Automations take care of repetitive admin tasks so your team can focus on running the business. Use them for requests, quotes, invoices, notifications, and custom workflow rules.
Overview
Automations can:
- Follow up on quotes.
- Follow up on invoices.
- Archive stale requests or quotes.
- Draft quotes from new requests.
- Notify managers about high-value opportunities.
- Create tasks.
- Trigger client or team messages.
- Keep the sales pipeline clean.
Admins can manage automations from Settings and related workflow settings such as Email Templates.
Request automations
Use request automations to clean up or move intake work.
Common request automations include:
- Automatically archive requests that stay unconverted for a selected number of days.
- Create a follow-up task for new requests.
- Notify the office when a high-priority request arrives.
- Create a draft quote from a completed request.
Request automations help keep the pipeline focused on work that can move forward.
Quote automations
Follow up on quotes
Quote follow-ups automatically send email or text reminders to clients when a quote is awaiting response.
Configure:
- Automation title.
- Number of days after the original quote is sent.
- Message text.
- Whether the first and second reminders should be active.
Follow-ups should use the same channel as the original quote when possible. If the quote was sent by text, follow-up by text keeps the client in the same conversation.
Automatically archive quotes
Use auto-archive when quotes have been awaiting response for too long. Choose how many days after sending the quote the archive should happen.
This keeps the sales pipeline clean and makes open quote lists easier to manage.
Automatically draft quotes from new requests
Use AI-assisted quote drafting when requests have enough detail to prepare a draft quote.
The draft should use:
- Request details.
- Client and property information.
- Products and services.
- Quote templates.
- Similar historical quote patterns.
Review AI-drafted quotes before sending. Confirm line items, quantities, pricing, taxes, deposits, client messages, and terms.
Notify me for new high-value quotes
Create notifications when a quote exceeds a selected value. Use this for manager review, pricing approval, or sales follow-up.
Invoice automations
Follow up on invoices
Invoice follow-ups automatically remind clients about unpaid invoices.
Configure:
- When the reminder sends.
- Whether it sends before or after the due date.
- Email or text message content.
- Number of reminders.
- Whether reminders pause after payment.
Use Invoice Receivables Report to review unpaid balances.
Deactivate an automation
Deactivate an automation when your workflow changes or when your team wants to handle follow-up manually.
Before deactivating, review:
- Which records it affects.
- Whether existing scheduled messages should still send.
- Which team member will own the manual process.
Custom automation builder
Use custom automations when the default automation cards do not match your exact workflow.
A custom automation should include:
- Trigger.
- Conditions.
- Action.
- Timing.
- Audience.
- Message content.
- Owner responsible for review.
Examples:
- When a quote over a threshold is created, notify a manager.
- When a job is completed, create an invoice task.
- When a request has no activity after a set number of days, create a follow-up task.
- When an invoice becomes past due, send a client reminder and notify billing.
What else can I automate?
Review workflows where your team repeats the same action:
- Request intake.
- Assessment booking.
- Quote follow-up.
- Job reminders.
- Invoice reminders.
- Review requests.
- Team task creation.
- Client communication.
Start with one workflow, test it, then expand.
Share feedback
As your team uses automations, keep notes on where automation saves time and where manual review is still needed. Use that feedback to improve templates, timing, and escalation rules.