Every Safety Culture audit becomes invoice- or quote-ready automatically. Only the quotes that need approval reach your VA.
Prepared for Brendan Watson · Tuesday 26 May 2026
What we heard
The problem, in your own words
“
The process I'm thinking of trying to remove or reduce is that when the audit is completed there is a manual part where the audit needs to be read and seen if there is any issues with the job. If there isn't, it is added to the invoice and invoiced. If there is, a quote is created and added to the quote and quoted from there.
— Brendan Watson, Aerocycle · audit prep form
The goal
What we're working toward
One sentence
Every report from Safety Culture automatically becomes invoice- or quote-ready, and the only reports that hit your VA's desk are quotes that need to be approved before they're sent off.
Ideal outcomes
What "done" looks like for Aerocycle
If we hit these, the build worked.
Every Safety Culture audit is filed to its AroFlo job — automatically, every time.
200 monthly reports stop touching your VA — only the ones that need a quote reach her.
Each quote-worthy issue arrives evidence-backed, with notes and photos already attached — ready to price.
Capacity to absorb 2–3× job volume without hiring more admin staff.
Every audit traceable per job — searchable, dated, all in one place.
The build in one picture
Three phases. Each one earns the next.
Phase 2 and 3 only switch on once Phase 1 is proven and trusted. Low risk the whole way through.
PHASE 1
File every audit
Audits attach themselves to the right AroFlo job, on their own.
PHASE 2
Read & flag
AI spots the audits with quote-worthy issues — you stop reading every one.
PHASE 3
Draft the quote
Quote drafts auto-created in AroFlo. VA still approves before sending.
PHASE 1
File every audit automatically
Every finished audit attaches itself to the right job in AroFlo — on its own.
1
Audit finished
A tech signs off an audit in Safety Culture.
2
System grabs it
Pulls the report and the PDF.
3
Finds the job
Matches it to the AroFlo job by job number.
4
Attaches the PDF
Files the audit onto that job.
If a report can't be matched, it goes to the VA's review list — nothing gets lost.
No more "where does this report go?" work.
PHASE 2
Read it and spot the work
The AI reads each audit and flags the ones with extra work worth quoting.
1
AI reads the audit
Every check, every note, every photo flag.
2
Problem or clean?
Decides if anything failed and needs fixing.
3
Pulls out the items
Lists each thing that needs a quote, with evidence.
A clean audit is tagged ready to invoice and skips straight ahead.
Instead of reading 200 reports, you only see the ones that need attention — with a ready-made "what to quote" list.
PHASE 3
Draft the quote — a person still approves
Later phase
A quote is drafted in AroFlo, ready to go. Only a human sends it. Switched on once Phases 1 and 2 are running smoothly.
1
Builds the quote
Turns the flagged items into line items.
2
Creates a draft
A draft quote in AroFlo, attached to the job.
3
VA checks it
Reviews it and sets the final pricing.
4
VA sends it
Goes to the customer — only after approval.
Nothing reaches a customer without your VA approving it first. The human stays in control.
Quoting gets faster, and the admin team becomes scalable.
Built for the messy reality
Not just the demo — every nasty edge case is already planned for
The things that break a half-built integration. Handled.
Two audits for the same job
Both are kept and dated. The newest stays live, the history is retained — nothing overwritten.
Audit done with no signal
The job waits for the phone to reconnect, then flows through automatically. Offline uploads aren't missed.
The same report sent twice
Spotted by its audit ID and a file fingerprint, then ignored — so nothing gets filed or quoted twice.
AroFlo's API has limits
If it won't create a quote directly, it drops a ready-to-go task on the job instead — the VA finishes it in one click.
We confirm exactly what AroFlo allows in Week 1, before building further.
Under the hood
For when you want the technical detail
n8n sits in the middle as the "traffic controller." Safety Culture provides completed inspection data + PDF exports. AroFlo becomes the destination for attachments, notes, tasks, and (when its API allows) draft quotes. Every workflow follows the same simple shape: fetch data → manipulate → act.
Job matching (the most important design choice)
Best: AroFlo Job Number (JN) captured inside the Safety Culture audit
Fallback: Asset / Building ID captured in the audit
Last resort: Site + customer + technician + date
Reliability built in
Dedupe on Safety Culture inspection ID + file checksum
Automatic retries on export / upload failures
Exception queue when a job match fails — routed to a human triage list
Audit trail: every run logs attached / flagged / failed / retried
What needs to be true to ship
Safety Culture: webhook or API for completed audits
A shared join key added to your Safety Culture audit template (the JN)
If AroFlo's write access is limited
Quote creation falls back to note + task on the job
Or hybrid — draft held externally, linked from AroFlo
Either way Phases 1 and 2 still ship in full
Investment
Two ways in. Both human-approved. Both refundable.
RECOMMENDED
Option A
Pilot — Core Automation
$4,900 AUD
The full Phase 1 build: every audit lands on the right AroFlo job, automatically.
Match audits to AroFlo jobs by JN
Attach the PDF to the job
Notify the team when an audit lands
Full logging + dedupe
Exception queue for unmatched reports
Week 1 = API discovery + wiring. We confirm exactly what AroFlo allows before building further. If it doesn't support what we need, the refund clause is your clean exit.
Option B
Pilot+ — with Quote Pack
$7,900 AUD
Everything in Option A, plus the AI Quote Pack — Phase 2 included.
Everything in Option A
AI reads every audit and flags the ones that need a quote
Pulls out each quote-worthy item with evidence + notes
Estimator gets a short summary + link to the audit
Payment
50% deposit to start · 50% on delivery
Guarantee
Full refund within the first 30 days after kickoff
Next step
How we start
Sign the engagement letter. Lock in kickoff.
I'll send it to you on DocuSign straight after this call. Pick the start date, send the 50% deposit, and we begin Week 1 — API discovery and wiring.