Complete Property Presentations
Styling Workflow Automation

System Proposal

Prepared by OxyScale AI

Section 01

Where You Are Today

Since getting to know more about Complete Property Presentations over the last few weeks, the one thing that is extremely clear is that you have built an amazing business completely organically. We have a lot of respect for where you are at. What follows is our honest assessment of where we see the opportunity to make what you have built even stronger, and how our system is built to do exactly that.

Currently, the operation runs across a combination of spreadsheets, manual emails, and phone-based communication. Leads come in via calls, texts, and voicemails. Quotes are built manually and sent when there is time. Invoices are keyed into Xero by hand. Calendar entries are created manually by Tracy. Packing lists come from memory or printed notes. Property listing statuses on realestate.com are checked manually to track what has sold or gone under offer.

The team manages a high volume of inbound communication from agents. Follow-ups on open quotes can be difficult to stay on top of during busy periods. There is limited visibility on metrics like quote conversion rates, which agents are generating the most work, or how many leads come in that never get quoted.

The opportunity is not about fixing what is broken. It is about giving the business the infrastructure to handle the volume it is already doing more efficiently, and to scale from here without adding more manual work to the plate.

Day One Impact

This Is Not a New Hire.
This Is Infrastructure.

This is not like hiring a new team member. A new employee takes weeks to onboard, needs training, has sick days, and can only work on one thing at a time. This system is ready from day one. It does not need to learn your processes because we build your processes into it before it goes live. From the moment it is switched on, it is handling leads, generating quotes, sending invoices, updating your CRM, monitoring listings, and following up on open quotes - all at the same time, across every job, without missing a step.

It delivers the same level of detail and professionalism for every single client, every single job, every single time. No bad days. No forgotten follow-ups. No inconsistency. Just a reliable system running in the background so your team can focus on the work that actually moves the business forward.

The Shift

What This System Replaces

How It Works Today
How It Works With the System
Leads coming in via call, text, voicemail
Centralised lead flow with instant CRM entry, auto-routing
Quotes built manually, sent when there's time
Bespoke quote builder with branded auto-dispatch
Follow-ups depending on memory and bandwidth
Automated 24 to 48hr reminders on every open quote
Invoices keyed into Xero by hand
Quote acceptance auto-triggers Xero invoice
Calendar updated manually by Tracy
Install dates auto-populate team calendars
Packing lists from memory or printed notes
Auto-generated from quote, sent straight to warehouse
Property status guessed or tracked manually
AI scanner monitors every active listing in real time
Pickup logistics on a shared Google Sheet
Live pickup board, colour-coded, mobile-ready
No visibility on pipeline, agents, or revenue
Live dashboard: quotes, revenue, agents, job types
No systematic review collection
Smart Google review automation, no third-party fee required
Section 02

Your Options

We have structured three tiers based on the scope of what we build and manage for you. Every tier includes a monthly retainer to keep the system running, monitored, and improving.

Tier 1
Core Workflow
Phases 1 to 3: Lead capture through to booking. Gets you off the spreadsheet and operational.
$16,000
+ GST
Retainer: $1,600 + GST / month (Year 1) → $1,296 + GST / month (Year 2+)
View details ▶
What is included:
Agent-facing lead form, shareable link, saveable to phone home screen
Intelligent lead routing by service type (styling, renovation, or both)
Auto-response emails to office and client on submission
Bespoke quote builder with room-by-room pricing and package options
Branded quote auto-dispatch with SMS notification to client
24 to 48hr automated follow-up on every open quote
Quote acceptance triggers auto-invoicing in Xero
Campaign Agent payment option on quote (tick-box routing)
Tier 2
Full Workflow
Phases 1 to 5: The complete end-to-end system from first enquiry to final thank-you. Every manual process replaced.
$22,000
+ GST
Retainer: $1,675 + GST / month (Year 1) → $1,360 + GST / month (Year 2+)
View details ▶
Everything in Core Workflow, plus:
Access and install info request forms to client and agent
Calendar auto-booking with full job details in description
Packing list auto-generated from quote and sent to office
AI property scanner monitoring listing status on realestate.com in real time
Under-offer and sold detection, automatically moves jobs through the pipeline
Post-install upsell emails with auto-invoicing for add-on services
Campaign expiry handling that protects agent relationships
Live pickup board replacing your Google Sheet, mobile-accessible
Pickup confirmation flows with key return tracking
Automated close-out communications to client and agent on settlement
Renovation lead routing infrastructure (future-proofed for Stage 2)
Recommended
Tier 3
Full Workflow + Intelligence
Everything in Full Workflow, plus the intelligence layer that lets you see and scale your business.
$28,000
+ GST
Retainer: $1,750 + GST / month (Year 1) → $1,408 + GST / month (Year 2+)
View details ▶
Everything in Full Workflow, plus:
Live Looker Studio dashboard: quotes, revenue, agents, job types, invoices
Google Review automation: smart filter sends 4+ stars to Google, lower captured internally
Historical data upload: start the dashboard from your existing records, not from zero
Referral partnership tracking: measure leads routed to renovation partners
Franchise-ready system architecture: plug-and-play for interstate expansion
Full team onboarding and training: including Tracy

Payment: All tiers are paid 50% upfront to commence the build. The remaining 50% is due on delivery once you are satisfied with the system. The retainer begins once the system goes live.

Section 03

What Your Retainer Covers

The build gets you live. The retainer keeps you running.

Includes full system monitoring, API and platform updates, bug fixes, monthly optimisation reviews, priority support, and iterative improvements as your workflow evolves. Third-party platform costs (Monday.com, Xero API, Twilio, real estate scanner) are also covered. No surprise invoices.

01
System Monitoring
Your system runs hundreds of automations daily. We watch them proactively, catching and resolving issues before they affect your operations. Without this, a broken workflow could mean leads not captured, quotes not sent, or invoices not generated - and you may not know until a client calls asking where their quote is.
02
Platform Maintenance
Your system connects to Monday.com, Xero, Google Calendar, Twilio, and realestate.com. Each platform is constantly updating. When they push a change, it can break a connection overnight. We monitor for these changes and fix them before you notice.
03
AI & Running Costs
Every quote generated, every lead routed, every follow-up sent, every property listing scanned - all of it consumes AI credits and automation operations. At your volume, that is thousands of executions per month. All covered. You will never see a separate bill.
04
Third-Party Subscriptions
The automation platform, AI services, email and SMS infrastructure - all managed and paid for as part of the retainer. No separate accounts, no renewals to track, no surprise invoices. One predictable cost covering everything the system needs to run.
05
Ongoing Improvements
Your business will evolve. New templates, new fields, new team members, adjusted processes. A reasonable volume of changes is included monthly so the system always matches how you actually operate.
06
Priority Support
Direct access to the team that built your system. Same-day response from people who know every part of how it works. No queues, no ticket numbers, no explaining your setup to a stranger.
~$80 /day
Per business day (Tier 3 Year 1 retainer)
At approximately $80 per business day in Year 1 - dropping to ~$64 per day from Year 2 onward - you get a fully managed system handling your entire pipeline - every lead, every quote, every invoice, every property monitored, every pickup tracked. One predictable monthly cost. No surprises. No hidden fees.
The retainer justifies itself the moment the system captures one additional job per month that would have otherwise slipped through the cracks. Everything beyond that is net gain.
Section 04

Is It Worth It?

Here is what we feel great about.

Complete Property Presentations is a phenomenal operation. You have built a styling and renovation business that is busy, well-regarded, and growing entirely off the back of reputation and agent relationships. We are here to amplify what is already working and give it the infrastructure it deserves.

01
Lead Flow, Centralisation and Recovery
Right now, inbound enquiries are arriving across multiple channels - calls, texts, voicemails, and agent messages. Most leads get picked up. But the ones that do not leave no trace, and there is no way to know how many were missed, when they came in, or what they were worth.
Conservatively, if just one lead per month is slipping through, that is $50,000 a year in revenue that never makes it to a quote. Our system brings every inbound enquiry into a single centralised pipeline the moment it arrives.
02
Speed to Response
Studies consistently show that responding to a lead within 5 minutes rather than 30 minutes makes you 21 times more likely to convert. This system gives you the ability to walk out of a client meeting and have a branded quote sitting in their inbox before you have even made it back to your car. Or if quoting off a floor plan, have a fully branded quote with them from punching in a few details into our input form.
On a business doing $1 million in revenue, even a conservative 10% improvement in conversion is $100,000 per annum.
Section 04 (continued)
03
Admin Time and Resource Redeployment
Building quotes manually, copying details into Xero, updating spreadsheets, sending follow-ups, chasing access info, updating the calendar, printing packing lists. Conservatively, that is 15 to 20 hours a week across the team.
At a loaded cost of $40 per hour, that is $30,000 to $40,000 a year in labour spent on tasks this system handles automatically. Tracy does not go anywhere - she can now be redeployed onto work that actually moves the business forward.
04
Business Visibility and Performance Tracking
Right now there is no way to see how many leads came in this month versus last month, which agents are sending the most work, what your conversion rate is, or where jobs are sitting in the pipeline. This system gives you a live dashboard across every metric that matters, so you can make decisions based on data rather than gut feel.
05
Client Communication and Consistency
Quote follow-ups depend on someone remembering. Access details get chased manually. Post-install communications rely on a person having the time. Every touchpoint in the client journey becomes automated and consistent, from the moment a lead comes in to the final thank-you email after the furniture is collected. Every client gets the same professional experience, regardless of how busy your team is.
06
Upsell Opportunities and Review Growth
The post-sale thank-you is the most underused moment in your business. A client who just had a successful styling campaign and sold well is the warmest possible audience for a renovation conversation. This system automates that upsell touchpoint, including a Google Review request that builds your online profile over time. What this system does is give you the data to see exactly how much of that enquiry is coming through, so that when the time is right, you are making that decision with clarity.
The Numbers

Conservative Annual Value

On a business doing $1 million a year in revenue:

Recovered revenue from increased conversion rate of 10% (speed to lead)$100,000+
Improved lead flow, more jobs quoted and won (1 job per month)$50,000+
Admin time redeployed to productive work$30,000 - $40,000
Total annual value$180,000 - $190,000+

The more revenue your business is doing, the better this equation stacks up.

YEAR ONE
Build: $28,000 + GST
Retainer: $1,750 x 12 = $21,000 + GST
~$49K total investment
Against $180K+ in value
YEAR TWO ONWARD
Build: $0 (already paid off)
Retainer: $1,408 x 12 = $16,896 + GST
~$17K per year
Against $180K+ in value

The retainer justifies itself the moment this system captures one additional job per month. A call that came in during an install. A follow-up that got buried in messages. A lead that never made it to a quote because the team was stretched. One job per month recovered at your average job value covers the retainer comfortably. Everything beyond that is net gain.

Complete Property Presentations is already a great business. This system will give it the structure to go to the next level.

Ready to
Work Smarter?

Please email me for any questions, happy to help.

0478 197 600
OXYSCALE AI