How it drags now
- The same details get typed into the inbox, a spreadsheet and the accounts.
- Someone has to remember the next step.
- Quotes, jobs and invoices live in different places.
- Following up depends on who has a spare hour.
Intelligent systems for Australian service businesses
Your business has outgrown its systems.
We give established service businesses their hours back by building intelligent systems that allow them to focus on what matters.
Tell us what's slowing you downFixed price, quoted upfront · You own it · No lock-in
Illustration: Inbox · 214 unread, CRM, Shared drives, Xero, Meeting notes, Things only Sam knows flow into a central intelligence layer. You ask it questions on a dashboard or in WhatsApp or Slack. Example question: Where's the Example Pty Ltd tax return up to? Example answer: Waiting on two documents from the client. A chase email is drafted for you to approve. Example data, fictional names.
Why it gets harder as you grow
More work shouldn't mean more chasing.
When the business was small, it all lived in one head. Now there's a team, a few apps, and a lot of "where's this up to?"
How it runs after
- Type it once. The hub keeps the same record.
- When one step is done, the next is ready.
- One place shows where the work is up to.
- Follow-ups are drafted. A person approves them.
What changes on the desk
From scattered to one calm hub.
BeforeIllustrative
- Inbox · 214 unread
- CRM · notes in three places
- Quote draft v7
- Jobs_FINAL_v3.xlsx
Row 88: “paid?” - Text from the crew
- Whiteboard photo
AfterIllustrative
- A. SampleApprove
- J. CitizenOn track
- Example Pty LtdReview
- Open threadsThis week
One place for the work. Example data, fictional names.
One new client, from first email to first piece of work
Watch this manual work drop away.
One new client, from the first email to the first piece of work. The steps a person used to remember now happen in the hub. You still approve what goes out.
1 of 5
New client
B. Sample · New client enquiry
- Copy their details into the CRM by hand (now automatic)
- It lands in the hub, client file started
2 of 5
Onboarding
Engagement letter and checklist drafted
- Find last year's template in the shared drive (now automatic)
- Retype the client's details (now automatic)
- You check it and send
3 of 5
Chasing documents
Missing documents listed
- Remember who still owes you what (now automatic)
- Write the third reminder email (now automatic)
- Chase emails drafted, waiting on you
4 of 5
Pulling it together
Info gathered from inbox, Xero and drives
- Search the inbox for that attachment (now automatic)
- Look up the figures in Xero (now automatic)
- Ask the one person who knows (now automatic)
- It's all in the client file
5 of 5
Ready to work
File complete → work can start
- Someone checks the file is complete (now automatic)
- You approve the next step
IllustrativeFictional client. Steps vary by business.
Intelligent systems we build
The intelligence layer that keeps the business in one place.
It connects your email, CRM and website. It can connect your ad, content and social data to the same hub, with AI-drafted reports and content you approve. That covers Meta Ads, Google Ads, LinkedIn and GA4. A person approves every action. Nothing is bought or posted on its own.
Enquiries land in one place
CRM
Clients and jobs stay in sync
Website
Forms come in as work
Your hub
Illustrative- Connects
- Syncs
- Understands
- Streamlines
- Follow-up drafted for A. SampleApprove
- Report drafted from your ad dataApprove
Ads and content
Meta Ads, Google Ads, LinkedIn, GA4. Reports you approve.
Social
Drafts only. Nothing posts until you say so.
Accounts
Invoices and bills, ready to check
What your team sees
12Active jobs
5To invoice
2Need you
- Sample Co · Job 1042Wed
- Example Pty LtdDone
Example data. Fictional names.
One screen for the whole business
Today's jobs, who owes you, and which clients are waiting, in one list.
- Job created for A. Sample
- The day's work is on the list
- Deposit invoice drafted
- Confirmation waits for approval
You can see every step.
The next step is ready
When one step is done, the next is prepared. Anything a client sees still waits for a person.
- 9:00 · J. Citizen
- 1:30 · Sample Co
Simple screens for the team
Only the buttons the crew, office or account managers need. New starters pick it up in an afternoon.
| Supplier | Example Supplies |
|---|---|
| Amount | $612.40 |
| Job | 1042 · Sample Co |
Nothing is filed until a person approves it.
Paperwork, read for you
It pulls the fields off a supplier invoice. A person checks them, then it can be filed.
All screens are illustrative, with fictional names and example data.
Illustrative
What the intelligence layer does in your first month
Trades
Illustrative- Week 1Missed-call and quote backlog, listed
- Week 2Quote drafts from call notes, waiting on you
- Week 3The crew sees the day's jobs, with notes
- Week 4Invoices drafted when the work is done
Professional services
Illustrative- Week 1Open client files and missing documents, listed
- Week 2Chase emails drafted, waiting on you
- Week 3Deadlines and renewals on one list
- Week 4A weekly short list of what needs a person
Example only. Your first month depends on your tools and what we find in the audit. A person approves every action.
How it works
One sequence, from the first conversation.
Fixed price · You own it · No lock-in
01
Discovery
It starts with a phone call, or we come out and meet you in person.
What you get
A first conversation about how the work moves.
02
Phase 1
Audit and Blueprint
A Systems Audit and Blueprint. You get a fixed-price quote, and nothing is built until you say so.
What you get
The blueprint and a fixed-price quote.
03
Phase 2 · 4 to 8 weeks
Build
We build it, and you own it. Your team gets training, and the work is covered by a 30-day warranty.
What you get
The system, training, and a 30-day warranty.
04
Ongoing
Improve
The intelligence layer keeps getting sharper. A person approves every action.
What you get
Ongoing improvement, for as long as you want it.
It gets better the more you use it
The layer learns your business.
Once it's live, the intelligence layer learns how your business actually runs: your clients, your jobs, your way of doing things. The more your team uses it, the better its answers and drafts get. It spots what needs you sooner and gets more of the routine work right the first time. A person still approves every action.
What you get
- Answers get more accurate as it learns your business
- Drafts and follow-ups need fewer edits over time
- Month to month. You keep it if you stop.
This week
Example data3 follow-ups draftedReview
4 invoices overdue$12,480
Paid this week$18,900
Nothing goes to a client until you or your team approve it.
A note from Barry
For more than ten years I've worked in technology across Silicon Valley and Australia. In that time I've watched technology, and now AI, change how we live and work, faster than most of us expected.
I've also watched a lot of small businesses get left behind. Not because they weren't good at what they do, but because they couldn't keep up. The tools moved too quickly, and nobody was explaining them in plain terms.
That's why I've come back home to Australia. I want to help small and medium businesses understand how AI is changing their world, how it will affect them, and most importantly how to use it to grow for the better.
If that sounds like your business, I'd love to hear from you.
Barry Winata, Founder
Works with tools like
- Xero
- QuickBooks Online
- Google Workspace (Gmail)
- Microsoft 365
- HubSpot
- Slack
Names and logos belong to their owners. Mentioned for compatibility only.
Slack is a trademark and service mark of Slack Technologies, Inc., registered in the U.S. and other countries.
Who it's for
- Established service businesses
- Teams losing hours to typing and chasing
- Owners who are the only person holding the pieces together
Not for
Pre-revenue ideas, one-off fixes, or businesses outside these kinds of work, for now. We take on two builds a month.
FAQ
Questions
What do you actually do?
We build custom operations technology for the business, then hand it over. We work out what you need, set it up, and train your team. We don't sell a product or a licence.
How long does a build take?
The build is 4 to 8 weeks, and it starts only after you approve the plan.
Do I have to take the ongoing service?
No. The build stands on its own. The later phase is optional and month to month. If you stop, you still own everything we've built.
Who approves what goes to a client?
A person does. Nothing goes to a client, and nothing moves money, until you or your team approve it.
What do I own?
The IP, in full. It's built on your own accounts. There is no lock-in.
How many businesses do you take on?
Two client builds a month, at most.
How do I start?
Email runtime@workstak.co or use the form. We'll sit down with you and map where the hours are going. You keep the plan either way. We reply within 2-3 business days.
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