Workflow Automation Templates

TRIGGER

New form submission or phone inquiry

ESTIMATED COST

$1,500-$2,500 one-time setup. $300-$500/month ongoing.

ACTIONS

• 1. Add lead to CRM with source tracking and UTM parameters
• 2. Send immediate confirmation email/SMS (within 60 seconds)
• 3. Notify assigned team member via text and Slack/Teams
• 4. Schedule Day 1 follow-up email with service details
• 5. Schedule Day 3 SMS check-in with direct reply capability
• 6. Schedule Day 7 AI voice agent call for qualification
• 7. Schedule Day 10 email with relevant case study
• 8. Schedule Day 14 break-up email with limited-time offer
• 9. If lead responds at any point, pause sequence and alert team

EXPECTED IMPACT

Increase lead-to-customer conversion by 20-40% through consistent, timely follow-up. Our plumbing company client increased close rates from 22% to 62% using this exact template. Average ROI: $5,000-$20,000/month in recovered revenue.

See the case study

TRIGGER

Appointment booked in calendar or practice management system

ESTIMATED COST

$1,500-$2,000 one-time setup. $300-$400/month ongoing.

ACTIONS

• 1. Send confirmation email with appointment details and prep instructions
• 2. Send reminder 72 hours before via preferred channel (text or email)
• 3. Send reminder 24 hours before with directions/parking/what to bring
• 4. Send final reminder 2 hours before with one-tap confirm or reschedule link
• 5. If no confirmation after 48 hours, trigger reconfirmation call via AI voice agent
• 6. If cancelled, immediately offer 3 alternative time slots and add to waitlist
• 7. Log all confirmation interactions in CRM for no-show pattern analysis

EXPECTED IMPACT

Reduce no-shows by 40-60%. Typical savings of $2,000-$8,000/month depending on appointment value. Our dental practice client reduced no-shows from 18% to 9.9%, saving $15,000/month.

See the case study

TRIGGER

Job/appointment marked complete in CRM or service management system

ESTIMATED COST

$1,000-$1,500 one-time setup. $200-$300/month ongoing.

ACTIONS

• 1. Wait 2 hours for service to settle and customer to experience results
• 2. Send SMS with direct Google review link (one-tap to review page)
• 3. If no review in 48 hours, send email reminder with review link and simple prompts
• 4. If 5-star review posted, send automated thank-you and referral request with incentive
• 5. If 4-star review, send thank-you with feedback request to improve
• 6. If negative review (1-3 stars), alert owner immediately via text for personal response
• 7. Log review status in CRM for team performance tracking

EXPECTED IMPACT

Increase Google review volume by 200-400%. Improve average rating by 0.3-0.5 stars within 90 days. Each new review drives approximately $500-$1,500 in annual revenue through improved search visibility and conversion rates.

TRIGGER

Estimate/proposal sent to prospect (detected via CRM or email)

ESTIMATED COST

$2,000-$3,500 one-time setup. $400-$600/month ongoing.

ACTIONS

• 1. Log estimate in CRM with value, service type, and lead source
• 2. Send Day 1 email with estimate summary and company credentials
• 3. Send Day 3 text checking if they have questions (enable direct reply)
• 4. Schedule Day 7 call from sales team or AI voice agent
• 5. Send Day 10 email with case study or testimonial relevant to their service need
• 6. Send Day 14 final follow-up with limited-time offer or seasonal incentive
• 7. If no response after Day 14, move to long-term nurture (monthly value emails)
• 8. Track all touchpoints for sales team visibility and close rate analytics

EXPECTED IMPACT

Increase estimate close rate by 15-30%. Recover $5,000-$20,000/month in lost estimates. The compounding effect is significant: even a 10% improvement in close rate on 30 estimates/month at $2,000 average generates $6,000/month in additional revenue.

TRIGGER

Contract signed / payment received

ESTIMATED COST

$2,000-$3,500 one-time setup. $400-$600/month ongoing.

ACTIONS

• 1. Send welcome email with branded next-steps guide
• 2. Create client record in project management system with all discovery data
• 3. Send intake questionnaire with pre-filled fields from sales data
• 4. Schedule kickoff meeting with suggested agenda
• 5. Grant system access (CRM portal, reporting dashboard, communication channels)
• 6. Assign team member and notify them with full client context
• 7. Send Day 7 check-in after kickoff to confirm expectations are met
• 8. Schedule 30-day review to assess satisfaction and identify expansion opportunities

EXPECTED IMPACT

Reduce onboarding time by 50-65%. Improve client satisfaction scores through consistent, professional first impressions. Eliminate dropped handoffs between sales and delivery teams. Our agency client scaled from 12 to 36 clients using this exact onboarding template.

See the case study

TRIGGER

1st of each month (scheduled) or on-demand trigger

ESTIMATED COST

$2,000-$4,000 one-time setup. $500-$800/month ongoing.

ACTIONS

• 1. Pull data from Google Analytics, ad platforms, and CRM
• 2. Pull data from phone system and chatbot analytics
• 3. Calculate KPIs against benchmarks and previous month
• 4. Generate report from branded template with data visualizations
• 5. Add AI-generated insights highlighting notable changes and recommendations
• 6. Email report to client with executive summary
• 7. Schedule review call if metrics changed more than 15% in either direction
• 8. Log report delivery in CRM for client communication tracking

EXPECTED IMPACT

Save 2-4 hours per client per month on reporting. Improve client retention through consistent, data-driven communication. Standardize reporting quality across your team. The marketing agency in our case study eliminated 3 days per month of manual reporting.

See the case study

TRIGGER

90 days before policy expiration (detected from CRM or management system)

ESTIMATED COST

$3,000-$5,000 one-time setup. $500-$1,000/month ongoing.

ACTIONS

• 1. Generate coverage review summary comparing current vs. recommended coverage
• 2. Email coverage review to client at 90-day mark
• 3. Send personalized text at 60-day mark inviting review call
• 4. AI agent identifies cross-sell opportunities based on coverage gaps
• 5. Generate renewal documents with updated terms at 30-day mark
• 6. Send documents for e-signature with one-click signing
• 7. If no response at 14 days, escalate to agent for personal outreach
• 8. Log all touchpoints and flag high-risk non-renewals for management review

EXPECTED IMPACT

Increase renewal rate by 5-12 percentage points. Reduce renewal processing time by 70%. Free up account managers for cross-sell and new business development. Our insurance client went from 76% to 85% renewal rate and added $12,000/month in cross-sell revenue.

See the case study