XLCR
Operations systems for small business

I install the operating system that gets quotes out, captures every variation, invoices jobs faster and stops the owner being the message relay.

Most small businesses run on a phone, a diary and a shoebox. Quotes, bookings, variations, timesheets, invoicing and chasing money all live in different places, and the owner is the bottleneck. Contractor or salon, I take the moving parts out of your head and put them into a system your crew can run.

Book a discovery call See what I do
Ever upwards
Civil earthworks Commercial construction Plant hire Trades with a crew Appointment businesses
What I do

Two offers. Both installed, not recommended.

I don't hand you a report and leave. I pick the tools, build the workflows, migrate the mess, train the office and the foreman, and stay on until it sticks.

For contractors

The job-management system that runs without you

For owners of small civil and construction businesses who are neglecting the work to babysit the admin.

  • Quotes go out the same day, from a template the crew can fill in.
  • Every variation is written down, priced and approved before the work is done.
  • Invoices go out the day the job closes, not the end of the month.
  • Timesheets, dockets and subbie paperwork land in one place, from the foreman's phone.
  • The owner stops being the person everyone rings to find out where things are.
Built in the tools you already run where they work. A contractor already on Xero keeps Xero. Every deliverable works on the foreman's phone, or it won't survive a fortnight.
For appointment businesses

An AI phone receptionist that books straight into your calendar

For salons, clinics and studios that miss calls when every chair is busy, and lose the booking to the next name on Google.

  • Answers every call, first ring, seven days, after hours included.
  • Books the right service, the right staff member and the right length of slot into your existing booking system.
  • Recognises regulars by their number and sees their history before it says hello.
  • Texts the client a confirmation and a deposit link, and texts you anything it couldn't handle.
  • Hands the call to a person the moment it should.
Runs on your existing number. Set up in days, tuned over a fortnight, and I come back to fix what it got wrong. It takes the calls nobody can get to; it doesn't replace your front desk.
How it works

Five moves, fixed price, measured before and after.

Discovery day

I work on the tools or shadow you for a day and watch how the work actually flows. No pitch on day one.

Systems audit

Every function scored from evidence. I find the three leaks that are costing you this month and size the hours you're losing.

Proposal

A fixed price for a fixed outcome, in your own words. Three fixes, not thirty.

Implementation sprint

Tools picked, workflows built, the mess migrated, the office and foreman trained, everything documented.

Retainer

A day or two a week so it doesn't rot when I leave. A monthly ops report and a running register.

What gets measured
Owner hours a week on adminBaselined on the discovery day, re-measured at the end of the sprint.
Days from job close to invoiceThe gap between finishing the work and asking for the money.
Days to get paidFrom invoice out to cash in.
"Where is X?" phone callsThe calls that only exist because the owner is the system.
Matt Chilingirian in rescue harness and hi-vis during mine emergency response training
Who's doing it

Matt Chilingirian

I've lived the admin chaos from both sides. Twelve years in mining operating the biggest machines in the country, a gym built from the ground up and owned outright, retail stores managed, installation crews run. I fix it by doing it, on site, with the crew, not from a laptop in an office.

I run my own affairs on exactly the kind of register-and-guard system I sell. That's the demo.

  • 350 to 550 tonne excavators, open-cut coal, and four years on a mine Emergency Response Team
  • Built Anytime Fitness Mackay from the ground up, managing every trade, and owned it for seven years
  • Fitted out 16 Anytime Fitness gyms running four installation crews; managed an Escape Travel store for Flight Centre Group

Read the full story

In my lane. I build the register and the process. I'm not a WHS consultant, a lawyer or an accountant, and where you need one, the deliverable says so and tells you what to ask them.
Next step

Twenty minutes on the phone, or a day on your site.

Tell me the sentence you keep saying about your business. Something like "I'm neglecting the work to babysit this." That's the thing we fix first.

Fixed price, quoted after a discovery call. No lock-in during the first engagement.

0423 134 825 matt@xlcr.com.au Sydney based. Travels for the right job.
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