Training Drip Sequence for New Clients
Automatically deliver a timed series of training emails, videos, and check ins to every new client after their kickoff call. Clients learn your tools and processes at their own pace, your team fields fewer support questions, and adoption rates climb without anyone chasing people manually.
Client Portfolio Rebalancing Alert
A scheduled automation pulls live portfolio data from your investment platforms, compares each client's allocation against their target, and alerts you the moment any asset class drifts beyond threshold. No more waiting until annual review to discover misaligned risk.
Medical Practice New Patient Intake Automation
When a new patient books, they automatically receive intake forms, upload their insurance card, and complete medical history before they walk in. Your front desk gets a readiness summary with verified insurance and calculated copay, not a clipboard to chase.
Job Site Visit Scheduling for Trades
When a new estimate request comes in, this automation geocodes the address, finds days your team is already working nearby, and offers the client time slots that keep your crew in a tight geographic cluster. Less driving, more billable hours.
Intake Form to Project Workspace Setup
When a client submits an intake form, this automation creates the project workspace, builds the folder structure, assigns templated tasks, and pings the project manager. No copying, no forgetting, no 30 minute setup ritual.
RFI (Request for Information) Routing and Escalation
When a new RFI lands in Procore or Autodesk Build, automation routes it to the right consultant based on discipline and escalates unanswered requests before they stall your programme.
AI Powered Service Request Triage
Automatically classify incoming service requests by trade type and urgency, match them to the right technician with the right parts, and cut intake processing time by 80%.
Contractor Pay Run Automation
Automatically pull approved contractor hours, generate bills in your accounting system, execute batch payments across currencies, and send confirmations. One click replaces a full day of manual processing.
Legal Document Assembly from Intake Data
When a new client completes your intake form, an automation pulls their details and matter type to generate a complete document package, including costs agreements, retainer letters, and court forms, then sends everything for electronic signature and files it to the matter.
Content Repurposing Agent
When you publish a blog post, this automation reads the full article and generates platform specific drafts for LinkedIn, Twitter, email, and more. Every output matches your brand voice. Drafts land in a review board for approval before anything goes live.
Square/Shopify POS Sale to Invoice and Receipt
Every point of sale transaction automatically creates a matching invoice or receipt in your accounting system, so your books stay accurate without anyone touching a spreadsheet.
Stale Lead Reengagement Drip
A scheduled automation scans your CRM for leads that have gone quiet, sends a personalised three email sequence referencing their original enquiry, and stops the moment they reply. Dead leads come back to life without your sales team lifting a finger.
Rental Application Screening Pipeline
Automatically run credit checks, verify references, score applicants against your criteria, and deliver approval or denial recommendations to your property manager. What used to take days now takes hours, even during peak leasing season.
Council / Permit Application Status Tracker
Automatically monitors local council planning portals for permit status changes and alerts your project manager the moment something moves, so permit delays never go unnoticed for weeks.
Service Bay Capacity Scheduling and Load Balancing
Automatically match every booking to an open bay, a qualified technician, and the right equipment. When capacity is full, the system suggests alternatives before double bookings happen.
After Hours Emergency Callout Routing
An AI voice agent answers after hours calls, triages emergencies from routine requests, and routes urgent jobs to your on call technician with full context. Nonurgent callers get a text confirming next business day service.
realestate.com.au/Domain Lead to CRM Instant Routing
Automatically capture leads from realestate.com.au, Domain, and other portals, route them into your CRM with source tags, and fire off a personalised response in under 60 seconds. No manual copying, no delayed replies, no lost commissions.
Quote Follow Up Sequence
Automatically sends timed check ins after every quote you send, nudging prospects at day two, day five, and day ten. Stops the moment they accept, so you never chase a closed deal.
Automated Document Collection Portal
Automatically send clients a personalised portal requesting the exact documents you need, chase them with timed reminders, and update your CRM the moment everything lands. No emails. No phone calls. No spreadsheets tracking who sent what.
Recurring Retainer Invoice Automation
Automatically generate and send retainer invoices on the first of every month, with the correct amount, project reference, and payment terms for each client. No calendar reminders, no copy pasting from spreadsheets, no forgotten invoices.
Construction Job Costing Summary
Automatically pull labour hours, material costs, and subcontractor invoices across every active job, then deliver a weekly summary with variance alerts so you know which projects are bleeding money before it's too late.
Tiered SMS + Email Reminder Sequence
An automated sequence sends an email 48 hours before each appointment, an SMS 24 hours before, and a final SMS 2 hours before. Each message includes a one tap confirm or cancel link that updates your booking status in real time.
Subcontractor Work Order and Purchase Order Dispatch
When a new work order is created, this automation generates a formal purchase order, sends it to the subcontractor for digital signature, files the signed document to the project record, and notifies the site manager. No paperwork chase, no unsigned POs floating around.
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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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