This is the guide we hand every business we set up. Read it before your day-1 call if you like, or after go-live as a reminder. It takes about six minutes.
From the moment a customer presses "send" on your website form.
Name, email, phone and message go into your own private list. Nothing is lost if your phone is off.
A short, friendly email in your name that shows you understood what they asked for and tells them when they will hear from you. Optional: it is drafted by AI, which never quotes prices or promises dates.
An email with the full enquiry. Hit reply and you are replying straight to the customer. If AI is on, it also tells you how urgent it looks.
Sent only if the lead is still marked "new". "Just checking you received our reply..."
A last gentle nudge, then it stops. Nobody is ever chased more than twice.
Each one takes under 20 seconds on your phone.
New → replied, quoted, won or lost. Follow-ups stop the moment it leaves "new".
Type the customer's name and email. Tomorrow at 10:00 they get a review request with your Google link. One reminder four days later if they have not clicked.
Customer, amount, due date, optional payment link. Reminders go out 3 days before, on the day, and at 7 and 14 days late. Tap "paid" to stop them.
Every email is written for your business in your tone before go-live. These are the defaults.
One web page, protected by a passcode. Add it to your phone's home screen.
| Section | What it shows | What you do there |
|---|---|---|
| Leads | Every enquiry, newest first, with the AI summary if enabled | Change status |
| Reviews | Jobs you have marked done and who clicked the review link | Add a finished job |
| Invoices | Unpaid invoices and the reminders queued for each | Add an invoice, mark paid |
| Queue | Every email that is scheduled, with the exact send time | Send now or cancel |
| Outbox | Every email that has gone out, with its full text | Check what a customer received |
| Setup | The form snippet and your current settings | Give it to your web person |
Every Monday at 08:00 you also get a one-screen digest: leads this week, reviews clicked, unpaid invoices, what is queued.
The acknowledgement reads like a human wrote it, because a human did: we write every template with you. Customers are told they will hear from you personally, and they do. The automation just means nobody waits 14 hours in silence.
Yes. Acknowledgements and follow-ups to someone who contacted you are part of responding to their request. Review requests and invoice reminders go to existing customers about their own job or invoice. Nobody is added to a marketing list, nothing is sold on, and anyone can reply "stop" to end contact. Your customer data sits in your own Cloudflare account in the EU/UK region and you can export or delete it at any time.
Turn it off. Every automation then uses the templates we wrote together. The AI only ever drafts the first acknowledgement and a one-line summary for you; it never talks to customers on its own beyond that.
Nothing monthly. It runs on free-tier infrastructure (Cloudflare and Resend) in your own accounts. The optional Care Plan is £39/month if you want us to monitor it, tweak wording and send you a monthly report.
Fixes are included for 30 days after go-live, and always on the Care Plan. Call or email Virezio on 07340 325732 or hello@virezio.com.
Yes. Timing, wording, who gets the alerts and the weekly digest can all be changed. On the Care Plan we do it for you whenever you ask.