AroFlo + AI: How to Automate Job Management for Trades

AroFlo is one of Australia’s most comprehensive job management platforms for trade businesses. Used by electricians, plumbers, HVAC technicians, builders, and facility management companies across the country, it handles everything from quoting and scheduling to timesheets and invoicing. But even with AroFlo’s extensive feature set, there is still a significant amount of manual admin work happening between the gaps.

Every time a job comes in, someone needs to assign it. Every time a job finishes, someone needs to generate the invoice. Every time a quote gets accepted, someone needs to order materials. Every time a photo is taken on site, someone needs to attach it to the compliance report.

AI automation eliminates those “someone needs to” moments. By connecting AroFlo to intelligent workflows through Make.com, you create a system where the admin handles itself, accurately, instantly, and without anyone lifting a finger.

Setting Up AroFlo Webhooks and API Access

AroFlo provides a comprehensive REST API that allows external systems to interact with your job data. Here is how to set up the connection:

Step 1: Enable API Access

Log in to AroFlo as an administrator and navigate to your account settings. Under the integrations or API section, generate your API credentials. You will receive an API key and secret that authenticate your external connections. Store these securely; they provide full access to your AroFlo data.

Step 2: Configure Webhooks

AroFlo supports webhooks for key events including job creation, status changes, quote acceptance, task completion, and timesheet submissions. To set up a webhook:

1. Navigate to the webhooks configuration section in AroFlo
2. Create a new webhook and specify the event type you want to monitor
3. Enter the destination URL from your Make.com or n8n webhook module
4. Set any filters (e.g., only trigger for specific job types or locations)
5. Test the webhook by creating a test event in AroFlo

Step 3: Connect to Make.com

In Make.com, create a new scenario and add a “Custom Webhook” module as the trigger. Copy the webhook URL and paste it into AroFlo’s webhook configuration. When AroFlo sends a webhook notification, Make.com receives the event data and triggers your automation workflow.

Automation Recipe 1: Job Notification to Team Assignment

When a new job is created or a job is scheduled, this automation ensures the right person is assigned immediately and everyone is informed.

How It Works

AroFlo sends a webhook when a new job is created. The automation then:

1. AI analyses the job details: Job type, location, required skills, urgency level, and any special requirements noted in the description
2. Checks team availability: Queries AroFlo’s schedule to identify available team members with the right skills
3. Considers logistics: AI evaluates the location of each available technician’s current job to minimise travel time
4. Assigns the job: Updates AroFlo with the recommended assignment
5. Notifies the team: Sends a push notification and SMS to the assigned technician with job details, client contact information, and navigation directions
6. Alerts the office: Posts a summary to Slack or Teams so the office team has visibility

For electrical businesses with multiple teams in the field, this automation alone can save 1-2 hours per day in dispatch coordination.

Automation Recipe 2: Job Completion to Invoice Generation

The moment a technician marks a job as complete in AroFlo, the invoicing process should begin automatically. Here is the full workflow:

1. Trigger: Job status changes to “Complete” in AroFlo
2. Data collection: The automation pulls all job details including labour hours, materials used, travel time, and any variations from the original quote
3. AI review: AI checks the job data for completeness. Are all timesheet entries present? Are materials logged? Are photos attached? If anything is missing, it flags the gap and notifies the technician
4. Invoice generation: Using the verified job data, the automation creates an invoice in AroFlo (or directly in Xero/MYOB if you prefer)
5. Delivery: The invoice is emailed to the client with a payment link
6. Follow-up scheduling: A follow-up task is created for 7 days later to check if payment has been received

This workflow typically reduces invoice turnaround from 2-5 business days to same-day, significantly improving cash flow for trade businesses.

Automation Recipe 3: Quote Accepted to Materials Ordering

When a client accepts a quote in AroFlo, the automation handles the downstream logistics:

1. Trigger: Quote status changes to “Accepted” in AroFlo
2. AI extracts materials: AI reads the quote line items and identifies all materials required for the job
3. Checks inventory: Queries your inventory system (or AroFlo’s inventory module) to determine what is in stock and what needs ordering
4. Generates purchase order: For items that need ordering, the automation creates a purchase order with your preferred suppliers
5. Schedules the job: Based on material lead times and team availability, AI suggests optimal job scheduling dates
6. Notifies the client: Sends a confirmation message with the proposed start date and any preparation requirements

For plumbing businesses that frequently order specialised parts, this automation prevents the costly delays that happen when materials are not ordered until the morning of the job.

Automation Recipe 4: Timesheet to Payroll Processing

Manual timesheet processing is one of the most tedious admin tasks in the trades. This automation streamlines it:

1. Daily trigger: At end of each business day, the automation collects all timesheet entries from AroFlo
2. AI validation: AI checks timesheets for anomalies: unusually long shifts, missing break entries, overlapping jobs, travel time that does not match the distance between jobs
3. Flags and approvals: Normal timesheets are approved automatically. Flagged entries are sent to a manager for review with the specific issue highlighted
4. Payroll export: Approved timesheets are formatted and exported to your payroll system (Xero Payroll, KeyPay, or others)
5. Cost allocation: Labour costs are automatically allocated to the correct jobs in AroFlo, keeping your job costing accurate

Automation Recipe 5: Job Photos to Compliance Documentation

For trades that require compliance documentation, especially electrical and plumbing, this automation converts job photos and notes into completed compliance documents:

1. Trigger: Job form or photos uploaded in AroFlo
2. AI analysis: AI processes the photos to identify what they show (before/after conditions, equipment installed, test results, safety features)
3. Document population: The compliance document template is automatically populated with job details, technician information, site address, and descriptions extracted from the photos
4. Quality check: AI reviews the completed document against regulatory requirements to ensure all required sections are filled
5. Distribution: The completed document is stored in AroFlo, sent to the client, and filed in your compliance archive

This recipe is particularly valuable for electrical businesses that need to produce Certificates of Compliance (CoC) for every job. Instead of spending 15-20 minutes manually completing each certificate, the process takes seconds.

Advanced: Connecting AroFlo to Your Full Business Stack

The real power of AroFlo automation comes when you connect it to your entire business ecosystem:

• Accounting: AroFlo to Xero or MYOB for automatic invoice syncing, payment reconciliation, and financial reporting
• Communication: AroFlo to Twilio or MessageMedia for automated SMS notifications to clients and team members
• Customer management: AroFlo to HubSpot or Pipedrive for lead tracking and client relationship management
• Document storage: AroFlo to Google Drive or SharePoint for automatic filing of job documents, photos, and compliance certificates
• Reviews: AroFlo to Google Business Profile for automated review requests after completed jobs

If you are also using ServiceM8 for some operations, you can create cross-platform automations. See our ServiceM8 AI integration guide for details on connecting both platforms to a unified automation layer.

Implementation Timeline

Here is a realistic timeline for implementing AroFlo AI automation:

• Week 1: API setup, webhook configuration, and first automation (job notification to team assignment)
• Week 2: Invoice automation and accounting integration
• Week 3: Materials ordering and timesheet processing
• Week 4: Compliance documentation and testing of all workflows
• Week 5: Monitoring, refinement, and team training

Frequently Asked Questions

Does AroFlo support webhooks natively?

AroFlo provides a comprehensive API that supports both polling and webhook-style integrations. The exact webhook configuration depends on your AroFlo plan and version. Contact AroFlo support or your account manager to confirm webhook availability for your specific setup.

Can I use this with AroFlo’s Field version?

Yes. The automation recipes work with data from both AroFlo Office and AroFlo Field. Technicians continue using AroFlo Field on their devices exactly as they do now; the automations run in the background triggered by their actions.

What happens if an automation fails?

Make.com logs all workflow executions and sends notifications when a step fails. The system can be configured to retry failed steps, skip non-critical steps, or alert a team member for manual intervention. No data is lost when a workflow fails.

How much does this cost to run monthly?

Make.com plans suitable for AroFlo automation start from $12/month. AI API costs depend on volume but are typically $10-30/month for a medium-sized trade business. Total cost is usually under $100/month for automations that save 40-60 hours of admin time.

Can I customise these recipes for my specific business?

Absolutely. The recipes described here are starting templates. Every trade business has unique processes, and the automations should be tailored to match. The AI modules, in particular, can be configured with your specific business rules, pricing structures, and compliance requirements.