$25M revenue · 140 people · 9% EBITDA · ServiceTitan, Xero, Microsoft 365
The short version
$0.90M
More EBITDA a year
net of software and running costs
9% → 12.6%
EBITDA margin
+3.6 points
27,000
Hours back a year
24 → 9 FTE on repeatable work
16 weeks
To fully running
first value in week 8
01 · Where the time goes
24 people on repeatable work. 9 after.
Full-time equivalents spent on work that is the same every week, by function.
TodayHeadless
Calls and bookings
8 → 3
Invoicing and collections
6 → 2
Dispatch and scheduling
6 → 2
Quotes and purchasing
4 → 2
Total15 FTE of time back. 27,000 hours a year.24 → 9
02 · The stack
Your stack. Built by us. Owned by you.
PADISO is not in your stack. We choose the agents, wire them into the systems you already run, and set the rules inside your own tools. Every account, contract and log is in your name.
You
Owner and leads
7am daily summaryApprovals on mobileWeekly operating review
Agents
Bought, not built
AvocaServiceTitan Dispatch ProTitan IntelligenceChaserCustom Claude agents on n8n
The rules
Set in your own tools
Approval thresholds in SlackSpend caps in each vendorAudit logs you keepWeekly accuracy checks
Models: Claude, GPT, Gemini or Grok, chosen per task on accuracy and cost. Swappable without a rebuild.Custom agents: only where no product exists. Here, three: invoice checks, customer updates and quote drafts.
03 · The playbook
Function by function, step by step.
The tools, the order of work, the guardrail and what it is worth. Detailed enough to implement.
Calls and bookings
Weeks 5 to 8
Calls answered
71% → 100%
Hours back a year
9,000
Net EBITDA a year
$300K
Tools
AvocaServiceTitanTeams
Steps
1Pull 3 months of call recordings. Tag the top intents: new job, reschedule, quote follow-up, where is my tech.
2Connect Avoca to ServiceTitan. Load service areas, job types, pricing rules and the booking script.
3Shadow for 2 weeks on after-hours calls first. Then daytime overflow, then all inbound.
4Emergencies and complaints transfer live to the on-call coordinator.
People keep
Complaints, commercial clients, emergencies
Guardrail
Emergency jobs and quotes over $5K go to a person.
Invoicing and collections
Weeks 8 to 11
Invoice sent
3 weeks → Job day
Hours back a year
7,200
Net EBITDA a year
$240K
Tools
ServiceTitanXeroChaser
Steps
1Techs close jobs on the mobile app with photos, parts and a signature. No paper job sheets.
2Invoices raise at job close and sync to Xero the same day.
3A Claude agent checks each invoice against the quote and the parts used before it goes out.
4Chaser follows up overdue accounts. Builder and strata accounts get a monthly statement run.
People keep
Disputes, payment plans, key accounts
Guardrail
Credit notes over $500 and any disputed invoice need a person.
Dispatch and scheduling
Weeks 11 to 14
Dispatch, per job
15 min → 2 min
Hours back a year
7,200
Net EBITDA a year
$240K
Tools
ServiceTitan Dispatch ProClaude agent on n8n
Steps
1Clean up skills, zones and job durations in ServiceTitan so the board can be trusted.
2Dispatch Pro proposes assignments by skill, location and capacity. Dispatchers approve.
3A Claude agent on n8n texts customers on-the-way times and reschedules when jobs overrun.
4A daily capacity check flags empty slots by 3pm so the office can fill them.
People keep
Exceptions, emergencies, tech coaching
Guardrail
Overtime and callouts after 8pm need a coordinator.
Quotes and purchasing
Weeks 13 to 16
Quotes followed up
1 in 3 → Every one
Hours back a year
3,600
Net EBITDA a year
$120K
Tools
ServiceTitanClaude agent on n8nXero
Steps
1Build a price book of standard jobs and parts, with good, better, best options for common repairs.
2A Claude agent on n8n drafts quotes from tech notes and photos. An estimator checks and sends.
3Unsold quotes get follow-ups on day 2, 7 and 21.
4Parts orders raise from job demand. Supplier bills are matched to orders before they reach Xero.
People keep
Large and commercial quotes, supplier deals
Guardrail
Quotes over $5K and orders over $10K need a yes.
Tools named are what we would shortlist for this business today. No paid placements and no vendor affiliation. Best of breed moves fast, so the stack is reviewed every quarter.
04 · How it runs
Faster on every measure that matters.
Shorter bar is better. Same business, same team leads, same systems.
Missed calls a weekOpen 24/7
Today
290
Headless
0
Invoice sent after job21× faster
Today
21 days
Headless
Job day
Dispatch, per job7× faster
Today
15 minutes
Headless
2 minutes
Debtor days42% shorter
Today
52 days
Headless
30 days
Quote to first follow-up78% faster
Today
9 days
Headless
2 days
Approvals reaching the owner90% fewer
Today
30 a week
Headless
3 a week
05 · The money
$2.25M EBITDA becomes $3.15M.
Each function adds to the bottom line. Figures are net of software, models and running the agents.
$2.25M
Today
+$300K
Calls and bookings
+$240K
Invoicing
+$240K
Dispatch
+$120K
Quotes and purchasing
$3.15M
Headless
EBITDA margin
9%→12.6%
How the $0.90M is built
15 FTE × $80K$1.20MSoftware, models, running, 25%−$0.30MNet a year$0.90M
06 · The 16 weeks
One function at a time. Value from week 8.
Each function runs in shadow mode for two weeks: agents draft, people send. Nothing goes live until accuracy holds above 90%.
12345678910111213141516
Diagnostic
Diagnostic
Calls and bookings
Live wk 8
Invoicing
Live wk 11
Dispatch
Live wk 14
Quotes, purchasing
Live wk 16
DiagnosticShadow modeLive
Annual EBITDA run rate, by week
$0.90M by week 16
12345678910111213141516
Milestones
Week 4Board signs off the case, the stack and the guardrails
Week 8Avoca answering every call, 24/7. $0.30M run rate
Week 11Invoices go out on job day. $0.54M
Week 14Dispatch Pro and customer updates live. $0.78M
Week 16Quote agent live. Handover to Operate. $0.90M
07 · After
The owner’s Monday, headless.
One summary at 7am. Two decisions. The rest of the day goes on crews and customers.
Board full to Wednesday · Debtor days 31 · 2 techs on leave covered
Always waits for a human yes
Quotesover $5K
Credit notesover $500
Parts ordersover $10K
Calloutsafter 8pm
Supplier paymentsevery batch
Illustrative model: 15 FTE of repeatable work at $80K fully loaded, less 25% for software, models and running the agents. 1,800 hours per FTE a year. Not a client result. A Diagnostic replaces these with your numbers. Product names are trademarks of their owners.
What would your business look like headless?
30 minutes with our founder. We sketch your before and after, and your stack, on the call.