Trades Business Job Onboarding
Automatically create customer records, send welcome messages, schedule first appointments, and flag permit requirements the moment a service agreement is signed. Your office staff never touches the admin.
Form Submission to CRM + Spreadsheet Dual Write
Automatically send every web form submission to your CRM and a Google Sheet at the same time. Sales gets instant lead alerts with proper tags, and ops gets a clean audit trail without anyone copying and pasting a thing.
eSignature Completion to Folder Filing
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
Support Ticket Classification & First Response Agent
An AI agent that reads every incoming support ticket, classifies it by type and urgency, drafts a first response using your knowledge base, and routes it to the right person. First response times drop from hours to seconds, and over half your tickets never need a human at all.
New Employee Onboarding Data Sync
Automatically provision accounts across Google Workspace, Slack, your CRM, and project management tools the moment a new hire is added to your HR system. No checklists, no waiting, no forgotten logins.
Retention Release Date Tracking and Notification
Automatically calculates defects liability period end dates and retention release milestones for every contract, then sends your accounts team reminders with condition checklists so you actually claim the money you've earned.
Proposal Viewed Notification and Follow Up
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
Automated Reference Request After Deal Close
When a deal closes in your CRM, a timed sequence of personalised review requests goes out via email and SMS. Customers get a direct link to your Google review page while their experience is still fresh, and your team never has to remember to ask.
Auto Archive Completed Project Documents
When a project closes in your PM tool, this automation collects every contract, deliverable, and sign off from across your systems, organises them into a standardised archive folder, and generates a summary PDF. No manual cleanup required.
Weekly Sales Pipeline Snapshot Report
A scheduled workflow pulls every open deal from your CRM each Monday morning, calculates weighted pipeline by stage and rep, flags deals going cold, and delivers a formatted summary to your inbox and Slack before the team meeting starts.
AI Powered Statement of Work Drafter
A project manager fills out a short form after a discovery call. Within minutes, AI drafts a full Statement of Work into your branded template, routes it through Slack for internal approval, and sends it to the client for signature.
PDF Invoice OCR to Accounting System
Automatically extract data from PDF invoices using OCR and push it straight into your accounting system. No manual data entry, no transcription errors, no wasted hours.
Booking Triggered Invoice and Deposit Collection
When a high value appointment is booked, this automation creates a draft invoice in your accounting software and sends the client a payment link for a deposit. Once paid, the booking is confirmed and your team is notified, all without anyone lifting a finger.
Website Form to CRM with Instant Alert
Automatically push every website form submission into your CRM, tag it by source, and ping the right sales rep within seconds. No more leads sitting in an inbox nobody checks.
Site Induction Automation for New Workers
When a new worker is added to your project directory, they automatically receive a preinduction package with safety rules, emergency procedures, and a digital induction form. The system verifies their licences and flags any expired certifications before they set foot on site.
CRM to Accounting Invoice Sync
Automatically generate invoices in your accounting software the moment a deal closes in your CRM. No retyping customer details, no mismatched line items, no delayed billing.
Escalating Overdue Payment Reminder Sequence
Automatically chase overdue invoices with a structured sequence that escalates from friendly email to SMS to team alert, so you never have to make an awkward collections call again.
Construction Subcontractor Onboarding
Automatically collect insurance certificates, W9 forms, and safety questionnaires from new subcontractors, then validate compliance with AI before they set foot on site. No email chains, no chasing paperwork, no expired certificates slipping through.
Vendor Agreement Intake and Comparison
When a vendor sends a contract, AI extracts payment terms, liability caps, termination clauses and auto renewal dates into a structured row. Your procurement team can then compare every vendor agreement side by side, spotting bad deals before anyone signs.
Post Service Google Review Request
Automatically sends a personalised review request to every customer after a completed job, turning satisfied clients into public Google reviews without your team remembering to ask.
New Client Welcome Sequence
Automatically deliver welcome emails, onboarding documents, personal introductions, and team briefings the moment a deal closes. Every new client gets a consistent, professional first impression without anyone on your team remembering to hit send.
Invoice Follow Up & Collections Agent
An automated agent monitors your aging invoices, sends personalised follow up emails that escalate in tone based on how late the payment is, and alerts your team when human intervention is needed. You collect more of what you're owed without the awkward chasing.
Defect List Photo Documentation and Assignment
When a site supervisor photographs a defect, the automation uploads the image to the project folder, creates a punch list item assigned to the responsible subcontractor, and sends them an SMS or email with the photo, floor plan location, and rectification deadline.
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Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
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- A step by step checklist to get your first automation live this week
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