Demystifying AI for the Trades

My Background

I started using AI as soon as it became publicly available in 2022 and was part of the early access group for DALL·E image generation. Since then, AI has evolved at a breakneck pace. Keeping up with the latest tools while managing day-to-day business has felt like a constant cat-and-mouse game.

Over the past few years, I've helped integrate automation and AI workflows into our 50-year-old family business. These systems have drastically improved the productivity of our office staff and saved countless hours on repetitive tasks.

Why and When to Use AI

The hardest part of adopting AI is figuring out where it actually makes sense. What do you want to improve? What processes are worth automating?

In our case, we built a scheduling phone agent that customers can choose to use — it's available 24/7, but never forced. We also use a custom GPT to clean up technician notes for billing, saving time and reducing errors.

Smart vs. Dumb Automation

I like to keep things simple: there are two types of automation — dumb and smart.

Dumb automation is rule-based. It follows a fixed path, no matter the situation. It's great for tasks like sending out invoices or organizing files — repetitive work that doesn't require decision-making.

Smart automation uses AI. It can understand intent, adapt to language, and handle more nuanced tasks. Think of tools that can summarize notes, answer customer questions, or convert rough tech shorthand into clean job reports.

Smart Automation Example: Saving Time and Money on Part Research

One of the most valuable smart automations we've built is our AI-powered part research system.

In the past, researching 50 parts — checking brand accuracy, pricing, and sub part numbers — took a staff member up to 2 hours. Now, the same work gets done in under 30 minutes, with high accuracy.

Now imagine what happens when you start applying AI to multiple parts of the business. It's not just a tech trend — it's a competitive advantage for trades businesses willing to evolve.

Dumb Automation Example: Automatically Sending Review Requests

Just because it's called dumb automation doesn't mean it's always simple to implement. In fact, some of these workflows can be pretty complex behind the scenes.

A great example of a simple but powerful dumb automation is automatically sending review requests after a job is completed. Reviews are more important than ever for building visibility online — and forgetting to send them is a missed opportunity for growth.

This type of automation runs on a set schedule or trigger. No decision-making is involved — it just does the job every time.

Now, replying to reviews is where things get more time-consuming. That's where dumb and smart automation can work hand-in-hand:

• Dumb automation sends the request
• Smart automation (like an AI reply assistant) can draft responses that sound natural, respectful, and personal

Used together, they can help you build trust, boost your reputation, and save time — without sacrificing quality.

Customer Service

Striking the right balance between AI and human interaction in customer service isn't always easy. Some folks are totally fine talking to AI, while others absolutely hate it — and let's be honest, a few think it's the beginning of the end (fingers crossed they're wrong). That's why giving customers options is key.

The Solution

Offer AI across multiple channels: SMS, your website, and voice calls. Flexibility matters. And if someone misses your call? Don't just dump them into an AI system without warning. Some people genuinely prefer to leave a good old-fashioned voicemail — and that's okay.

So how do you bridge the gap? Dumb + Smart Automation.

For example, in our setup, if a customer leaves a voicemail, they get an automated follow-up text. That message gives them the choice to continue the conversation with our AI assistant via text, voice, or web interface — whichever they prefer. This puts the power back in the customer's hands and keeps the experience feeling more personal and less robotic.

Cost

So, what does an automation follow-up system like this actually cost? It depends on your usage, but based on the platforms I used to build it, you're looking at roughly $30–$40/month on average.

That's significantly cheaper than most pre-built solutions out there. And here's the best part — if your usage is low, you're really just covering the basic subscription fees for the core platforms. No wasted money, no bloated monthly bill for a system you barely touch.

Custom Automation vs. SaaS Platforms: The Real Trade-offs

When it comes to implementing AI and automation, you've got two main paths: building custom solutions using APIs and integrations, or paying for monthly SaaS platforms that promise plug-and-play functionality.

Having built both types of systems, here's the honest breakdown:

Custom-Built Solutions (What We Do)

Pros:

• Cost-effective long-term: Lower monthly costs once built (often $30-40/month vs $200-500+ for SaaS)
• Complete customization: Built exactly for your workflow, not a one-size-fits-all approach
• No vendor lock-in: You own the system and aren't dependent on a company's pricing changes
• Scalable pricing: Costs scale with actual usage, not arbitrary user limits
• Integration flexibility: Can connect to any system with an API

Cons:

• Higher upfront investment: Development time and cost to build initially (e.g., a custom SMS agent can cost up to $1,000)
• Technical expertise required: Need someone who understands APIs and integrations
• Maintenance responsibility: Updates and fixes are on you (or your developer)
• Longer setup time: Takes weeks to build vs. hours to set up SaaS

SaaS Platforms (Monthly Software)

Pros:

• Quick setup: Often running within hours or days
• No technical knowledge needed: Point-and-click interfaces
• Built-in support: Customer service and troubleshooting included
• Regular updates: New features added automatically
• Lower barrier to entry: Start small and test without big upfront costs

Cons:

• Expensive over time: Monthly fees add up quickly, especially as you scale
• API costs vs. SaaS pricing: My custom SMS agent runs for $30/month vs. SaaS platforms charging $100+ for just 500 messages or $120/month for 1000 minutes of voice calls. You only pay for actual usage, not arbitrary limits.
• Limited customization: You're stuck with their workflow and limitations
• Vendor dependency: Price increases, feature changes, or company closure affect your business
• Integration limitations: May not connect to your specific tools or systems
• Per-user pricing: Costs can explode as your team grows
• Fixed costs regardless of usage: You pay the full monthly fee even during slow months when you barely use the system

Closing Thoughts

This is just a quick look at how automation can make a real difference in your business. As someone who helps run a small business, I know firsthand — having more time to focus on bigger projects is worth its weight in gold.

I'm not here to promise that automation will 10x your profits overnight. That's not my style. But what it will do is free up your time — and honestly, that's one of the best returns on investment you can get.

Whether you choose custom automation or SaaS platforms, the key is starting somewhere. The businesses that embrace these tools now will have a significant advantage over those that wait.

If you're interested in setting up any of the automations mentioned here, reach out. Let's talk about your needs and figure out how we can help you get more time back in your day.