Two trackers built with AI. Now one company app, with quoting inside.

What does Kalpumps do?

Kalpumps sells, repairs and services pumps, mostly for mining customers. It supplies slurry pumps, underground dewatering packages and parts, with full service capability at both its Perth and Kalgoorlie branches.

What sets the business apart is covering both ends of a pump's life. Plenty of suppliers either sell new pumps or repair old ones. Kalpumps does both, from the first sale through servicing and on to the end of an asset's life.

What was slowing the team down?

Quoting and tracking. Nearly a third of the owner's week went on quoting, and the rest was spread across service jobs, the sales team, budgets and weekly reports, each kept in a different place.

Large pump packages were the hardest part. A big quote was added up from supplier paperwork and typed into a document with a single price on it. That works until the customer wants to change a few items and the person who wrote it is away, because there is no line-by-line breakdown to adjust. The knowledge behind the largest packages sat with a few experienced people. It is the same problem we see in most businesses that quote by hand.

What did we build with them?

We set the business up with Claude, built two trackers with them, then brought everything into one company app with quoting inside.

• A service job tracker. Every job that arrives in the service bay is logged and stays visible, so nothing sits on the shelf until a customer chases it.
• A sales team tracker. The external sales reps log their contact with each customer, so it is clear which accounts nobody has reached out to and where the team is strong or stretched.
• One company app with quoting. Both trackers now live in a single app with a proper database behind it and a sign-in for each staff member. Quoting is built in, breaking each package down line by line and rolling it up to one price.

What did it achieve?

One place for the team to work from, and quoting that no longer depends on one or two people. Service jobs, sales activity and quotes sit side by side, and anyone with access can see how a quote was built and change it when the customer does.

That matters because work keeps coming to the business. Every hour that comes off paperwork is an hour the owners can put into taking on that work and growing the business. And because the app is theirs, new parts like people management and weekly reporting can be added to the same place over time.

AI for pump, equipment and mining services businesses in Australia

Most equipment sales and service businesses in WA start with the same jobs: quoting, tracking service work and keeping the sales team organised. They are repetitive, they live in spreadsheets and paperwork, and they eat the time of the most experienced people.

Where AI usually helps first

Quoting is the common first win. Building a quote from a structured breakdown, rather than from a pile of paper, makes it faster to produce and easy for someone else to adjust. Job tracking is next: one list of every job, its status and who owns it. Weekly reports that are rebuilt by hand each week are another good early target.

What to know before you start

Start with one job, not the whole business. Pick the task that costs the most time and get it working well before adding the next one. Build on the software you already use where you can, so the team is not learning a new system for every task.

Think about your data. Customer details, pricing and supplier terms are sensitive. Under the Australian Privacy Principles you need to know where personal information is stored and who can see it, so give each person their own sign-in and keep access to what their role needs. Keep a person in charge of anything that goes to a customer: AI can draft the quote, but someone who knows the work should check it before it is sent.

If you want help working out where to start, AI for mining services covers the common jobs, and the AI audit maps the opportunities in your own business.