Zixly Service Catalog

Version: 2.0
Last Updated: 2025-10-25
Owner: Service Delivery
Status: Active Service Offerings

Overview

Zixly provides business automation services for Brisbane and South East Queensland SMEs. We connect your existing business systems (Xero, HubSpot, Shopify, Asana, etc.) so they work together automatically, eliminating repetitive data entry and saving 10-20 hours per week.

Core Service Offerings

1. Business Automation Starter

Service: Connect 2-3 core business systems with automated workflows

What’s Included:

• OAuth connection setup for 2-3 systems (e.g., Xero + HubSpot)
• 2-3 core automation workflows solving your biggest pain points
• Simple dashboard showing key business metrics
• Team training (2 hours, in-person or virtual)
• Documentation and workflow diagrams
• 30-day post-launch support

Investment: $3,000 - $5,000 (one-time)
Timeline: 1-2 weeks
Best For: Small businesses (5-15 employees) wanting to prove automation value with quick wins

Example Workflows:

• Invoice paid in Xero → Update customer status in CRM
• New deal won in CRM → Create invoice in Xero + send welcome email
• Time tracked → Weekly timesheet compiled and ready for invoicing

2. Complete Business Automation

Service: Comprehensive automation across 5-8 business systems

What’s Included:

• Everything from Starter, PLUS:
• OAuth connection setup for 5-8 systems
• 5-10 custom automation workflows
• Integration between accounting, CRM, project management, e-commerce
• Business intelligence dashboard with real-time data
• Advanced reporting and analytics
• Team training (8 hours over multiple sessions)
• Comprehensive documentation
• 60-day post-launch support and optimization

Investment: $8,000 - $15,000 (one-time)
Timeline: 4-6 weeks
Best For: Growing businesses (15-50 employees) with multiple systems and complex workflows

Example Workflows:

• Customer lifecycle: Lead → CRM entry → Deal won → Invoice → Project folder → Team notified → Payment received → Thank you email
• Financial automation: Time logged → Timesheet compiled → Invoice generated → Payment reminder → Receipt recorded → P&L updated
• Inventory management: Stock low → Supplier notified → Purchase order → Receipt logged → Inventory updated

3. Enterprise Business Suite

Service: Industry-specific automation with custom workflows and advanced features

What’s Included:

• Everything from Complete, PLUS:
• Unlimited system integrations
• Industry-specific workflow customization (construction, professional services, e-commerce, manufacturing)
• Advanced business intelligence and predictive analytics
• Multi-location support with centralized reporting
• Compliance automation (trust accounting, quality control, audit trails)
• Custom reporting and data exports
• Mobile access to dashboards
• Comprehensive training program (12+ hours)
• 90-day full support with dedicated contact
• Monthly optimization reviews

Investment: $20,000 - $40,000 (one-time)
Timeline: 8-12 weeks
Best For: Established businesses (40-100 employees) requiring industry-specific customization

Industry-Specific Examples:

• Construction: Job costing automation, progress billing, subcontractor management, variation tracking
• Professional Services: Matter management, timesheet-to-trust accounting, WIP tracking, client portals
• E-commerce: Multi-channel inventory sync, order fulfillment, returns processing, customer lifecycle emails
• Manufacturing: Production scheduling, materials procurement, quality control tracking, cost analysis

4. Custom Workflow Development

Service: Additional workflows beyond your package

What’s Included:

• Business process analysis and mapping for new workflow
• Custom workflow design and development
• Integration with existing or new systems
• Testing and quality assurance
• Documentation and training
• 30-day support for new workflow

Investment: $1,000 - $3,000 per workflow (depending on complexity)
Timeline: 1-2 weeks per workflow
Best For: Businesses with specific automation needs beyond existing workflows

Example Custom Workflows:

• HR Onboarding: New hire → Create in payroll system → IT access provisioning → Document signing → Welcome package
• Marketing Automation: Form submission → Lead scoring → CRM update → Email sequence → Sales notification
• Quality Control: Inspection → Results logged → Pass/fail decision → Customer notification → Compliance documentation

5. System Integration Services

Service: Connect a new business system to your existing automation

What’s Included:

• OAuth or API key setup and authentication
• Integration configuration and testing
• Data mapping between new system and existing systems
• Error handling and monitoring setup
• Testing and validation
• Documentation update

Investment: $500 - $2,000 per integration (depending on system complexity)
Timeline: 3-7 days per integration
Best For: Businesses adding a new system (new CRM, new project management tool, etc.) that needs to integrate with existing workflows

Common Integrations:

• Accounting: Xero, MYOB, QuickBooks
• CRM: HubSpot, Pipedrive, Salesforce
• Project Management: Asana, Monday.com, Trello
• E-commerce: Shopify, WooCommerce, Magento
• Communication: Slack, Microsoft Teams, email

6. Monthly Management & Optimization

Service: Ongoing workflow management, monitoring, and new automation development

What’s Included:

Basic Management ($500/month):

• Workflow monitoring and health checks
• Bug fixes and adjustments
• Monthly performance report
• Email support (response within 24 hours)
• Quarterly optimization review

Professional Management ($1,200/month):

• Everything in Basic
• 1 new workflow per month (or equivalent optimization)
• 1 new integration per quarter
• Priority support (response within 4 hours)
• Monthly strategy call
• Workflow analytics and recommendations

Enterprise Management ($2,000/month):

• Everything in Professional
• 2 new workflows per month
• Unlimited integration updates
• Same-day support response
• Dedicated Slack/Teams channel
• Bi-weekly optimization sessions
• Quarterly business review with executives

Investment: $500 - $2,000/month (recurring)
Commitment: Month-to-month (3-month minimum initially)
Best For: Businesses wanting hands-off automation management and continuous improvement

7. Business Process Consulting

Service: Expert advice on process improvement and automation strategy

What’s Included:

• Business process mapping and documentation
• Workflow design and optimization recommendations
• System selection advice (which CRM, accounting software, project management tool)
• ROI analysis for automation opportunities
• Change management guidance
• Team training and adoption support

Investment: $150 - $250/hour
Typical Engagements:

• Process Mapping Workshop (8-16 hours): $1,200-$4,000
• System Selection Consulting (6-12 hours): $900-$3,000
• Workflow Design (10-20 hours): $1,500-$5,000
• Team Training (4-8 hours): $600-$2,000

Best For: Businesses needing guidance before committing to automation, or those wanting to optimize existing processes

Service Packages (Quick Reference)

Starter Package

Perfect for: Small businesses (5-15 employees)

What’s Included:

• 2-3 system connections (e.g., Xero + HubSpot)
• 2-3 core automation workflows
• Simple dashboard
• 2 hours training
• 30-day support

Investment: $3,000 - $5,000
Timeline: 1-2 weeks

Best Use Cases:

• Professional services with basic invoicing needs
• Small trades businesses needing quote-to-invoice automation
• Retailers with simple inventory tracking

Professional Package

Perfect for: Growing businesses (15-50 employees)

What’s Included:

• 5-8 system connections
• 5-10 custom workflows
• Advanced dashboard with analytics
• 8 hours training
• 60-day support
• Optional monthly management

Investment: $8,000 - $15,000
Timeline: 4-6 weeks

Best Use Cases:

• Professional services firms with complex billing
• Construction companies with job costing
• E-commerce businesses with multi-channel sales
• Service businesses with project management needs

Enterprise Package

Perfect for: Established businesses (40-100 employees)

What’s Included:

• Unlimited system integrations
• Unlimited custom workflows
• Industry-specific customization
• Advanced analytics and reporting
• Multi-location support
• 12+ hours training
• 90-day full support
• Monthly management included (first 3 months)

Investment: $20,000 - $40,000
Timeline: 8-12 weeks

Best Use Cases:

• Multi-location businesses needing centralized visibility
• Businesses with industry-specific compliance requirements
• Companies with complex operations across multiple departments
• Organizations ready for complete digital transformation

Service Delivery Process

Phase 1: Discovery

Free Business Automation Assessment (30-60 minutes):

• Discussion of current systems and pain points
• Identify quick win opportunities
• High-level recommendations and ballpark investment
• No obligation

Paid Business Process Review ($500, credited to project):

• Deep-dive into current workflows (2-4 hours)
• Document current vs ideal state
• Specific ROI calculations for each workflow
• Detailed proposal with exact scope

Phase 2: Proposal & Agreement

• Detailed proposal with scope and deliverables
• Fixed-price investment (not hourly)
• Timeline with milestones
• Payment schedule (typically 30/40/30)
• Service level commitments

Phase 3: Implementation

Week 1: Setup

• Kickoff meeting
• System access and credentials
• Confirm workflows and priorities

Weeks 2-N: Development

• Build and configure workflows
• Weekly progress updates
• Demo completed workflows
• Gather feedback and adjust

Final Week(s): Training & Handover

• Train your team
• Test with real data
• Adjustment period
• Documentation review
• Go-live and handover

Phase 4: Post-Launch Support

• Included support period (30-90 days depending on tier)
• Monitoring and issue resolution
• Bug fixes and adjustments
• Email and phone support
• Optimization suggestions

Phase 5: Ongoing (Optional)

• Monthly management services
• Continuous optimization
• New workflow development
• System updates and maintenance

Industry-Specific Service Examples

Professional Services (Law, Accounting, Consulting)

Typical Package: Complete Business Automation ($10K-$15K)

Common Workflows:

• Client intake → Matter created → Conflict check → Engagement letter → CRM updated
• Time logged → Daily/weekly timesheet → WIP reporting → Invoice generation
• Trust receipt → Trust accounting entry → Client ledger update → Reconciliation
• Document created → Version control → Client portal upload → Client notification
• Invoice sent → Payment reminder sequence → Receipt → Thank you email

Systems Typically Integrated: Practice management software, Xero/MYOB, document management, CRM, email

Construction & Trades

Typical Package: Complete Business Automation ($12K-$18K)

Common Workflows:

• Enquiry → Site visit scheduled → Quote generated → Follow-up reminders
• Quote accepted → Job created → Materials list → Purchase orders → Supplier notifications
• Job progress → Progress claim generated → Customer notified → Payment tracked
• Supplier invoice → Job allocated → Xero entry → Approval workflow
• Job complete → Final invoice → Certificate generated → Customer feedback request

Systems Typically Integrated: Job management software, Xero/MYOB, quote/estimating tools, supplier portals

E-commerce & Retail

Typical Package: Complete Business Automation ($14K-$20K) or Enterprise ($25K-$35K for multi-channel)

Common Workflows:

• Order placed → Inventory allocated → Pick list → Shipping label → Customer notification
• Low stock → Purchasing alert → Supplier order → Receipt → Inventory update
• Payment received → Accounting entry → Thank you email → Loyalty points awarded
• Return initiated → Return label → Refund processed → Inventory adjusted
• Customer inquiry → Support ticket → Resolution → Feedback request

Systems Typically Integrated: E-commerce platform, Shopify/WooCommerce, Xero, inventory management, shipping, CRM

Manufacturing

Typical Package: Enterprise Business Suite ($25K-$40K)

Common Workflows:

• Sales order → Production schedule → Materials check → Purchase if needed
• Production start → Materials allocated → Quality checkpoints → Finished goods
• Quality inspection → Pass/fail → Customer notification → Compliance documentation
• Finished goods → Inventory update → Invoice generation → Shipping arranged
• Cost tracking → Job costing → Profitability analysis → Quote refinement

Systems Typically Integrated: ERP/MRP system, Xero, inventory management, production tracking, quality control

Why Choose Zixly Services

✅ You Own Everything

• Workflows run in your business systems (Xero, HubSpot, etc.)
• No vendor lock-in - can leave us anytime
• Complete data control and ownership
• Export and documentation provided
• Can self-manage or hire another provider

✅ Brisbane-Based Local Service

• In-person meetings when needed
• Same timezone, fast response times
• Understand Australian business and compliance
• Active in Brisbane business community
• Site visits to understand your operations

✅ Business-Focused, Not Tech-Focused

• We speak business language, not technical jargon
• Focus on time saved and ROI, not APIs and code
• Training included for non-technical teams
• Documentation in plain English
• Ongoing support available

✅ Transparent Fixed Pricing

• No hourly surprises - fixed price projects
• Clear scope and deliverables upfront
• ROI calculations before you commit
• Flexible payment terms (milestone-based)
• No hidden fees or ongoing licensing

✅ Proven Process and Templates

• Industry-specific workflow templates
• Faster implementation than starting from scratch
• Best practices from dozens of implementations
• Continuous improvement based on real usage
• We use these workflows to run our own business

Frequently Asked Questions

Can I change my service tier later?

Yes! Most clients start with Starter package, prove value, then expand to Complete or Enterprise. You can also scale down if needs change.

What if I only need one specific workflow?

We offer custom workflow development starting at $1,000. If you later decide you want more, we can upgrade you to a package and credit the custom work.

Do you integrate with [specific system]?

We integrate with 100+ systems. If it has an API or supports automation, we can probably integrate it. Ask us about your specific systems.

What happens after the support period ends?

You have three options:

1. Monthly management ($500-$2K/month) - Most clients choose this
2. Pay-as-you-go consulting ($150-$250/hour) - For occasional needs
3. Self-manage - You own everything, can manage yourself

Can I manage it myself after implementation?

Yes! You own the workflows and can modify or manage them yourself. We provide complete documentation. Many clients do this initially then come back for monthly management when they realize it’s worth the cost.

What if you integrate with a system and I later switch systems?

We can update integrations for new systems. This is typically $500-$2,000 depending on complexity. Monthly management clients get this included (1 integration per quarter for Professional, unlimited for Enterprise).

Getting Started

Step 1: Free Business Automation Assessment

Book Now:

• Email: hello@zixly.dev
• Phone: 0412 345 678 (Cole)
• LinkedIn: Search “Zixly” or “Cole Morton Brisbane”

What to Expect:

• 30-60 minute conversation
• Discussion of your current systems and pain points
• Quick win identification
• Service tier recommendation
• Ballpark investment and timeline

Step 2: Business Process Review ($500, credited to project)

• 2-4 hours deep-dive into your operations
• Workflow mapping and documentation
• Specific ROI calculations
• Detailed proposal with exact scope

Step 3: Implementation

• Sign agreement and submit deposit
• Implementation begins within 1-2 weeks
• Regular communication throughout
• Training and handover
• Post-launch support

Ready to stop wasting time on repetitive admin work?

Document Version: 2.0
Last Updated: 2025-10-25
Owner: Zixly Service Delivery
Review Cycle: Quarterly
Next Review: 2026-01-25

Previous Versions:

• v1.0: Initial service catalog (mixed SME and DevOps messaging)
• v2.0: Complete transformation to SME business automation (current)