—Sonar Flow
Connect your enquiries, bookings and follow-ups so fewer opportunities are lost and less work has to be repeated manually.
Most small businesses don't lose customers to competitors — they lose them to slow replies, forgotten follow-ups and double-entered data. Sonar Flow connects the systems you already touch every day so the process runs itself.
01What it costs
A working CRM with your website wired straight into it.
One-off project
Everything in Starter, plus quoting, follow-up and payment built into the flow.
One-off project
Bespoke systems for processes no off-the-shelf tool fits.
One-off project
Ongoing care so the automations keep working as your tools change.
Monthly plan
External software subscriptions (CRM, booking or payment platforms) are not included unless explicitly listed. Your accounts and data remain under your ownership. Final pricing depends on complexity and integrations, confirmed in a written proposal. Automation removes repetition — it doesn't remove the need for appropriate human review.
We price each package individually — scope genuinely varies, and a single published figure would either overcharge simple projects or undercharge complex ones. You always receive a full written quotation before any commitment, with VAT added where applicable, and travel, third-party subscriptions, printing, advertising spend and unusual integrations itemised rather than hidden. See the commercial conditions.
02The problem
An enquiry arrives by email. Someone means to reply. A quote goes out from a Word template. Nobody chases it. The job books by phone and lands in a paper diary. The invoice is retyped from scratch. Every gap is a place where an opportunity — or an evening — quietly disappears.
Flow connects those steps: the website feeds the CRM, the CRM triggers the confirmation, the follow-up sends itself, the booking writes to the calendar, and the invoice knows what was quoted. People stay in charge; the repetition goes.
03Process
Every Flow engagement starts by mapping how enquiries, bookings and jobs actually move through your business — including the workarounds nobody admits to. Only then do we choose tools and build automations, so the system fits the business rather than forcing the business to fit the software.
You're trained on the finished system and given documentation your team can actually follow. Your accounts, your data, your ownership — if we ever part ways, everything keeps working.
04In practice
Every build is scoped to the specific business, but these are the shapes the work commonly takes:
Online booking with deposits, automatic reminders that cut no-shows, and rebooking prompts sent at the right interval after each appointment.
Enquiry-to-quote pipeline: the website form creates the job, the quote follows a template, unanswered quotes get chased automatically, and accepted ones become scheduled work.
Enquiry capture connected to availability, pre-arrival information sent automatically, and post-stay review requests timed for when guests are most likely to respond.
Consultation booking, engagement-letter workflow, client onboarding checklists and document collection through a portal instead of email attachments.
Viewing requests routed to the right person, applicant pipelines, and automated updates that stop the phone ringing with 'any news?'
Table and event enquiries in one pipeline, function-booking workflow with deposits, and guest lists that build a marketing consent base honestly.
05Common questions
We're deliberately not tied to one vendor. During process mapping we recommend platforms that fit your workflow, budget and team — and if you already use something that works, we build around it rather than forcing a migration. Software subscriptions are billed to your own accounts, so you're never locked in through us.
It depends on the platforms chosen — many small businesses run the whole stack for a modest monthly sum, some need more capable tiers. We set out the expected subscription costs in the proposal before you commit, and the subscriptions are yours, in your name, at the vendor's own prices.
Only if it's written that way. Confirmations, reminders and follow-ups are written in your voice during the build, and anything sensitive — complaints, bespoke quotes, judgement calls — is deliberately routed to a human. Automation should remove the repetition, not the relationship.
Integrations do occasionally break when vendors change things — that's the honest reality of connected systems. FlowCare exists for exactly this: monitoring that catches failures early, error investigation, and fixes applied before a silent breakage costs you enquiries. Without FlowCare, we fix issues on a quoted basis.
Yes. Every account is created in your business's name, and documentation, credentials and training are handed over as part of delivery. Final pricing depends on complexity and integrations — the written proposal defines exactly what's included before anything is built.
06Related services
Flow works best when the website feeding it is built to convert.
More visibility means more enquiries for Flow to catch.
Launching soon — connect invoicing and payments through to bookkeeping support.
07Where we work
Our home city — included travel, local knowledge, quick turnarounds.
From the Black Isle to the west coast — built for businesses that serve wide areas.
Digital services carry well; most of what we deliver works anywhere in Scotland.
Tell us what your business needs. We'll recommend the right package — honestly, including when a smaller one is enough.