For Australian digital signage, LED and AV integration businesses

AI and Automation for Digital Signage and AV Integrators

Your deals are not simple. One job can carry hardware supply, mounting and rigging, cabling, a media player, a content management licence, a content build, commissioning and then years of support, and it is quoted line by line by whoever went to site. Meanwhile the screens you installed three years ago are spread across dozens of client sites, half of them under a warranty nobody has looked up since dispatch, and the support inbox fills with artwork changes that arrive as a JPG at the wrong aspect ratio. Yes AI automates the paperwork and the tracking around that work so the quoting, the coordination and the service desk stop depending on one person remembering.

We work with the systems you already run, including your estimating and quoting tool, your job or project management system, your content management platform, Xero or MYOB for the books, and Microsoft 365 or Google Workspace for everything that still arrives by email. Built for Australian conditions: GST and BAS, state by state subcontractors, site inductions and Fair Work realities.

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Realistic ROI

Hours/week

Quoting and coordination admin removed

Scoping notes, product lists and site details stop being retyped into a proposal template every time an estimator gets back from a site visit

Same day draft

Proposals started while the site visit is fresh

A first draft is waiting when the estimator sits down, instead of the job sitting in the too hard pile until the following week

Before the date

Warranty dates and support renewals tracked

Every panel, player and cabinet carries its own warranty end date and every support contract raises a renewal task ahead of the anniversary, not after

2 to 6 weeks

From scope to live

Most builds go live inside a fixed, agreed timeframe once we have mapped how a job actually moves through your business

Why Australian Signage and AV Businesses Use Yes AI

This industry does not fit the standard small business automation story. You are part reseller, part contractor, part software operator and part service desk, and the margin sits in the part everyone treats as an afterthought: the recurring support agreement. Four reasons Yes AI is the right fit for that shape of business.

We start inside your project pipeline, not a template

Before we build anything we sit with the estimator, the project coordinator and whoever answers the support line, and we follow a real job end to end: the first enquiry, the site visit and photos, the product selection, the proposal, the deposit, the freight, the install window, the commissioning sign off and the first service call. That trace tells us where hours actually leak, which is almost never where the owner assumes. What we build fits your workflow rather than a generic field service recipe.

Built around how an AV job really runs

A signage job is not a single sale, it is a hardware line, a labour line, a content line and an ongoing service line that all behave differently. We build the logic for that: a proposal that separates capital cost from monthly support so the client can approve both, an install that cannot be scheduled until the hardware has actually landed in your warehouse, a support contract that starts on commissioning rather than on invoice, and a service ticket that knows which site, which screen and which warranty it belongs to.

Australian, and careful with client site data

We are an Australian consultancy. Your asset register holds client site addresses, contact names, access instructions, network details and sometimes credentials, and where that is personal information we design to the Privacy Act and the Australian Privacy Principles. Least privilege access, encrypted connections, only the fields that need to move, and a clear record of what flows where. If your clients are government, health or education, that record is usually the first thing their procurement team asks you for.

One team scopes it, builds it and supports it

You are not handed from a strategist to an offshore developer who has never seen a rigging quote, then to a ticket queue. The people who mapped your process are the people who build the automation and the people who extend it when you add a second warehouse, take on a national retail account, or start selling LED as well as LCD. We know the build will need changing, because your jobs change, so we do not disappear at go live.

What We Build for Signage and AV Businesses

Six concrete capabilities, built around the systems you already run. Each one takes a piece of coordination that currently lives in somebody's head or somebody's inbox and gives it a place to live, a trigger and an owner.

Draft ready

Enquiry qualification and proposal drafting support

Every enquiry gets read, sorted and enriched before it reaches an estimator: how many sites, indoor or outdoor, screen sizes and orientation, is content included, do they need a support agreement, is it a tender or a direct buy. The scoping notes and site photos from the visit are turned into a structured first draft of the proposal against your own template and your own product descriptions, with the hardware, install, content and support sections already separated. The estimator prices it and edits it, which is the part that should stay human.

No stale quotes

Quote follow up that does not rely on memory

Signage proposals go quiet for entirely normal reasons: the fitout is delayed, the marketing budget moves to the next quarter, the centre has not approved the shopfront. The automation tracks every issued quote by value and age, sends the follow up at the interval you set, escalates the big ones to a named person rather than an email, and quietly retires the ones that are genuinely dead so your pipeline number means something. Reply handling routes a live answer straight back to the estimator who wrote it.

Crew and site ready

Install scheduling and subcontractor coordination

An install date is a chain of dependencies: stock landed, freight booked, lift or scissor lift arranged, centre induction done, after hours access permit issued, certificate of currency sent to the building manager, content loaded and tested. The automation checks that chain, chases the missing piece from the right party, and issues the interstate subcontractor a job pack with the site address, contact, access notes, screen positions, mounting details, the photos you need back, and the sign off form. Nothing goes out until the prerequisites are ticked.

Fleet on record

Site and asset register with warranty and RMA tracking

One register of what is installed where, down to serial number, MAC address, panel model, duty cycle rating, player model and firmware, mount type, install date, commissioning date and warranty end. Warranty is tracked per item, because a panel, a player and an LED cabinet almost never carry the same term, and because the manufacturer may date it from dispatch while your client thinks it started at commissioning. When a unit fails, the register produces the claim detail, tracks the RMA out and back, and tells you whether it is billable or covered.

Sorted before you look

Service tickets and content change requests, triaged on arrival

Both arrive the same way, as an email, and both currently interrupt somebody. The automation reads the incoming message, works out whether it is a fault or a content change, matches it to the site and the specific screen, checks whether that site is under a support agreement and what the response commitment is, and drafts the acknowledgement. A ticket that only says the screen is black comes back with the three questions that resolve most of them, power, source and player state, asked before a truck is booked. A content change is captured with the file, the target screens, the requested dates and an aspect ratio check, then queued for approval.

Renewals raised

Support contract renewal and installed fleet reporting

Support agreements and content management licences are the recurring margin and they lapse silently, usually because the anniversary landed while everyone was on an install. The automation raises the renewal well before the date, assembles what actually happened over the term, tickets logged, response times met, parts replaced, screens added and removed, and drafts the renewal with a defensible position. The same data feeds a fleet report you can put in front of a client or in front of your own management on a Monday.

Six Signage and AV Scenarios We Automate

Task	Traditional	With Yes AI	Notes
LED and LCD supplier quoting a multi site retail rollout	One estimator rebuilds the same proposal per site over several evenings	A structured draft per site is generated from the site survey data, ready for pricing	The variable parts, screen count, mount type, cabling run and access constraints, are read from the survey rather than retyped, so a twelve site rollout stops being twelve separate evenings of rebuilding the same document.
Integrator whose proposals go quiet after they are sent	Follow up depends on whoever remembers, and the big quotes get chased last	Every quote is tracked by value and age with automatic, escalating follow up	Fitout delays are normal in this trade, so the sequence is patient rather than pushy, and a quote parked for a quarter still comes back around instead of disappearing.
Signage company installing across three states with subcontract crews	Job packs assembled by hand, and half the return photos never arrive	Job packs issued automatically, sign off and photo evidence chased until returned	The install is only closed when the commissioning photos and the client sign off are in, which is also the moment the warranty clock and the support agreement can be started correctly.
Operator with several hundred screens under mixed manufacturer warranties	Warranty status lives in a spreadsheet that nobody has opened since the last audit	A live asset register with per item warranty end dates and expiry alerts	You find out a panel is out of warranty before you promise a free swap, and you can see at a glance which client sites are about to fall out of cover and need a hardware refresh conversation.
Support desk buried in artwork change requests from client marketing teams	Requests arrive as emails with attachments and get actioned in whatever order they are seen	Requests captured, matched to site and screen, aspect ratio checked, queued for approval	The common failure, a landscape file sent for a portrait screen or a file that arrives after the campaign was meant to start, gets caught at intake rather than on the night it was supposed to go live.
Business whose support agreements quietly lapse at the anniversary	Renewals raised late, or not at all, and revenue disappears without anyone noticing	Renewal tasks raised ahead of every anniversary with the term summary attached	The recurring line is often one of the healthiest margins in the business, so protecting it can be worth more than chasing another install, and the term summary gives the client something concrete to say yes to.

Six Honest Limits and How We Handle Them

Hardware, freight and the physical install stay physical

Nothing here lifts a 98 inch panel, runs a cable through a suspended ceiling, or drives a scissor lift. Automation removes the coordination overhead around the install, the chasing, the paperwork, the job pack, the sign off and the record keeping, and that is genuinely where the wasted hours are. It does not shorten the install itself, it does not reduce your crew, and any consultant who tells you otherwise has never been on a shopfit at six in the morning. Expect the office to get faster, not the truck.

Proposal drafting is a first draft, never a priced specification

We use AI to assemble and structure the proposal from your own scoping notes, product descriptions and past documents. We do not let it decide pricing, invent product specifications, quote a brightness figure in nits, state a warranty term, or promise a lead time. Those numbers must come from your price file and your distributor, because an AI that guesses a spec will guess confidently and you will be held to it. The gate is simple: a human prices it and signs it before it leaves the building.

Fleet monitoring reads from your player platform, it does not replace it

Whether you run BrightSign, Scala, Signagelive, Samsung MagicINFO, LG webOS or something built in house, that platform is what actually knows if a player is online and what is on screen. We integrate with it and pull the state into your service and reporting layer so a heartbeat failure becomes a ticket with the site, the screen and the support agreement already attached. We do not build a competing monitoring product, and we will tell you if your current platform simply does not expose the data we would need.

The asset register is only as good as the data you seed it with

The hardest part of an asset register is not building it, it is the first load. Serial numbers photographed at install and never recorded, screens swapped under warranty without updating anything, sites that changed tenant, and the genuine ambiguity of whether warranty starts at dispatch, at delivery or at commissioning. We plan that clean up as real work with real hours rather than pretending it is free, we build the capture into the install sign off so it stays correct from now on, and we flag records we cannot verify instead of quietly guessing.

Content changes need a named human approval gate

Publishing the wrong artwork to a client screen in a shopping centre is a visible, embarrassing and occasionally expensive mistake, and if the client advertises in a regulated category the copy itself can carry obligations under Australian Consumer Law, which is general information rather than legal advice and remains a call for the client and their own advisers. So we automate the intake, the matching, the checks and the queue, and we stop at the publish. A named person approves and pushes. The automation makes that approval a five second job with everything already assembled, rather than removing it.

Warranty claims, RMAs and site access run on somebody else's clock

Your distributor sets the RMA turnaround, the manufacturer decides what is covered, the centre management decides when you can get on site, and the subcontractor two states away has their own week. Automation makes sure the claim is lodged the same day, that the client is told what is actually happening, and that nothing sits unactioned for a fortnight because it fell out of a thread. It does not shorten a four week RMA and it will not talk a centre into an unscheduled day access permit. We build honest visibility, not false promises to your client.

How Yes AI Helps

Discovery across the whole job lifecycle

We follow real jobs from enquiry to renewal, sit with the estimator, the coordinator and the service desk, and map where the hours and the leaks actually are. You get a clear written picture of the current process, the double handling, and a prioritised plan before any build starts. That map is a deliverable in its own right, useful even if you never automate a line of it.

Build and integration

We build the automation and connect it to what you already run: your estimating and quoting tool, your job or project system, your content management platform, your accounting package, and the shared mailboxes where enquiries, tickets and content requests land. One accountable team, one build, tuned to your process rather than a template.

Secure delivery an enterprise client will accept

Least privilege access, encrypted connections, only the data that needs to move, and clear records of what flows where. Where site contacts, access instructions and staff details are involved we design to the Privacy Act and the Australian Privacy Principles, which matters when you are tendering for government, health, education or a national retail account.

Monitoring and ongoing support

After go live we watch the automation, catch the exceptions and stay on hand as the business changes. When you add a warehouse, take on a new manufacturer, move to a different content platform or start selling a new service line, the people who built it extend it. The automation keeps earning its keep instead of slowly rotting.

How the Rollout Works

A clear five step path from a first conversation to a live, monitored automation. Most signage and AV businesses are live inside two to six weeks, depending on how many systems have to talk to each other and whether the asset register needs a data clean up first.

Discovery and process mapping

We follow real jobs end to end and talk to the people doing the work: the estimator on a site visit, the coordinator booking freight and access, the installer filling in the sign off, the person answering the support line. We identify every point where information is retyped or held only in somebody's head, and we agree what a successful outcome looks like in your terms.

Design and scope sign off

We turn the map into a concrete design: which triggers fire which automations, what the proposal draft contains and what stays manual, what the asset register holds, how tickets are classified and routed, where the approval gates sit, and what we integrate with. You approve a fixed scope, timeframe and price before any build begins.

Build against a safe copy

We build and test against sandbox or test accounts, never straight into your live systems and your client inboxes. Field mappings, warranty date rules, ticket classification, escalation thresholds and site matching are all proven where a stray email cannot reach a client and a test ticket cannot start somebody's response clock.

Test with real jobs, run in parallel

We run the automation alongside your current process on live enquiries, quotes, installs and tickets so you can compare the two side by side. You watch it produce the same proposals, the same schedules and the same triage decisions your team would, on your own work, before you rely on it for anything.

Go live, train and monitor

We cut over, train the estimating, coordination and service teams on what changed and what now happens automatically, and keep watching. Exception alerts surface anything unexpected, and we stay on hand to tune the rules as your job mix, your client base and your product range change.

FAQ

Do we have to change our content management platform?

No. Your content management platform is the system of record for what is playing and whether a player is online, and we have no interest in replacing it. We integrate with what you run, whether that is BrightSign, Scala, Signagelive, Samsung MagicINFO, LG webOS or something built in house, and we pull the state you need into your service desk, your asset register and your client reporting. If a platform does not expose the data through an interface we can use, we will tell you that honestly rather than promise a workaround that does not exist.

What can actually be automated in a signage or AV business?

The rules based coordination work, which is most of the office. Reading and qualifying incoming enquiries. Turning site survey notes into a structured proposal draft. Tracking and following up issued quotes. Checking the dependency chain before an install is confirmed and issuing job packs to subcontractors. Maintaining a site and asset register with per item warranty dates and expiry alerts. Triaging service tickets and content change requests to the right site, screen and agreement. Raising support contract renewals ahead of the anniversary. Producing installed fleet reports. If someone is copying information between screens, chasing a person for a document, or remembering something on a date, it is a candidate.

Will AI write our proposals for us?

It will write a solid first draft from your own material, and that is deliberately where we stop. The draft assembles the site details, the scope, the product list, your standard inclusions and exclusions and your usual structure, with hardware, install, content and support kept as separate sections so the client can approve them separately. It does not set pricing, invent specifications, state a warranty term or promise a lead time, because those come from your price file and your suppliers. An estimator prices, checks and signs it. What changes is that the draft is waiting the same afternoon instead of three weeks later.

How do you handle screens installed across many client sites?

With a single asset register that goes down to the individual item rather than the site. Each panel, media player and LED cabinet carries its own serial number, model, install date, commissioning date and warranty end date, because those terms are rarely the same and the manufacturer may date warranty from dispatch while your client assumes commissioning. We build the capture into the install sign off so the register stays correct, we alert on approaching warranty expiry, and we tie every service ticket to the specific item so the history follows the hardware even when it moves sites.

We use subcontract installers in other states. Can this help?

This is one of the strongest cases for it. The subcontractor gets an automatically assembled job pack with the site address, site contact, access and induction requirements, screen positions, mounting details, the commissioning checklist and exactly which photos you need back. The automation chases the sign off and the photos until they arrive, and the job is not closed without them. That matters commercially, because the sign off is the trigger for your final invoice, for the warranty start date and for the support agreement to begin on the right day.

How long does it take?

Most signage and AV businesses are live inside two to six weeks. A focused piece, such as quote follow up or ticket triage on its own, sits at the fast end. A full build covering proposal support, install coordination, the asset register and renewals sits at the longer end, and if your existing asset data needs a clean up before it can be loaded, we scope that as real work with real hours rather than pretending it is free. You get a fixed scope and timeframe after discovery, so you are never signing up to an open ended project.

What does it cost?

We scope every engagement rather than quoting a figure sight unseen, because a single integrator with forty screens and a national operator with four thousand are different jobs. Consulting engagements start at $1,000 AUD for a focused BASIC piece, $3,000 for a STANDARD engagement, and $10,000 for a STRATEGIC one covering a broader estate. After discovery you receive a fixed scope, timeframe and price before any build starts. In this industry the easiest place to look for the payback is the recurring support line, because a renewal that would otherwise have lapsed is revenue you have already done the work to earn.

Is our client data safe, and what about the Privacy Act?

Security and privacy are designed in from the start. Your asset register holds client site addresses, contact names, access instructions and sometimes network details, so we use least privilege credentials, encrypted connections, and move only the data that genuinely needs to move. Where personal information is involved we design to the Privacy Act and the Australian Privacy Principles, with deliberate handling of access, retention and deletion, and a clear record of what flows where. We are an Australian consultancy, and that record is usually what a corporate or government client's procurement team asks you for. This is general information about how we design, not legal advice on your own obligations.

Get the Admin Off Your Estimators and Your Service Desk

Book a call and we will follow one of your real jobs from enquiry to renewal, show you exactly where the hours are going, and tell you what we would automate first and what we would leave alone. No obligation, no jargon, and an honest answer about what will not work.