AI and automation · Price on application

AI that takes the repeat work off your team

Follow-ups, data entry, onboarding, weekly reports, rosters, stock orders. If your team does the same task over and over, an AI agent can probably do most of it, so they can spend that time with customers.

Tell us what you need
A receptionist at a bright, white clinic front desk checking a tablet while a patient waits on a window seat.

What an AI agent does

An AI agent is a piece of software that does one job on its own. It might read new enquiries, sort them, draft replies, check details or chase up anyone who hasn't responded. Then it hands the result to a person to approve. Wherever a decision, a payment or a message to a customer is involved, we build in a point where someone on your team signs off.

Where it helps

  • Enquiries and follow-ups: every lead gets a reply, and a reminder goes out if they go quiet
  • Onboarding new clients: forms, welcome emails and set-up steps, done in the right order
  • Data entry: details typed in once and copied to every system that needs them
  • Reporting: last week's numbers pulled together and waiting for you on Monday morning
  • Rosters and sick cover: shifts filled faster, with staff told straight away
  • Stock and supplier orders: low stock flagged and orders drafted for you to check
  • Social media: posts drafted in your voice, ready for you to approve

Example

The same enquiry, with and without agents

Example

  1. An enquiry lands in the shared inboxwaiting
  2. Someone spots it when they get a minute
  3. They type the details into the booking system
  4. They write a reply from scratchwaiting
  5. The customer doesn't answer, and nobody follows up

This is an example to show how it works. Every business runs differently, so we'd map yours first.

Process mapping and integration

From scattered jobs to one connected system

Most businesses run on a pile of jobs that live in people's heads, inboxes and spreadsheets.

Once you can see the whole process, it's clear what to fix first. Then we connect the tools you already use, so information moves on its own.

Before Jobs held in people's heads, inboxes and spreadsheets.
After One connected system. Information moves on its own.

Example · A clinic workflow

Where the time goes, and how AI clears it

  1. Enquiries pile up in a shared inbox (3 hrs a week, illustrative)Enquiries are read and answered in draft, ready to send
  2. Phone tag to book appointments (2 hrs a week, illustrative)Patients book online and get a confirmation straight away
  3. The same patient details typed into three systems (2.5 hrs a week, illustrative)Details are entered once and synced everywhere
  4. Paper intake forms to chase and file (1.5 hrs a week, illustrative)Forms are sent before the visit and filed automatically
  5. Follow-ups go cold (1 hr a week, illustrative)Reminders and follow-ups go out on time, every time
  6. Friday-afternoon reporting (2 hrs a week, illustrative)The weekly report is ready on Monday morning

A person approves at the sign-off points: anything sent to a patient, and anything to do with money.

Times are illustrative, not measured.

This is an example to show how it works. Every business runs differently, so we'd map yours first.

It's the same idea whether you run a clinic, a gym or a trade business.

A person booking an appointment on their phone from the couch.
A physiotherapist reviewing notes on a laptop between appointments.
A tidy, calm clinic front desk at the end of the day.

How it works

  1. We look at your week and your current workflows.
  2. We identify the bottlenecks.
  3. We establish the ROI on automation and prioritise.
  4. We map out the build.
  5. Your callYou decide on the guardrails: human-in-the-loop approval checks.
  6. Your callYou sign off.
  7. We build.
  8. We beta test on site and debug.
  9. We implement and onboard your team for best practice, with SOPs.

We're available during business hours, Monday to Friday, and on call for emergencies on weekends, should anything need our attention.

In daily use

At a Melbourne café we co-founded and sold in 2026, these ran every day:

  • An AI marketing team, with strategist, copywriter and designer agents, producing content for Instagram, Facebook and Google Business, tracked on a live dashboard
  • A custom inventory system connected to Square and Xero. Each sale used up stock at recipe level, low stock was flagged, supplier orders were drafted automatically, and the cost of goods was always current.
  • Automated workflows for rosters, sick cover, onboarding, staff messages and Award-aligned performance reviews

Sol Media runs the same way. We're one founder, a team of associates and AI agents. Each agent has its own job, and a person reviews the work before it reaches you.

Screenshot of the café inventory system: stock levels, low-stock alerts and supplier orders.
The inventory system we built for the café.
Inside the Melbourne café: the counter, coffee grinders and cabinet, with customers at the tables.
The café, 2024 to 2026.

Price on application

Every business is different, so we start with a conversation and a look at how you work. Then you get a fixed quote before anything is built.

Get in touch

Get in touch

Price on application. We'll talk it through with you first, then give you a fixed quote before any work starts.

Get in touchmail@solmedia.com.au