Customer story · in partnership with Mindlab
Mindlab gave us back our evenings
An M&E contractor runs on paperwork — quotes, invoices, POs, reports. Mindlab built us an agentic AI assistant that now takes care of nearly all of it, from one chat on our phones.
“I'm an engineer, not an admin clerk. Mindlab built us an assistant that just handles the back office — I message it like a colleague and the quote, invoice or report comes back done. It's the best decision we made for the business this year.”
The challenge
As a hands-on M&E contractor, the real work happens on site — but every job also drags a tail of paperwork behind it. Quotations after hours, invoices to chase, purchase orders to suppliers, submission reports for managing agents, and the accounting that ties it all together. It was eating into evenings and weekends, and the formatting was never quite consistent.
What Mindlab built
Mindlab designed and deployed an agentic AI assistant, built with Claude (Claude Code and Claude Cowork), that we talk to through a single Telegram chat — on the phone, on site, anytime. We describe a job in plain words and it produces the right document, correctly numbered and formatted to our house style, then keeps a live record so the books always reconcile. The templates are locked in, so every quote and invoice comes out looking the same — no drift, no re-typing. It even runs our new-client outreach in the background, politely and on schedule.
The difference it made
to produce a quote that used to take an evening
admin workflows handled by one assistant
available from a single Telegram chat
template drift — every document comes out consistent
What the assistant handles
One chat, the whole back office — here's what Mindlab put on autopilot for us.
Quotations
A client enquiry becomes a numbered, correctly-formatted PDF quote in minutes — pricing, scope and terms laid out the same way every time.
Invoices
Quotes convert to invoices with running numbers and a live ledger, so nothing is missed and the paperwork always matches the job.
Purchase orders
POs to our suppliers are raised from the same assistant, logged and numbered automatically.
Submission reports
Site photos and job notes are turned into tidy submission reports ready to hand to the MCST or managing agent.
Accounting & payments
Payments, expenses and outstanding invoices roll up into clear summaries and PDFs — we can see where the business stands at a glance.
Lead outreach
New estates to approach are contacted on a steady, polite cadence, with replies tracked and opt-outs handled for us.
“If you run a small business and you're drowning in admin, this is what AI should actually do — quietly take the busywork off your plate. Mindlab understood our trade and built something that fits the way we really work.”
David Lee · Founder & Lead Engineer, PNEUMAX ENGINEERING