AI automation · New Zealand

Every phone call
captured, transcribed,
and summarised.

Southflow Automation builds custom systems around your phone lines with accurate transcription, intelligent summaries, and hand-offs into the tools your team already uses. Nothing lives only in someone’s memory.

Book a free chat See how it works

Built for teams where the phone still matters

Trade & field services Clinics & practices Logistics & freight Professional services Front desk & inbound sales
Portrait of Joel, founder of Southflow Automation
Meet the founder

Joel Hanson

My background is in parts and workshop environments, where I got a real understanding of how these places run day to day: fast-paced, constantly shifting, and heavily driven by phone calls, quoting, and keeping customers moving without delay.

From there, I’ve also spent time alongside major automotive and transport brands like Truckstops and Honda, which gave me a look into how larger, more structured operations manage parts, systems, and workflow at scale, and how they use structured outreach where referral-first growth still leaves gaps.

Based in the Waikato, I’ve also lived and travelled across a few different cities around the world, which has shaped how I think about problems: staying practical, adaptable, and focused on what actually works in real environments.

When I’m not working on that, you’ll usually find me at a car event, working on my ute, travelling, or out in the bush.

The problem

The call ended.
So did the detail.

Spoken conversations are full of nuance: parts numbers, patient notes, job addresses, follow-up promises. Without a system, that context disappears the moment someone hangs up.

📝
No searchable record
Staff scribble on paper or rely on memory. When you need to prove what was said, or find a detail weeks later, it’s gone.
🔄
Hand-offs break down
The person who took the call isn’t always the one who follows up. Without a clean summary, the next person starts from zero.
⚙️
Generic tools don’t fit
Off-the-shelf transcription doesn’t know your products, your compliance rules, or what “counts” as a lead for your business.
⏱️
Manual work piles up
Listening back, typing notes, updating the CRM: it’s slow, expensive, and easy to skip on a busy day.
How it works

Custom pipelines.
No cookie-cutter bolt-on.

We design around your phone flow, your vocabulary, and your stack, then automate capture, transcription, summarisation, and routing so your team gets structured information, not another inbox to babysit.

01
We map your calls
We learn what a “good” call looks like for you: data you need captured, tone, compliance, and where summaries should land (CRM, sheet, Slack, email).
02
We build your system
A tailored pipeline: ingest audio or telephony events, transcribe with your domain in mind, summarise into the fields your team actually uses, and trigger follow-ups where helpful.
03
You get clarity at scale
Every conversation becomes searchable, shareable, and actionable, whether you’re on the tools, on the road, or training someone new.
Pricing (AUD)

Founders pricing.
Straight numbers.

Setup covers discovery, integration, and your first production workflow. Monthly covers hosting, monitoring, tuning, and support, fully managed so you don’t become the IT department.

$300
$350
/mo
base retainer
+ $1,500 one-time setup $3,500
  • Custom phone → transcript → summary workflow
  • Domain-tuned language & structured outputs
  • Integrations into your CRM, sheets, or inbox
  • Bi-weekly check-ins & iteration window
  • Fully managed: we operate the automation layer
Claim founders rate

Volume, compliance-heavy, or multi-site rollouts quoted separately. Minimum 3-month engagement after go-live. We stay until the workflow is trustworthy.

Get started

See if Southflow fits your calls

Answer a few quick questions, then send your details. We’ll reply within one business day.

What best describes your business?

Pick the closest match; we’ll tailor the conversation.

How many inbound calls matter each week?

Rough numbers are fine; it helps us scope effort.

After a typical call, what happens today?

We’re looking for where detail gets lost.

Where should we send your reply?

We’ll summarise what you told us and suggest next steps.

You’re all set.

We’ve emailed your details through. If you don’t hear from us within a business day, check spam or reach out again from the same address.

Back to pricing Start over
FAQ

Frequently asked questions

Straight answers about phone capture, transcription, and how we work with your team.

Do we have to change phone or PBX provider?
Usually not. We design around what you already use (cloud PBX, VoIP, or recorded lines) and only suggest a change if it’s the simplest path to reliable audio and metadata. We’ll confirm compatibility in the first conversation.
How accurate are transcripts and summaries?
We tune models and prompts for your vocabulary (parts, procedures, names) and structure outputs into the fields you care about. No system is perfect on noisy lines or heavy accents; we set expectations up front and iterate until summaries are trustworthy for day-to-day use.
Where does call data live? Is it private?
Processing and storage are scoped to what you approve, typically your chosen region and tools. We document what’s retained, for how long, and who can access it, and we can align with sector requirements (e.g. health or legal) where applicable.
How long until we’re live?
After discovery, most first workflows go live in a few weeks, depending on integrations and how fast we can test with real calls. Complex CRM builds or compliance review add time; we’ll give you a dated plan before you commit.
What does the monthly fee cover?
Hosting and monitoring of the automation layer, model and integration updates within scope, and a regular rhythm of support and improvements so the system keeps up as your business changes, without your team becoming part-time admins.
Can this connect to our CRM, spreadsheet, or Slack?
Yes, that’s the point. We map transcripts and summaries into the tools you already use (CRMs, Google Sheets, Notion, email, Slack, etc.) so follow-ups don’t depend on one person’s notes.
Outbound · Freight & logistics

Outbound that fills
your freight pipeline.
Trucks earning, not waiting.

Southflow for logistics is the outbound layer we run for you: prospect lists, cold email and follow-up, meetings booked with your team, and updates in HubSpot or your CRM.

First send through to a booked call stays in one system so dispatch and sales are not working off different versions of the same lead.

Book a free chat See how it works

Built for logistics teams and storage brokers who want steady work on the books, not luck

Carriers (own trucks) Freight brokers 3PL & cartage Linehaul & express Owner-operators
Portrait of Joel, founder of Southflow Automation
Meet the founder

Joel Hanson

My background is in parts and workshop environments, where I got a real understanding of how these places run day to day: fast-paced, constantly shifting, and heavily driven by phone calls, quoting, and keeping customers moving without delay. Transport has always sat next to that world for me: same reliance on what is happening on the ground, with yards, dispatch, and long-haul work in the mix.

From there, I’ve also spent time alongside major automotive and transport brands like Truckstops and Honda. I saw how bigger fleets keep workshops, parts, and freight moving when the week swings from flat out to quiet. They still run real outreach next to referrals, because word-of-mouth alone does not fill the diary when the phone goes quiet.

Based in Waikato, New Zealand, I’ve lived and travelled across a few different cities around the world, which has shaped how I think about problems: staying practical, adaptable, and focused on what actually works in real environments, whether that is a workshop floor, a yard, or a cab.

When I’m not working on that, you’ll usually find me at a car event, working on my ute, travelling, or out in the bush.

The problem

The fleet you run is fixed.
The freight you book is not.

Inbound and word of mouth still matter, but they will not carry every week on their own. When things go quiet, thin new work shows up as trucks parked and dollars you do not get back.

🚛
Trucks sit when new work dries up
Regulars keep you going, but you still need fresh customers. If nobody is steadily starting new conversations, a quiet week hits revenue and it hits the crew.
✉️
Shonky email burns your name
Mass templates and dodgy lists trash your sending reputation and annoy the wrong people. In freight people buy from people; the tone has to sound like you, not a robot.
🎯
No clear picture of who you want
“Anyone who ships freight” is not a plan. If you are not clear on lane, region, and who actually books the freight, the outreach feels scattergun and the team stops bothering.
📉
Nothing lives in one place
Leads go cold when the next step is nobody’s job. If emails, replies, and meetings are not logged in one system (HubSpot or what you already use), you do the same work twice and the whiteboard never matches the yard.
How it works

From list to meeting,
into your system.

We work from how you actually move freight: lanes, regions, and the kit you run. Then we line up who to contact, how to open the door, follow-up until someone is keen, book a proper sit-down with your team, and park the detail in HubSpot or your CRM so whoever runs the desk sees the same thing as whoever runs the road.

01
Plan & cold email
We lock in who you want to win (lanes, regions, type of freight) in plain words, then shape the story and follow-up rhythm so the first email and every nudge after it head toward a real meeting, not spam.
02
Finding the right people
We build the company list and track down the right emails for the people who actually book or move freight, with checks so you are not wasting good sending reputation on dead addresses or wrong titles.
03
First contact
First emails go out how we agree up front: volume, domains, and tone that sound like your business. You sign off on anything touchy; we run the follow-up chain and watch inbox health so you do not land in spam.
04
Staying on them
Follow-ups keep the thread warm until it is obvious who is keen. Replies get read and briefed so your team can see who is hot before anyone picks up the phone.
05
Booking the meeting
We steer toward your booking link or whatever hand-off you already use: clear notes, next steps, and tidy diaries so whoever sells for you is talking to the right kind of freight, not tyre-kickers.
06
HubSpot or your CRM
Leads, stages, and the important fields land in HubSpot or the CRM you already use, with who owns what agreed up front. One place everyone trusts from first email through to a booked meeting and whatever comes after.
Pricing

Learn how it fits,
then see pricing.

We do not put dollar amounts on the website. The engagement is a one-time build plus a monthly retainer in AUD, worked out once we understand your lanes, the system you use for customers (HubSpot, Salesforce, or similar), and what you want to achieve. On a short call we cover fit and what dealing with us looks like week to week. If we are both keen to proceed, you get pricing in writing before you sign up for anything.

Book a call to learn more and get pricing for your situation.

Send your details below. From there we sort scope, including which CRM or customer system you run, then put the setup fee and monthly number in writing so everyone is looking at the same page.

Book a call to learn more

Founding partners still get limited spots, with pricing locked in writing before anything starts.

Get started

Get outbound running for freight

When your details go through, we open Cal.com in a new tab so you can grab a free half-hour if you want. We still reply within one business day either way.

FAQ

Logistics outbound

Straight answers on email, plugging into your customer system, and how we work with your sales crew.

Is this bulk spam email?
No. We focus on the right companies, tight messaging, and sensible send volume so your domain stays healthy and you still sound like a real operator. Freight runs on relationships, so we keep it human.
Who writes the emails: you or us?
We draft and tweak in your voice with your sign-off. You stay in control of claims, lanes you want to push, and anything legally touchy. We handle the research layout, follow-up sequence, and day-to-day running.
Do replies land in our CRM or inbox?
Yes. We map stages, owners, and the important fields into HubSpot or the CRM you use, and we can tie in dispatch tools or a shared inbox where that helps. Warm leads, booked calls, and next steps land where your people already work, so nothing gets typed twice.
Do we have to use HubSpot?
No. HubSpot is common for outbound and reporting, but we work with what you already run: Salesforce, Pipedrive, Zoho, Dynamics, and others. If you are not ready on the CRM side yet, we can stage things in a spreadsheet until you are.
How fast until we see meetings?
Outbound is not overnight. Expect a few weeks of tuning, then steady improvement on message and lists. Before you commit, we give you straight numbers on volume and reply rates so you know what you are buying.