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Trevern Technologies · AI and automation

AI and automation that saves your team hours every week.

Your staff spend hours on work a computer could do. We build the systems that do that work. Your team gets the hours back and your company saves money.

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Free call · no obligation · one fixed quote in writing

The cost

Your staff answer the same questions daily.

Admin waste never shows up as a line on a report. Admin waste shows up as hours. Those hours are paid for every single month.

  • Staff answer the same questions all day. Hours, services and directions never change. Every answer is still typed out by hand.
  • An enquiry arrives at nine at night. Nobody sees the enquiry until Monday. The customer has already booked somewhere else.
  • A quote is promised on Tuesday. Nobody remembers until Friday. Some quotes never go out at all.
  • Bookings live in a diary on the counter. Customer numbers sit in a chat on a manager’s own phone. When that manager leaves, the numbers leave too.
  • Head office asks how last month went. Four spreadsheets arrive a week later. Every spreadsheet is in a different format.

Each of these jobs is small on its own. Add the jobs up over a year. The total is a salary spent on typing.

Where automation helps

We automate replies, bookings, quotes and reports.

Automation means a computer does the repeating work. Your staff get hours back every week. Work no longer waits for Monday morning.

  • 01

    Bookings on WhatsApp, day or night

    Customers book from a chat, a link or your website. The system knows your real hours and your real diary. Nobody can book a time that does not exist.

  • 02

    Reminders that send themselves

    Every booking gets a confirmation straight away. A reminder follows the day before. No member of staff has to remember anything.

  • 03

    Quotes and follow-ups on time

    Quotes go out on the day you promised. A friendly follow-up goes a few days later. Unpaid invoices get a reminder without anybody chasing.

  • 04

    Internal tools built around your team

    We build the diary, the records and the quoting screen your team needs. Approvals reach the right person on their own. You stop paying every month for software that nearly fits.

  • 05

    A helper for the questions asked all day

    The helper knows your hours, your services and your directions. The helper drafts the reply in seconds. You approve anything it is unsure of.

  • 06

    Reporting that rolls up on its own

    One short summary reaches your inbox every week. Bookings, no-shows and repeat customers are all in the summary. Head office stops asking four people for spreadsheets.

How it works

How one job flows through the system.

  1. 01Work arrives, at any hour

    A customer messages you at nine at night. An enquiry lands in your inbox on a Sunday. The system picks the message up straight away.

  2. 02The system takes the next step

    A booking is checked against your live diary. A question is answered from your own hours and services. A quote request is logged and given a draft reply.

  3. 03A person approves, then the job is recorded

    Your team approves anything the system is unsure of. The customer gets an answer the same minute. The job reaches your weekly report that night.

We build around the way your organisation works. Property groups, hospitality venues, clinics, gyms, facilities teams and retail groups all run differently.

What changes by sector: groups with more than one location · hospitality, leisure & entertainment · shopping centres & property groups.

Also: clinics & healthcare groups · salon & barbershop groups · trades & maintenance teams.

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A worked example

A quote request, from enquiry to answer.

A quote request arrives from your website at eleven at night. The request is logged against that customer straight away.

A draft reply is written and sent to the person who prices the work. That person checks the numbers and presses send.

If the customer goes quiet, a polite follow-up goes out three days later. Nobody on your team has to remember the follow-up.

Privacy, built in

How we handle POPIA.

POPIA is South Africa’s privacy law. POPIA applies to every company that holds customer details. The more details your company holds, the more the law asks of you.

Many tools leave the privacy work to you. Every system we build includes these four things:

  • Details stay on company accounts

    Customer details live on accounts your company owns. Staff never keep customer numbers on a personal phone. WhatsApp runs on the official Business Platform, under one written agreement.

  • Permission asked before details are taken

    We ask permission before taking any customer details. The wording is the same in a chat, a form or an email. We also say if any details are stored outside South Africa.

  • Marketing kept separate

    Marketing messages only go to people who asked for them. Marketing is never mixed into a booking message or a quote.

  • We keep as little as possible

    We store only the details we need. We encrypt those details, so outsiders cannot read them. Where you run more than one location, each location sees only its own customers.

One honest note. No tool can make an organisation POPIA compliant on its own. Anyone who promises full compliance is selling you something.

We build our side properly. Then we hand you the paperwork: the written agreement, the permission wording and the privacy notice.

POPIA and customer details, explained · how we handle your data

Independent research

Do reminders really cut no-shows?

Independent research says yes. A Cochrane review of eight studies found attendance rose from 67.8% to 78.6% after a text reminder.

A BMJ Open study of about 16,000 patients found 25% fewer missed appointments. African studies in PLOS ONE found reminders roughly doubled the number of people who turned up. Those studies all used SMS, and we send the same kind of reminder over WhatsApp.

0% up from 67.8%

Attendance after a text reminder.

Cochrane, 8 studies
0% ±16,000 patients

Fewer missed appointments after a reminder.

BMJ Open

Sources: Cochrane · BMJ Open · PLOS ONE

One empty slot is a nuisance. Empty slots every week are lost income. Reminders that send themselves are the simplest way to cut those empty slots.

No surprises

How we agree the work.

We do not price the work from a page. We price the work after we see how your team really works. Then the price is fixed.

  • A free call first

    We sit with the people who do the admin. We go through the jobs that eat the most time. The call is free and commits you to nothing.

  • Then one fixed quote in writing

    You get one number in writing before any work starts. The quote covers exactly what we agreed on the call. If we read the work wrong, we carry the cost.

  • You own everything from day one

    The system, the accounts, the code and your data are yours. Adding a location is covered by the agreement. If you ever change supplier, you take the whole system with you.

More from us: how we price · the website that brings work in

Start with the job that wastes the most time.

Tell us what your staff repeat every day. We will show you what a computer can take over. You will see the hours and the money you save.

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Replies within one working day · the call is free and commits you to nothing