starter: instant acknowledgement and owner alert.
Growth: qualifying questions and follow-up sequence.
Managed: CRM handoff, lead scoring, and weekly missed-opportunity report.
Review & Referral Engine
Turn happy customers into public proof and private feedback into a recovery path.
Starter: review request after a completed job.
Growth: happy/unhappy routing and complaint recovery.
Managed: 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
Keep quotes and invoices moving after the first send.
Starter: simple quote or invoice follow-up reminders.
Growth: quote follow-up sequence and owner alerts.
Managed: invoice reminders, escalation rules, and dispute handoff.
Owner Cash View
See which quotes, invoices, and decisions are stuck at a glance.
Weekly digest of quote and payment follow-ups.
Human review for 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
Sort customer messages before the inbox becomes the day’s bottleneck.
Starter: one inbox rule, one alert, or one draft-reply workflow.
Growth: shared pipeline handoff across lead, booking, intake, and support messages.
Managed: AI inbox classification, draft replies, routing, and approval controls.
Onboarding, Booking & Support
Make repeated intake, booking, reminder, and FAQ work feel consistent.
Starter: booking request capture or simple client intake.
Growth: onboarding sequence, reminders, and support answers.
Managed: folder/task setup, service routing, and exception handoff.
Answer more calls without hiring front-desk staff.
For phone-heavy businesses where missed direct calls become missed revenue.
AI Receptionist
If nobody answers, supported forwarding routes the call to AI so the caller is helped while the owner is busy.
Standalone: answers, qualifies, books, or takes a structured message.
Owner gets a clean call summary and next step.
Works with supported call forwarding, VoIP/PBX, or a dedicated business number.
When it fits
Best for service businesses where the phone rings while staff are on site, serving customers, driving, or after hours.
Good for trades, salons, clinics, agents, repair businesses, and owner-led services.
Can be added beside Starter, Growth, or Managed.
Recording/service consent and transcript storage boundaries are confirmed before launch.
Custom automation solution
Got a messy process that does not fit a neat package?
Tell us where work gets stuck: the repeated admin, the handoff nobody owns, the spreadsheet everyone avoids, the messages that go cold, or the customer step that keeps falling through. We will look at the pain point and tell you whether it should be a simple workflow, a bigger system, or left alone for now.
Describe the issue in plain English; no technical diagram needed.
Send the tools involved, who touches the work, and what outcome you want.
We reply with a practical next step, likely scope, and whether Swarna can build it.
Free automation checklist
Get the 7 places service businesses usually lose 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 build is only step one.
Every system we build follows the same four stages. We map how the work actually happens, ship the smallest useful version first, guard the risky bits with human review, and tighten the rules over time using real outcomes.
1. MapFind the trigger, delay, owner, message, and failure path.
2. BuildShip the smallest version that solves the first useful problem.
3. GuardRoute unclear or risky customer-facing actions for review.
4. ImproveTune rules, copy, timing, and reporting from real activity.
Find the package that fits your business.
Four questions. One recommendation at the end.
Services
Start small. Grow into the full system.
Starter fixes one priority workflow. Growth connects the full customer lifecycle. Managed AI Operations adds inbox intelligence, approvals, tasks, reports, and owner support. AI Receptionist is a standalone call-answering offer for phone-heavy businesses.
1. StarterPick one workflow, one channel, one outcome.
2. GrowthAll six lifecycle workflows connected together.
3. Managed AI OperationsGrowth plus AI inbox, approvals, tasks, reports, and Co-Pilot.
StandaloneAI Receptionist answers forwarded or dedicated business calls.
Quick win
Starter Automation
One painful task, handled properly
For a small business with one obvious bottleneck: missed calls, lead qualification, review requests, booking capture, client intake, or follow-up reminders.
R3,500Setup, then R950/month
Public offer:
Pick one use case below. It runs on one inbound channel and sends approved messages, owner alerts, and secure event logs.
1 workflow, 1 inbound channel, 1 outcome
Approved customer messages and owner/staff notifications
Monthly 15-minute health check and small fixes
Not for multi-channel journeys, custom integrations, or sensitive auto-sends
Most popular
Growth Customer Lifecycle System
Capture, qualify, book, deliver, review
For businesses that need the whole front-office journey running together instead of patching one task at a time.
R12,500Setup, then R3,500/month
Includes all six Starter workflows as one connected system.
Full lifecycle included:
Missed-Call Rescue, Lead Qualifier, Booking Capture, Client Intake, Review Request, and Follow-Up Reminder, connected through one pipeline.
Up to 2 active intake channels by default
3-touch follow-up sequences for stalled records
Unified pipeline view and Monday business pulse email
Monthly 30-minute optimisation review
Operations system
Managed AI Operations
The owner stops being the router
For teams where leads, support, bookings, admin, approvals, and reporting need an intelligence layer on top of the lifecycle system.
R24,000Setup, then R6,500/month
Includes everything in Growth.
Headline feature: Business Co-Pilot
A private WhatsApp assistant for the owner to ask plain-English questions, run reports, and trigger approved actions.
Business Co-Pilot example
How many leads came in this week?
18 leads: 6 hot, 9 warm, 3 cold. Two quotes are overdue for follow-up today.
AI inbox classification and draft reply approval queue
Internal task routing, escalation, and owner dashboard
Custom integrations are scoped before build; sensitive actions require approval
Standalone call-answering offer
AI Receptionist
If you miss the call, AI answers
Your phone rings as normal. If nobody answers, supported call forwarding routes the call to the AI Receptionist, which qualifies the caller, books or takes a structured message, and sends the owner a clean summary.
R9,500Setup, then R3,500/month including 500 call minutes
Standalone: can be added to any tier.
Provider boundary:
Works when the client's network or VoIP provider supports unanswered, busy, or unreachable call forwarding. If not, we can use a dedicated business number.
Conditional forwarding setup guide for Vodacom, MTN, Telkom, Cell C, and VoIP/PBX providers
Natural voice greeting with recording/service consent line
Call summary and structured outcome stored by default; full transcript only with explicit opt-in
Overage: R3/min after included minutes
Compare all packages
Best for
Starter
Growth
Managed AI Operations
AI Receptionist
Main outcome
One bottleneck fixed
Customer lifecycle connected
Owner gets an AI operations layer
Missed calls get answered live
Starting investment
R3,500 + R950/mo
R12,500 + R3,500/mo
R24,000 + R6,500/mo
R9,500 + R3,500/mo
Typical fit
Owner-led business with one bottleneck
Business losing customers across lead, booking, intake, review, or follow-up steps
Team where the owner is still routing messages, tasks, and decisions manually
Phone-heavy business missing valuable calls during work or after hours
What is included
1 workflow, 1 channel, 1 outcome
All 6 workflows, pipeline, follow-up sequences, weekly pulse
Growth plus AI inbox, approval queue, tasks, dashboard, Co-Pilot
Up to 2 active intake channels; standard integrations only
Advanced integrations scoped before build
Requires supported call forwarding, VoIP/PBX, or a dedicated number
The free audit checks channels, integrations, message volume, approvals, data sensitivity, and call-routing support before anything is built. Starter can include extra selected workflows, but Growth is usually better value once several workflows need to work together.
Quick sense-check
How much is missed follow-up worth?
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
One focused Starter workflow can usually fix this kind of follow-up gap first.
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 activity records by default: what happened, whether it worked, when it happened, and the action taken. Full customer messages are avoided unless there is a clear business reason.
Start with one bottleneck
Request a free automation fit audit.
Send one clear bottleneck and we'll recommend the package, first workflow, and next step worth considering. 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.
Offer detail
Starter Automation
Fix one clear bottleneck with a focused workflow for missed calls, lead qualification, reviews, bookings, intake, or follow-up.
R3,500 setupThen R950/month
Start here
From missed calls to a working receptionist.
See what is included, complete the setup details, confirm payment, and we will prepare your AI receptionist for testing and launch.
1Review the offer
Check the price, scope, call-routing requirements, and what the receptionist will handle.
2Complete setup details
Share your business hours, call rules, consent wording, alert recipients, and preferred call handling.
3Confirm payment
Choose invoice, EFT, or payment-link support so setup can begin with the right billing contact.
4Get launch confirmation
You receive confirmation and Swarna reviews your details before building and testing the assistant.
What problem this solves
One repeated manual task becomes expensive when it happens every day. Starter Automation handles one clear outcome properly before you commit to a larger system.
How it works
We choose the use case, confirm the message wording and review boundary, test with safe data, then launch and monitor the first runs.
What is not included
Free checklist
Find where leads are slipping away.
Get the 7-point automation checklist before you spend money on tools, ads, or a build.
Spot missed-lead, booking, quote, and review gaps.
See what should be automated and what should stay human.
Use it before the audit so the first call is sharper.
