I built an AI assistant that runs my office
A few weeks ago I shared how I built a one-step enrollment system for my lawn care program — client enters their info, credit card goes on file, and they're enrolled. No quote approval, no back-and-f...
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Thanks for the interest — happy to break it down.
The foundation is a client database I built in Airtable. Every client has one record with their full communication timeline — every text, call, email, voicemail, and form submission gets automatically logged there through Zapier. So when a new lead comes in, I'm not piecing together a conversation from three different apps. It's all in one place, in order.
On top of that database, I connected an AI assistant (I use Claude) through something called an MCP server. That's just a technical way of saying the AI has live, direct access to my Airtable data — it can read every client record and interaction in real time. So when I run my morning briefing, I'm not copying and pasting anything. I just ask it what needs attention and it reads the database, tells me who contacted me overnight, who's going cold, and what to do next. It drafts replies in my tone. I review and send.
Jobber stays at the center of everything — jobs, scheduling, quotes, invoicing, visit history. I don't try to replace that. What I built is the layer between Jobber and everything that happens before and after a job. Lead comes in, gets qualified, gets booked — that whole process now runs through the AI system. Once they're booked, Jobber takes over.
The tools are: Jobber (core), Airtable (client timeline), Zapier (connects everything), Claude AI (briefings and drafting), and an AI receptionist on my phone line.
It wasn't easy to build — I pieced it together bit by bit, figured out what broke, fixed it, and kept going. If you're willing to put in the time to understand how your own business flows, you can build something like this too. Happy to answer any specific questions.