Lead Handling
Never miss a good lead
Every new inquiry captured, replied to, and routed — automatically.
Pillar 01 / Automation Workflows
Workflow automation consulting for work your team keeps doing by hand
We map the repetitive business processes inside your company and rebuild them as reliable workflow automation — across your existing tools, running in the background, every single day.
10–15 hrs
Saved per person per week
<2 min
Avg automated response
2–4 wks
To first live workflow
What is an automation workflow
A workflow is a series of steps your business already runs. We just make software run them for you.
You already have workflows today — you just do not call them that. They live in people's heads, long Slack threads, and "just make sure you do X" conversations.
An automation workflow takes those steps, maps them precisely, and runs them every time a trigger fires — the same way, with no forgotten steps. No one has to remember step 7 anymore.
A real example, running right now
All in 45 seconds · No human involved
Is this the right solution?
This is exactly for you if any of these sound familiar
You do not need to automate everything. A handful of well-built workflows can change your team's week.
Find which workflows to automate first →- 01 Your team copies data from one tool to another more than twice a day.
- 02 A new lead sometimes waits hours — or longer — before anyone replies.
- 03 Onboarding a new client or hire is done from memory and old emails.
- 04 You send the same report or update manually, week after week.
- 05 Small things fall through the cracks when someone is out or busy.
- Two or more? Your business is ready for automation.
What we build
Four categories of automation workflows
Most service businesses need at least two. High-performing teams run all four.
Client Onboarding
A clean handoff from "yes" to "started"
Consistent, professional onboarding every time — whether it is 1 client or 50.
Operations
Less busywork, fewer errors
The repetitive admin your team dislikes — timesheets, approvals, reconciliation.
Reporting
Always know what is happening
Reports and summaries delivered to your inbox — no one has to pull them.
Real workflow examples
What these look like in practice
Specific, testable, deployable flows — not generic ideas.
From form submission to warm conversation in under 2 minutes
Most businesses lose leads not because of price — but because they respond too slowly. This workflow fires the moment a new lead submits a form and handles everything before any human intervenes.
Tools: Typeform or native form + HubSpot or Pipedrive + Zapier/Make + Slack.
How it runs
- Trigger: Lead submits contact form or books a meeting.
- Contact created or updated in CRM.
- Source, campaign, and page tagged automatically.
- Lead score calculated based on form answers.
- Personalized intro email sent within 60 seconds.
- If high-score: SMS sent immediately to owner.
- Slack message with lead summary card.
From signed contract to ready-to-work client in under 15 minutes
Onboarding sets the tone for the entire relationship. When it is smooth and consistent, clients feel confident they made the right decision. This workflow takes over the moment the contract is signed.
Tools: E-sign tool + project management + Google Workspace + Calendly + Zapier/Make.
How it runs
- Trigger: Contract signed in DocuSign or HelloSign.
- Project created with the correct template in Asana/Notion.
- Google Drive or Notion folder created and shared.
- Welcome email sent with next steps and links.
- Tasks assigned to internal team with due dates.
- Client added to project portal.
- Kickoff call auto-scheduled via Calendly.
From logged hours to sent invoice without touching a spreadsheet
For agencies and service teams, the billing cycle is one of the most painful manual processes. This workflow removes every repetitive step between "time is logged" and "client is billed."
Tools: Harvest or Toggl + Xero or QuickBooks + Zapier/Make + email.
How it runs
- Trigger: Team member submits weekly timesheet.
- System validates hours against project budget.
- Invoice draft created in accounting tool.
- Draft sent to owner for one-click approval.
- Approved invoice emailed to client.
- Invoice reference saved to client folder.
- If unpaid after 7 days: polite reminder email sent.
From raw data to client inbox — automatically, every Friday
Manually pulling numbers from 3–5 platforms to write a weekly report is a time sink agencies know well. This workflow does it every week without anyone asking.
Tools: Meta/Google Ads APIs + CRM + Google Slides/Notion + Zapier/Make + email.
How it runs
- Trigger: Every Friday at 9am.
- Pull data from ad platforms — Meta, Google Ads.
- Pull pipeline and deal data from CRM.
- Insert all values into branded Google Slides or Notion template.
- Generate PDF or shareable link.
- Email to client with a one-paragraph summary.
- Copy saved to client folder automatically.
Every workflow we build is designed around your exact process, tools, and team — these are starting points, not templates.
How it works
From "here's our process" to "this runs by itself"
01
Discovery
Listen & Map
We get on a call and you walk me through how the process actually works today — tools, steps, edge cases, the parts that always break. I ask the questions no SaaS tool ever asks.
02
Design
Design the Flow
I translate your real-world process into a precise step-by-step map: what triggers it, what happens next, where data moves, and where humans stay involved. You review before we build.
03
Build
Build & Test
I implement using automation tools you already own. We run test scenarios — edge cases included — until the workflow behaves like your most reliable team member.
04
Launch
Launch & Tune
We go live. For 2–4 weeks I monitor for errors and unexpected behaviors. Then we stabilize, document, and you own it — with or without ongoing support.
Built on the automation tools your team already uses.
10–15 hrs
Saved per person, per week after go-live
2 min
Average automated lead response time
100%
Human approval before client-facing outputs
What clients usually see
After the first workflows go live
Not guarantees — what happens when the most painful manual processes get replaced with clean automation.
10–15hrs
Saved per person, per week
Across lead handling, reporting, and onboarding workflows combined.
< 2min
Average automated response to new leads
Compared to an industry average of 47+ hours for manual follow-up.
Zero
Forgotten steps in a well-built workflow
Because the workflow either runs or alerts you — it never silently fails.
Common questions
Questions before we automate your business process
Workflow automation consulting maps how a business process works today, identifies the repetitive steps, and turns the right parts into reliable automations across your existing tools.
Not at all. Your job is to describe what happens today, step by step. Our job is to translate that into automation logic, test it, and document how your team uses it.
Every workflow includes error handling, alerts, and fallback logic. If something breaks, you get notified immediately — not days later.
A single workflow typically goes live in 2–4 weeks. Hours saved and faster responses are usually visible within the first week of going live.
Yes. Many clients start with one high-impact workflow — usually lead handling or onboarding — prove the value, then add more.
In most cases, no. We build around what you already have. We only recommend new tools when there is a clear gap your current stack cannot fill.
Related solutions
Workflows are often the first layer. Here's what usually comes next.
02
AI Agents
Add intelligence to your workflows
Agents that can read context, qualify leads, and draft responses — not just move data.
→
03
Integrations & RPA
Connect the tools that don't talk
For the tools without APIs, RPA bridges the gaps your workflow layer can't reach alone.
→
04
Analytics & Growth
See exactly what your workflows are doing
Build the dashboards that prove the time saved and give your team full visibility.
→Ready to start?
Let's map your first 5 workflows
In a free 30-minute call, we'll identify which workflows are costing your team the most time, pick the top 3 to automate first, and sketch what each one would look like.
01
A clear map of where your time is leaking right now.
02
3 specific workflow recommendations with estimated hours saved.
03
A plain-English outline of each — yours to keep, regardless.
No pitch deck. No pressure. 30 minutes, then you decide.