Phone AI Receptionist Answers the calls you can't take, and books the job in or holds it for you to confirm.
When it answers Answer every call, after your mobile rings first, or only outside your hours Rings your mobile first: press a key to take the call Your personal voicemail can never steal a business call Choose how long your mobile rings first, 8 to 25 seconds Falls back to voicemail if anything is unavailable Pause the AI any time without losing your number How it sounds Six voices to choose from, each with a preview Five greetings to pick from Opens with your business name automatically What it asks the caller Their name and phone number Address or suburb What the job is How urgent it is Best time to call back Turn it on and it asks for a photo. The text it sends them has a spot for one. Their email, if you want it What it can do on the call Takes the job, the address and the time the customer would like Texts the customer a link to check their details and add a photo Records a callback with the urgency attached Answers questions about your hours, services and areas Recognises existing customers on caller ID Books a free time from your calendar on the call, if you turn it on After the call Texts you a recap: who rang, what they need, callback number Full recording, with the caller and the AI on separate channels Written transcript and an AI summary Outcome recorded: booked, details taken, question answered, or hung up A details link texted to the caller automatically Rules you control If/then rules picked from plain-English lists Take details, flag urgent, or politely decline After-hours emergency handling with your call-out fee The suburbs you cover after hours Each rule saves with one tap Open Phone AI Receptionist Mobile AI Voice Assistant Run the admin by talking: hands dirty, phone in the cradle, driving between jobs.
Ask it anything What is on today, tomorrow, this week or this month Who owes you money, and how overdue they are Everything about a customer: jobs, quotes, invoices, balance Everything on a job: when, where, who's on it, the quote and invoice Which messages are still waiting on a reply Who is on the tools today and what they are on Recent receptionist calls and what each caller wanted Which phone bookings have not been confirmed yet It writes things for you A reply to a waiting customer message A payment reminder: friendly, firmer, or final A quote follow-up text The text that sends a saved quote Resends a phone booking's confirmation link It gets things done Creates a quote with line items and GST. The app adds the total Creates an invoice, pulling the customer's details across Books a job straight into your calendar from plain speech Logs a lead before you forget it Adds a note or a reminder onto a job Sends the message, reminder, follow-up, quote or invoice once you say yes You stay in charge It tells you who, how much and where before you say yes Nothing is sent until the app has your yes or your tap It never claims something was sent before it actually was Talk over it to cut in, or tap to stop it. No push-to-talk Your minutes for the month, on screen while you talk Open Mobile AI Voice Assistant Quoting Get the quote out the same day, before the customer rings someone else.
Building the quote Start from a job, an enquiry, or a blank quote Line items with your own units: hourly, per metre, per point, each Separate labour and materials, or price the lot as one Pull the customer, site address and contact straight off the job Attach photos and documents to the quote AI tidies your scope wording without changing the numbers Save a quote as a draft and come back to it Pricing that remembers When Galaxera drafts a quote from a call or email, it prices lines from quotes it drafted that you sent Matches on the wording of the line, not an exact string Prices you won on lift to the top; prices that lost drop away Recent work counts for more than work from a year ago Every suggestion is editable before it goes out Quote or proposal Switch a quote to a narrative proposal for a lump-sum price Proposals read as an overview and scope sections instead of a line-item table Both carry your terms, validity period and warranty wording Deposit amount stated on the document GST follows your registration: no GST shown if you are not registered What the customer receives A link to your branded quote, with your logo, colours and business details. They can save it as a PDF. Sent by email or text, or both Opens on a private link: no login, no app Accept or decline from the same page Your terms, validity date and warranty on the document When they accept The quote becomes a job with the customer and site address on it The expense list carries across to the job Pick the day and the worker from the job Follow-ups stop the moment it is accepted A decline is recorded against the quote, not lost Quotes that don't go quiet A Home reminder starts when you send a quote It stays on your Home until they answer Marked Follow-up due at 3, 7 and 14 days by default Accepting or declining clears the remaining reminders You choose the intervals See when they've opened it: Opened, no reply Open Quoting Plan Takeoff & Measuring Count and measure from the drawing, then price the result from your own rates.
Getting the drawing in PDF plans, including multi-page sets A photograph of a printed drawing DWG files imported and rendered Page-by-page scale, so a detail sheet is not measured at the site plan's scale Measuring Counts, run lengths, areas and volumes Wall area as run length x height, less the doors and windows you list with their sizes A waste percentage per measured region Quantities recalculate when you move or reshape a mark Counting and marking up Pick the item and tap each one; the count adds up as you go A DWG file comes in already counted from its blocks 454 trade symbols across electrical, control, plumbing, HVAC, solar, carpentry and painting Starter item types suggested for your trade Text labels and boxes for notes on the drawing An auto-legend listing the symbols you have placed Export the marked-up plan to send or file Onto the quote Measured quantities become quote lines Priced from your saved rates The takeoff stays saved on the quote, ready to reopen Open Plan Takeoff & Measuring Invoicing Invoice the day you finish, and let Galaxera do the chasing.
Raising the invoice The lines from the job's quote are already there. Check the prices and send. Invoice straight from an accepted quote Or raise a standalone invoice for work that never had a quote Lines from the job's quote come across Every line from the quote comes across, however long the job Save as a draft until you are ready to send Tax and terms GST follows your registration status: nothing charged if you are not registered The tax label changes with it, so the document is never misleading Payment terms prefilled from your settings Your bank details and payment reference printed on the invoice A deposit is recorded against the invoice and the balance shows what's left What the customer receives A branded PDF with your logo, colours and ABN Sent by email or text, or both Opens on a private link: no login required A separate receipt document once it is paid The PDF has the same layout and figures as the page they open Getting paid Overdue invoices are chased automatically on your own schedule Default ladder is 7, 14 and 30 days after the due date, between 8am and 7pm Chases go by email and text, in the wording you pick: Friendly, Direct or Formal Chase it manually and the next scheduled one steps aside Anyone who has opted out of messages is skipped Marking an invoice paid cancels every remaining chase Books that stay straight Sent invoices show up in Xero within 15 minutes When the payment is recorded in Xero, Galaxera marks it paid That cancels the chase, so a customer who has paid stops hearing from you Open Invoicing Job Management Every job, every detail, in one place instead of across three notebooks and a group chat.
The job record Customer, site address and contact on every job Notes you can add as you go, from your phone Reminders on a job so the thing you promised doesn't get forgotten Before and after photos, kept against the job Materials used, with cost Time on site logged against the job Documents and drawings attached to the job Scheduling and crew Drag a job to another day, or onto a worker to hand it over Warns you when a worker is already booked at that time Reschedule without the times drifting between timezones See the whole crew's day in one view Assign more than one worker to the same job Writes out to your Google Calendar Proof the work happened Text the worker a check-in link for the job Check-in and check-out stamped with the time, and the location when the phone allows it Before and after photos captured at the site, not from memory Worker leaves a note on what they found Check-ins sit on the timesheet as proof. A visit with no booked shift becomes a draft entry for you to confirm See which workers haven't checked in yet, and message them from Team The Job Pack Nine sections: customer, description, materials, crew, safety, checklist, photos, documents, and the address with access notes Turn any section off for a job that doesn't need it Checklists seeded onto the job from your own templates Safety and compliance notes carried on the pack Hand it to a worker so they arrive knowing the job Compliance certificates The Certificate of Electrical Safety (VIC), the Certificate of Compliance for Electrical Work (NSW), the Victorian Plumbing Compliance Certificate and Queensland's Form 4, by name A Gas Compliance Certificate, and a general electrical or plumbing Certificate of Compliance in the other states A Job Completion Compliance Declaration for trades with no statutory certificate Licence holder name and licence number are required fields Certificate number recorded where your scheme issues one Each electrical test marked Pass, Fail or N/A: earth continuity, insulation resistance, polarity and RCD operation, plus fault-loop impedance on the Victorian COES The declaration is signed by the licensed worker, naming the standard Customer counter-signs to acknowledge handover Signed on a private link, emailed to the customer as a PDF, and the signed record stays on the job Finishing up Send the customer a progress update mid-job A completion report with the work, photos, materials and the booked times Raise the invoice straight from the finished job The job's history stays against the customer for next time Open Job Management Team Management Crew bookings, timesheets, payslips and leave, without a shoebox of paperwork.
Your crew on the books Worker record with employment type and pay rate Assign workers to jobs and see who is on what A worker's hours and pay across any period you choose Per-worker reports for the jobs they ran Timesheets Site check-ins sit on the timesheet as proof. A visit with no booked shift becomes a draft entry for you to confirm Workers enter or correct their own hours in the portal You approve hours before they reach a payslip Scheduled hours worked out from the job assignment Hours roll straight into the pay run Leave Workers request leave from their phone Approve or decline it yourself Approved leave shows on the calendar, so you see the gap before you book the job Payslips on the Fair Work template Laid out on the Fair Work template: employer ABN, pay period, hours and rates, PAYG, super and fund Add your ABN and fund once and every slip carries them Gross, tax withheld, net and superannuation shown separately Super calculated at the guarantee rate, 12% by default and changeable Your default super fund on every slip, and you can change it on any slip PAYG worked out for you, and editable on any slip Set PAYG to zero on a slip that needs none The PDF matches the preview you approved Their papers on file Driver licence and white card kept on the worker's record An expiry date on each, so a lapsed ticket reads Expired Their signed employment agreement filed the same way Any other document you need to keep, named by you The employee portal Free for every employee, on every plan: it doesn't use a seat Workers see their own timesheet, leave and payslips No app to install They see their own record and nothing else Open Team Management Reporting & Analytics What you billed, what you got paid, what it cost and what's left, from your own records.
The four numbers Revenue: what you billed Costs: materials, purchases and team pay Profit: revenue less costs Owed: what's still out, and how much is overdue Every figure comes from an invoice, an expense or a timesheet you recorded Compared to last time This or last month, quarter or financial year, or your own dates Revenue, costs and profit shown against the period before The change shown as a percentage, or in dollars when it was small The date range is spelled out so you know exactly what is counted Money in Invoiced against collected, side by side What is overdue right now Tells you plainly when everything is current Where it went Expenses grouped by category Each category with its share of total costs, largest first Says so when nothing has been recorded, instead of showing a zero Job by job What a single job billed, cost in materials, and cost in labour Team pay split into paid and owed in the Reports export Insights points out where the period made or lost money, in plain English Export your data when your accountant wants it Open Reporting & Analytics Unified Inbox Calls, texts and forwarded email in one list, so nothing gets missed between apps.
Everything in one list Phone calls, SMS, forwarded email, web form enquiries and bookings Matched to the right customer by phone number or email Their latest quote or job status beside the message Newest first, with unread marked A Sent folder with every outbound message you have sent Calls you missed Play the recording without leaving the thread Full written transcript, speaker by speaker An AI summary of what the caller actually wanted Mark a call reviewed once you have dealt with it The AI workspace beside every message Detected purpose: job enquiry, quote request, complaint, payment, follow-up Key details pulled out: contact, address, location, project type Suggested next actions Urgency assessment For texts and email, a deeper AI read on one tap Replying Tap Reply with AI and a draft is written for you to check Tone chips: friendly, formal, shorter, comprehensive Regenerate if it misses, or edit it yourself Reply by email or SMS from the same place Attach files to email and SMS replies Compose a brand new message to anyone Finding things Search across names, subjects and summaries Filter to calls, SMS, email or everything Resizable columns on desktop, full-screen threads on mobile Pull to refresh Open Unified Inbox AI Reply Drafting Tap once for a draft. Read it, change what you want, send.
How the draft is written Draft ready in a few seconds Reads the conversation, not just the last message Uses your hours, policies and call-out fee Signs off with your name You stay in charge Tone chips: friendly, formal, shorter, comprehensive Regenerate when it misses the mark Edit any word before it goes Nothing sends until you press send Drafts are written when you tap Reply with AI Saved customers who reply STOP are taken off reminders and chasers It will not make things up Never invents prices, quantities, dates or times Leaves a placeholder rather than guessing a figure Never claims something was booked, sent or paid Australian English, plain and professional, no emojis Open AI Reply Drafting Automated Follow-ups The chasing that makes you money, done on a schedule instead of when you remember.
Chasing an overdue invoice A chase ladder starts when you send the invoice 7, 14 and 30 days past the due date by default, set your own Goes out by email and text, friendly, direct or formal Chase one manually and the next scheduled chase steps aside Re-sending the invoice rebuilds the ladder instead of doubling it Marking it paid cancels every chase still to come Reconciling the payment in Xero cancels them too Before you turn up Customers get a reminder ahead of a booked job Rescheduling the job rebuilds the reminders around the new time Cancelling or completing the job cancels them Asking for the review At least 4 hours after the job is finished, between 8am and 7pm Asks for a Google review while the work is still fresh Send automatically, or have Galaxera ask you first Won't ask the same customer again within 90 days Quotes you sent and heard nothing about A Home reminder starts when you send the quote It shows on your Home once they open it or it goes quiet, until they answer Re-sending the quote resets it Accepting or declining clears what's left Rules that keep you out of trouble Anyone who opts out stops getting reminders and chases A STOP or an unsubscribe stops every reminder and chase, text and email Texts go from your number, emails from your own inbox Two runs never pick up the same reminder Open Automated Follow-ups Xero Integration Invoices go to Xero, and payments stay in step both ways.
Connecting it Sign in to Xero and approve the connection, no keys to copy Pick the sales account and tax rates your invoices are coded to Pick the bank account your payments land in Choose which Xero organisation to sync with Disconnect whenever you want, without losing your Galaxera records Invoices going out Invoices you send push into Xero automatically The customer is created in Xero if they aren't there yet Matched to the existing Xero contact when they are Line items, GST and totals match your invoice to the cent Each invoice is linked to its Xero copy, so it's never doubled up. Edits and voids on an unpaid invoice follow it to Xero. Payments coming back Each payment recorded in Xero comes back as its own payment line Each payment recorded here goes to Xero on its own date, and edits follow it Once the invoice is fully paid, every chase still queued for it is cancelled A customer who has already paid stops hearing from you Runs on its own, nothing to press Safe to run twice; an already-paid invoice is left alone Open Xero Integration Website Creation Pick from 30 trade templates, put in your own words and photos, and publish from $99 + GST one-off.
Choose how it looks 30 templates, each with its own colours and fonts Templates suited to your trade, with sample words you replace Switch template any time. Undo brings your changes back. Template colours, 6 colour sets or your own brand colour, and 4 font choices per template Upload your logo once and it shows in the header, and in the footer on most templates Write it in your own words Every headline, paragraph and service description is yours to edit AI writes a first draft when you ask it to "Polish" any single field without touching the rest Write the whole home page in one tap, service descriptions included Nothing is AI-generated unless you press the button Your photos Upload your own from your device Or pull straight from your real job photos Set a hero image, service photos and a gallery Reviews you add Add up to 6 reviews with name, job, star rating and when Show your Google star rating and link to your Google reviews page See it as you build it Live preview that re-renders as you type Switch between desktop and mobile while you edit Saves itself while you work Publish and keep editing Publish for a one-off $99 + GST (studio templates $150, premium $200). It goes live on your Galaxera address once paid. Buy a domain through Galaxera (yearly fee) and we set it up for you. Already own one? Add one DNS record and we connect it. Unlimited edits and re-publishing after you pay. A dearer template costs the difference. Unpublish any time Contact form, phone number in the header and social links built in Open Website Creation Marketing Post the job you just finished, and email the customers who have gone quiet.
Never stare at a blank caption Post ideas from jobs you finished in the last 60 days, with photos Plus what is timely for the month you are in One tap turns an idea into a started post Describe the job in your own words and it writes the caption Ask for another idea until one fits Sound like you Three looks: quiet, bold or warm and local Tick your logo, phone, website, email or area onto the design, a booking link onto the caption Eight post styles, from before-and-after to special offer Every caption editable before you post Your real job photos Pick straight from site check-ins and before-and-after shots Or upload from your phone The design Designs for finished jobs, before and after, reviews, offers, tips and more Move, resize and recolour any text in the design studio Your choice of font, size and colour for each line Your logo and contact details along the bottom Designed around your brand colour Three sizes: square, portrait and Story Email campaigns to past customers 27 reasons to write: keep in touch, Christmas, New Year, Easter, end of financial year, winter and summer check-ups, storm season, spring jobs, a seasonal reminder, a service due, a project follow-up, safety tips, a discount, a new service, a service spotlight, meet the team, thank you, a review, a referral, a milestone, working in your area, holiday hours, booking lead time, a property manager update, a price change, or your own reason The subject line and the email written for your trade, from the reason you picked 32 email designs, seasonal and plain. Change the colours to suit. Add a hero photo from a real job Your own greeting, with each customer's name filled in Send yourself a test, then press send. It goes out in batches of 25 from there. Who gets the email Every customer with an email address, in one list Sorted by how long since their last job: under a month, 1-3, 3-6, 6-12, over a year, or never Tick the ones you want, or take a whole bracket at once Anyone who unsubscribed or opted out of messages is shown as skipped, not quietly dropped An unsubscribe link on every email, and consent re-checked at the moment of sending Nobody can be queued into the same campaign twice Publish or schedule Post to your Facebook Page, Instagram, or both Preview it on a phone before you post Schedule for later, or add it to your next posting time Cancel a schedule and it drops back to a draft Download the finished image whenever you like Nothing posts unless you post it, schedule it, or switch on Auto-post Open Marketing