AA Surveys: from inbox juggling to a surveyor CRM that runs itself
The full client journey, from enquiry to quote, invoice, booking and report, now runs as one connected chain of automations. It went on to become SurveyorOS.
Over 1.5 days of admin saved every week
The challenge
Joe runs Allen-Aldus Surveying, an independent RICS-regulated firm in Norfolk, and does most of it himself. Every enquiry meant typing details out by hand, writing a quote, chasing it, raising an invoice in QuickBooks, emailing estate agents for access and keeping clients updated. A heavily worked-around Monday.com board held it all together, and the admin took an hour every evening plus most of every Friday.
What we built
A ClickUp CRM with a numbered seven-stage pipeline for every job, from New Lead to Issue Report, recording the service, RICS level, contacts, estate agent, mortgage status, timescale and how the client found Joe. The first version went live in January 2026 and moved to ClickUp and Xero in April 2026. Around it sit 19 live Zaps:
- website enquiries create jobs automatically
- service-specific quotes go out with a pre-filled YouForm instruction
- day 3 and day 10 follow-ups land at 9am and re-check the job first, so a client who has already signed never gets chased
- accepted terms raise and email a Xero invoice, and payment moves the job on
- estate agents, sellers and solicitors are kept updated automatically
- Joe's calendar stays in sync
- every client gets a live SurveyorOS client portal
The result
Quotes, chasers, invoices and third-party updates now happen without Joe typing them, saving him over 1.5 days of admin a week, so he didn't need to hire for admin. The build became the blueprint for SurveyorOS, Toki's CRM and job automation system for survey firms.
Jack is very much an investment, but one that is unquestionably worthwhile. The time saved, the structure created, and the confidence it gives me in my processes far outweigh the cost.
Joe Allen-Aldus, Allen-Aldus Surveying (Trustpilot)