The Challenge
Westend Shutters had built a strong reputation across Perth for their premium plantation shutters and genuinely personal service. The person who measures your windows is the same person who oversees your installation. That commitment to quality was their biggest differentiator, but it was also creating a bottleneck.
As word-of-mouth referrals and online enquiries grew, the small team found themselves buried in admin. Website leads would sit in an inbox for hours before anyone could respond. Quoting was a manual process that involved measuring up, calculating material costs from supplier price sheets, estimating installation labour, and formatting everything into a branded document. Each quote took 30 to 45 minutes, and on a busy week, they had dozens to get through.
Follow-up was another pain point. With no system tracking which quotes had been sent, which customers had gone quiet, and which needed a nudge, potential jobs were falling through the cracks. The owner estimated they were losing at least two or three jobs a week simply because they did not follow up fast enough.
Installation scheduling was managed via a whiteboard and group texts. With installers servicing suburbs from Joondalup to Rockingham, there was no route optimisation, meaning installers were criss-crossing the metro area and burning hours in the van instead of on the tools. The owner was spending upwards of 15 hours per week on admin tasks that were not growing the business.
What We Built
We designed a connected AI system tailored to the way Westend Shutters actually operates, not a generic off-the-shelf tool, but purpose-built automation that respects their personalised service model while eliminating the admin overhead.
- Automated lead capture system that pulls enquiries from the website, email and phone into a single pipeline with instant acknowledgement and qualification
- AI-powered quote generation engine that calculates shutter dimensions, material costs and installation labour from measure-up data, producing branded PDFs in under two minutes
- Smart follow-up sequences that chase outstanding quotes at optimal intervals, adapting messaging based on customer engagement signals
- Installation scheduling dashboard that matches available installers to jobs based on location, skill set and capacity, reducing windscreen time across the metro area
- Automated post-installation review requests and warranty registration, feeding a steady stream of Google reviews without manual chasing
- Real-time sales pipeline dashboard giving the owner full visibility over leads, quotes, conversions and installer utilisation from a single screen
Every system integrates with their existing website and tools. The owner reviews and approves quotes before they go out, so the personal touch is preserved. The AI handles the data entry, calculations and chasing, not the relationship.
Before Valenor
- ✗Leads sat in email for hours before a response
- ✗Quoting took 30-45 minutes per enquiry
- ✗Follow-up was manual and inconsistent
- ✗Installation schedule managed via whiteboard and texts
- ✗Owner spent 15+ hours per week on admin
- ✗Google reviews relied on remembering to ask
After Valenor
- ✓Every lead acknowledged within 60 seconds
- ✓Quotes generated in under 2 minutes
- ✓Automated follow-up on every outstanding quote
- ✓Digital scheduling with route-optimised dispatch
- ✓Owner freed up 12 hours per week for growth
- ✓Automated review requests after every install
Key Results
Within three months of going live, Westend Shutters saw measurable improvements across every part of the business the AI touched.
Quote turnaround dropped from an average of 24 hours to under 6 hours, with the actual generation time falling from 30-45 minutes to under 2 minutes. Because quotes were going out faster, their conversion rate on quoted jobs increased by 28 percent.
The automated follow-up sequences recovered an estimated eight to ten jobs per month that would have previously gone cold. Combined with faster response times on new enquiries, the business saw overall revenue grow by 45 percent within the first six months without adding any staff.
Route-optimised installer scheduling reduced average daily drive time by 40 minutes per installer, freeing up capacity for additional installations each week. The automated review system increased their Google review count by over 60 percent, reinforcing their reputation across Perth.
“We pride ourselves on personal service and we were worried AI would make things feel impersonal. It has been the opposite. Because the admin is handled, we actually have more time to spend with customers. The quoting alone has been a game changer.”
— Owner, Westend Shutters