Frequently asked questions
Straight answers about XGROW, CRM implementation, marketing automation, AI agents and our plans. Can’t find your question? Ask it on a free strategy call.
General
What does XGROW do?
XGROW is an Australian automation agency for service-based businesses. We set up and manage your CRM, automate marketing and follow-up by email and SMS, and build AI agents that answer calls, reply to enquiries 24/7, book jobs and request Google reviews. We also run Google and Meta ads, SEO and websites that feed leads into that system.
Who is XGROW for?
Service-based businesses — tradies and home services, cleaning companies, short-term rental managers, clinics, gyms and martial arts studios, hospitality and professional services. If your growth depends on answering enquiries fast and following up consistently, automation pays for itself quickly.
How long does it take to set up?
Most businesses have their core system — CRM, pipeline, lead capture and first follow-up automations — live within a few weeks of the strategy call. AI voice and chat agents are added once your pipeline and messaging are in place, then refined over the first month using real conversations.
Do I need to be technical?
No. We do the build, the integrations and the testing, then train your team in short practical sessions. Day to day you use the XGROW platform to see leads, reply to messages and track jobs — the automations run in the background.
Will AI make my business sound robotic?
Not when it is set up properly. We train your AI agents on your services, prices, tone and FAQs, keep replies short and human, and hand the conversation to you the moment a customer needs a person. You can read every conversation and adjust the rules at any time.
Can you work with the tools I already use?
Usually, yes. We connect your CRM to calendars, phone and SMS, email, payment and invoicing tools, website forms, Facebook and Instagram, WhatsApp and Google Business Profile, and use automation platforms such as n8n to link anything else. Where a tool is holding you back we will say so and suggest a better fit.
How much does it cost?
Pricing depends on the plan (Starter or AI Pro), the number of users and automations, and whether you add lead generation. Every quote is tailored after the free one-hour strategy call, so you only pay for what will move the needle in your business. Book the call and you will get a clear written recommendation.
Do you work outside my city?
Yes. XGROW works with businesses right across Australia. Strategy sessions, onboarding and training run over video call, and your system is cloud-based, so it works the same whether you are in a capital city or a regional town.
Getting started
What happens on the free strategy call?
It is a one-hour video call with Matheus, XGROW's founder. We map how enquiries, bookings and payments move through your business, identify where leads are being lost or time is being wasted, and recommend the automations with the fastest payback. You keep the recommendations whether or not you go ahead.
What do you need from me to get started?
Access to the tools you already use (email, calendar, website, social pages and any existing CRM), your customer list if you want it migrated, and around two hours of your time across the first fortnight for sign-offs and training. We handle the rest.
Can you migrate my existing customer data?
Yes. We import contacts, past jobs, notes and pipeline stages from spreadsheets or your previous CRM, clean up duplicates and map fields so your history is intact on day one.
CRM & automation
What is a CRM and why does a small business need one?
A CRM (customer relationship management system) keeps every lead, customer, conversation, quote and job in one place. For a small service business it replaces spreadsheets, sticky notes and scattered inboxes, and it is the engine that makes automated follow-up, reminders and review requests possible.
What is marketing automation?
Marketing automation uses software to send the right message at the right time without you doing it manually — for example a text back when you miss a call, a quote follow-up after two days, a booking reminder, a review request after the job and a rebooking reminder months later.
Is my customer data secure?
Your data is stored with enterprise-grade cloud providers and access is limited to the people you approve. We follow the Australian Privacy Principles, only use your data to run your automations, and set up email and SMS consent and unsubscribe handling in line with the Spam Act 2003.
AI agents
Can AI really answer my business calls?
Yes. An AI voice agent can answer every call 24/7, answer common questions, qualify the caller, book them into your calendar and send you a summary — and it can transfer to a person whenever a caller asks. It is most valuable for calls you would otherwise miss after hours or while you are on a job.
Which AI models do you use?
We are model-agnostic. We build with leading models from OpenAI, Anthropic (Claude) and Google (Gemini), choosing the best model for each task — speed for live chat, reasoning for complex enquiries — and connect them to your CRM so the AI works from your real data.
Plans & pricing
What is the difference between Starter and AI Pro?
Starter covers the CRM, pipelines, funnels, online booking, lead nurturing and email, SMS and invoice automations. AI Pro includes everything in Starter plus a website or landing page, an AI voice agent, AI conversation and website chatbots, and an AI reviews bot.
Can I add ads and SEO to any plan?
Yes. The Lead Generation add-on — Google Ads, Facebook and Instagram ads, SEO, social media management and monthly strategy sessions — can be added to either plan, so new leads land straight in your automated pipeline.
Start with one automation.
Book a free one-hour strategy call. We’ll map where leads and hours are slipping away and show you the automation with the fastest payback — whether or not you work with us.
Prefer to message? WhatsApp us or email info@xgrow.com.au