Daily Cash Position Report
An automated morning report that pulls your live bank balances, outstanding receivables, and upcoming payables into a single snapshot, then sends it to your phone before you finish breakfast.
Flat Rate Pricing Book Sync
When your office updates the flat rate pricing book, every downstream system updates automatically. Your FSM app, quote generator, and invoicing platform stay in sync, so technicians never quote outdated prices in the field.
Trades Quote to Contract Converter
Automatically converts approved quotes into signed service contracts with warranty terms, payment schedules, and scope definitions. No manual paperwork, no verbal agreements, no disputes three months later.
Invoice Dispute and Credit Note Workflow
Automatically detect invoice disputes in client replies, pause collection reminders before they cause damage, and route each case to the right person with full context. Credit notes get generated once the dispute is resolved.
Stripe Payment Received to Invoice Reconciliation
When a Stripe payment lands, the matching invoice in your accounting system is automatically marked as paid, fees are recorded, and your client gets a receipt. No CSV exports, no weekly reconciliation sessions, no month end surprises.
CRM Deal Won to Full Onboarding Kickoff
When a deal closes in your CRM, this automation instantly provisions billing records, creates communication channels, assigns your delivery team, and sends the client a personalised welcome email with a booking link. No admin lag, no dropped handoffs.
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.
Accounting Engagement Letter Automation
When a new client lands in your practice management software, this automation generates a tailored engagement letter with the right services, fees, and deadlines, sends it for electronic signature, then builds the client folder and kicks off your onboarding checklist. No chasing. No waiting.
Freelancer/Subcontractor Coordination Hub
Automatically match freelancers to projects, generate agreements, provision tool access, and track deliverables alongside your internal team. One trigger replaces hours of emails, spreadsheets, and manual onboarding.
Payment Gateway to Database Reconciliation
Automatically compare every transaction from Stripe, Square, or PayPal against your internal records each night, flagging discrepancies before they compound into costly month end surprises.
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.
Appointment to Timesheet Logger
When a completed appointment is marked as done in your scheduling tool, this automation logs the duration, client name, and service type directly to your timesheet. For billable services, it also creates the matching invoice line item with the correct hourly rate.
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.
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.
Shopify to QuickBooks Order and Inventory Sync
Automatically push every Shopify order into QuickBooks as a sales receipt, sync inventory levels across both platforms, and eliminate the hours of manual data entry that keep you chained to a spreadsheet instead of growing your store.
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.
Time Tracked Hours to Invoice Line Items
Automatically pull approved time entries from your tracking tool, calculate billable amounts at the correct rates, and generate detailed invoices in your accounting system. No more spreadsheet wrangling at the end of every billing cycle.
Job Completion to Invoice Pipeline
When a technician marks a job complete, the invoice is generated, tax coded, and sent to the customer with a payment link within minutes. No office admin required, no end of week backlog, no cash flow delay.
Van Stock Replenishment Trigger
When a technician logs parts used after a job, this automation updates per van inventory, generates purchase orders for low stock items, routes them for approval, and emails the supplier. No more return trips to the supply house.
Commission Reconciliation and Split Calculation
Automatically parse commission statements from insurers and product providers, match each payment to the originating adviser, apply contractual split percentages, and push reconciled figures to your accounting system. Discrepancies get flagged before they become lost revenue.
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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
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
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