Smart Flows - Before & After Automations

Client Onboarding Automation

Transform your manual 2-3 hour process into a 5-minute workflow

The Scenario

Sarah runs a boutique marketing agency. Every new client means 2-3 hours of manual work - contracts, folders, project setup, team notifications. With 10 clients per month, that's 30 hours of admin work!

BEFORE: Manual Process 2-3 hours
1
Client says "yes" via email/phone
2
Manually create contract in Word
15 minutes
3
Email contract, wait for signature
2-3 days waiting
4
Send welcome email with forms
10 minutes
5
Chase client for info (multiple times)
30 minutes
6
Create folders in Google Drive
15 minutes
7
Add to project management tool
20 minutes
8
Send invoice manually
10 minutes
9
Notify team via Slack/email
5 minutes

Pain Points

  • Constant context switching
  • Things fall through cracks
  • Inconsistent client experience
  • Can't scale without hiring
AFTER: Automated Process 5 minutes
1
Client fills out intake form

AUTOMATION HUB

Zapier/Make triggers instantly when form submitted

✓ Contract sent via DocuSign (instant)
✓ Welcome pack emailed (instant)
✓ Google Drive folders created (instant)
✓ Project created in ClickUp (instant)
✓ Invoice sent via Xero (instant)
✓ Team notified in Slack (instant)
2
Sarah calls client for kickoff
Focus on relationship building

Benefits

  • 5 mins of human time (vs 2-3 hours)
  • Consistent experience every time
  • Nothing falls through cracks
  • Scale without adding headcount

ROI CALCULATION

2.5hrs
Saved per client
$2,500
Monthly value
2 weeks
Payback period

Investment: $1,199 (one-time)

Quote Generation Automation

Turn 45-60 minute quotes into 2-minute workflows

The Scenario

Tom runs a web design agency. Every quote request triggers a painful back-and-forth dance. With 20+ quotes per week at 45-60 minutes each, that's half his work week gone!

BEFORE: Manual Quoting 45-60 mins
1
Receive quote request via email
2
Email back asking for more details
5 minutes + 1-2 days waiting
3
Chase client for missing info
10 minutes
4
Open pricing spreadsheet
2 minutes
5
Calculate pricing manually
10 minutes
6
Copy old quote, update in Word
15 minutes
7
Export to PDF, attach to email
3 minutes
8
Add to CRM manually
5 minutes
9
Set reminder to follow up
2 minutes

Pain Points

  • 20+ quotes/week = 20 hours lost
  • Inconsistent pricing & formatting
  • Slow response = lost opportunities
  • No tracking of conversion rates
AFTER: Automated Quoting 2 minutes
1
Client fills smart quote form
Captures: project type, timeline, budget, features

AUTOMATION ENGINE

Zapier + Google Sheets triggers when form submitted

✓ Price calculated from rate sheet (instant)
✓ Branded PDF generated (instant)
✓ Quote emailed to client (instant)
✓ Added to CRM as opportunity (instant)
✓ Follow-up scheduled (3 days)
✓ Team notified in Slack (instant)
2
Tom reviews complex quotes only
2 mins when needed

Benefits

  • 2 mins vs 45-60 mins per quote
  • Quotes sent within 5 mins of request
  • 100% consistent pricing & branding
  • Automatic follow-ups = higher conversion

CLIENT EXPERIENCE TRANSFORMATION

Before:
"We'll get back to you in 2-3 days"
After:
Professional quote in their inbox in 5 minutes!

ROI CALCULATION

16.5hrs
Saved per week
$4,000+
Monthly value
1 week
Payback period

Investment: $1,199 | Fast quotes = 3x more likely to win

Finance & Invoicing Automation

Stop chasing payments and get paid faster with automated reminders

The Scenario

Emma runs a consulting firm. She spends 10+ hours every month chasing overdue invoices, manually sending reminders, and updating spreadsheets. With 40+ active clients, cash flow is always a mystery.

BEFORE: Manual Finance 10+ hrs/month
1
Check accounting software for overdue invoices
30 minutes daily
2
Copy invoice details to tracking spreadsheet
20 minutes
3
Write personalised reminder emails
5 mins per client
4
Manually send each reminder
2 mins per client
5
Track who you've contacted in spreadsheet
15 minutes
6
Follow up on ignored reminders
30 minutes weekly
7
Update payment status when received
10 minutes daily
8
Create monthly aged receivables report
2 hours monthly

Pain Points

  • 10+ hours/month on collections
  • 60+ day average payment time
  • No visibility on cash flow
  • Awkward client conversations
AFTER: Automated Finance 10 minutes/month
1
Invoice created in Xero/QuickBooks
Triggers automation

FINANCE AUTOMATION ENGINE

Monitors all invoices and triggers actions automatically

✓ 3 days before due Friendly reminder sent
✓ On due date Payment request sent
✓ 7 days overdue Firm reminder sent
✓ Payment received Thank you email sent
✓ Weekly report Aged receivables emailed
✓ Task created For 14+ days overdue
2
Emma reviews weekly report & handles exceptions
10 minutes per month

Benefits

  • Average payment time: 60 → 21 days
  • 10 hours → 10 minutes monthly
  • Professional, consistent follow-up
  • Real-time cash flow visibility

CASH FLOW TRANSFORMATION

Before: "I hope we have enough to cover payroll"
After: "I know exactly what's coming in this week"

ROI CALCULATION

39 days
Faster payments
$15,000
Better cash flow
2 weeks
Payback period

Investment: $1,199 | Stop being your own debt collector

Task Management Automation

Turn your SOPs into automatic task templates that never miss a step

The Scenario

Michael runs a digital agency with 15 team members. Every project requires the same 30+ tasks across design, development, and QA. Despite having SOPs, steps get missed, deadlines slip, and he spends hours creating tasks manually.

BEFORE: Manual Tasks 90 mins/project
1
New project confirmed
2
Open SOP document
Finding the right version
3
Create project in Asana/ClickUp
5 minutes
4
Manually create 30+ tasks
45 minutes
5
Assign each task to team members
15 minutes
6
Set due dates for every task
10 minutes
7
Add task descriptions/context
10 minutes
8
Realise you missed steps, add more
5 minutes + stress

Pain Points

  • 90 minutes per project setup
  • Inconsistent task creation
  • Critical steps forgotten
  • SOPs exist but aren't followed
AFTER: Automated Tasks 2 minutes
1
New client added to CRM/form submitted
Triggers automation

TASK AUTOMATION ENGINE

Your SOPs turned into living, breathing workflows

✓ Project created With client details
✓ 30+ tasks added From templates
✓ Auto-assigned To right team members
✓ Due dates set Based on timeline
✓ Dependencies Linked automatically
✓ Team notified Project ready to start
2
Michael reviews and kicks off project
2 minutes to verify

Benefits

  • 88 minutes saved per project
  • 100% SOP compliance
  • Zero missed steps
  • Team starts work immediately

CONSISTENCY AT SCALE

Website Launch: 42 tasks auto-created
Brand Design: 28 tasks auto-created
SEO Campaign: 35 tasks auto-created
Every project follows your exact process, every time.

ROI CALCULATION

15hrs
Saved monthly
100%
Process compliance
1 week
Payback period

Investment: $1,199 | Your SOPs finally work for you

Reporting Automation

Transform manual data gathering into automated insights delivered to your inbox

The Scenario

Lisa is the COO of a growing SaaS company. Every Monday, she spends 3-4 hours pulling data from 6 different platforms to create the weekly executive report. By the time it's done, half the day is gone.

BEFORE: Manual Reporting 3-4 hours/week
1
Log into Google Analytics
Export traffic data
2
Log into CRM
Export sales pipeline
3
Log into payment processor
Download revenue data
4
Check customer support tool
Get ticket metrics
5
Pull data from ads platforms
Facebook, Google, LinkedIn
6
Copy everything to Excel
45 minutes of formatting
7
Create charts and graphs
30 minutes
8
Write executive summary
20 minutes
9
Email to leadership team
Monday afternoon

Pain Points

  • Half of Monday wasted
  • Data is outdated by delivery
  • Errors from manual copying
  • Can't do it when traveling
AFTER: Automated Reporting 0 minutes
1
Monday 6 AM: Automation triggers
While Lisa sleeps

REPORTING AUTOMATION HUB

Connects to all data sources and builds reports automatically

✓ Analytics data Pulled via API
✓ Sales metrics From CRM
✓ Revenue data From Stripe/PayPal
✓ Support metrics From help desk
✓ Ad performance All platforms
✓ Charts created Automatically
2
7 AM: Report lands in Lisa's inbox
PDF + live dashboard link
3
Lisa adds strategic commentary
10 minutes (optional)

Benefits

  • 4 hours → 0 hours weekly
  • Real-time data, not last week's
  • 100% accuracy, no manual errors
  • Reports ready before workday starts

REPORTS THAT RUN THEMSELVES

Daily: Sales dashboard updates
Weekly: Executive summary + KPIs
Monthly: Investor report package
Always on time, always accurate, always complete.

ROI CALCULATION

200hrs
Saved annually
Real-time
Data freshness
3 days
Payback period

Investment: $1,199 | Make decisions on today's data, not last week's

Ready to Stop Drowning in Manual Tasks?

These are just five examples. Every business has processes that can be automated.

Book Your Discovery Call