Automation Library
The Greek armillary sphere: the whole cosmos mapped as one machine, every part in motion.
Plug-in workflows that replace the manual steps in your backend.
Find the manual steps first
Every backend has the same hidden cost: a person copying data from one place to another, sending the same message again, or remembering to follow up. Each workflow below replaces one of those steps. They are written tool-neutral, so you can build them in whatever CRM, email or automation platform you already use.
Before building anything, spend one week logging the manual steps you or your team repeat.
| Manual step | Times per week | Minutes each | Who does it | Workflow that replaces it |
|---|---|---|---|---|
Multiply times per week by minutes each. Build the biggest number first.
Leads
Instant lead response
Trigger: new form, ad lead or chat lead. Steps: create or update the contact, tag the source, send a personal-sounding email and text within a minute, create a call task for a person. Replaces: checking the inbox for new leads.
Lead routing
Trigger: new contact with qualifying answers. Steps: score against your fit rules, assign the owner by territory or offer, notify them in your team chat. Replaces: someone deciding who takes each lead.
Stale lead nudge
Trigger: lead with no activity for a set number of days. Steps: send a short check-in, and if they still do not reply, move them to the long-term nurture list. Replaces: scrolling the pipeline for forgotten leads.
Sales
Booking confirmation and reminders
Trigger: call booked. Steps: confirmation email with what to prepare, reminder the day before, text an hour before, move the deal to "booked". Replaces: manual reminder messages.
No-show recovery
Trigger: call marked as no-show. Steps: send a rebooking link the same day, again two days later, then close the deal as lost if there is no response. Replaces: chasing missed calls by hand.
Proposal follow-up
Trigger: proposal sent and not signed. Steps: follow-up on day 2 answering a common question, day 5 with a short case study, day 9 asking for a yes or no. Stop the moment it is signed. Replaces: remembering who to chase.
Customers
Payment to onboarding
Trigger: successful payment. Steps: mark the deal won, send the welcome email and intake form, create the project and tasks from a template, notify the delivery team. Replaces: the handover from sales to delivery.
Intake chaser
Trigger: intake form not completed after a set time. Steps: reminder email, then a text, then a task for a person. Replaces: asking clients for the same information again.
Failed payment recovery
Trigger: card declined on a subscription or plan. Steps: email with an update-card link, retry on a schedule, text reminder, task for a person before access is paused. Replaces: spotting failed payments in the processor dashboard.
Review and referral ask
Trigger: project milestone reached or a set number of days after purchase. Steps: ask a one-question satisfaction check. High score: ask for a review and a referral. Low score: create a task for a person to call. Replaces: remembering to ask happy clients.
Reporting
Weekly numbers digest
Trigger: every Monday morning. Steps: pull new leads, calls booked, sales and revenue for the past week, compare to the week before, post the summary to your team chat. Replaces: opening four dashboards.
Source tagging
Trigger: any new contact. Steps: copy the tracking parameters from the form into contact fields, so every sale can be traced back to where it started. Replaces: guessing which channel works.
Plan each workflow on one line
| Workflow | Trigger | Steps | Stops when | Owner | Live date |
|---|---|---|---|---|---|
When automations break
- Every workflow has a stop condition, so nobody keeps getting messages after they act.
- Failures send an alert to a named person, not to an inbox nobody reads.
- Messages that go to customers are tested with a real contact before launch.
- Text messages respect quiet hours in the contact's time zone.
- One document lists every live workflow, its trigger and its owner.
- Review the list each quarter and switch off anything nobody would miss.
Want this built for you instead of by you?
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