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Automation playbooks

33 workflows we've already designed

Every playbook follows the same shape: a trigger, what the automation does, and exactly where a person stays in the loop. Pick the one that costs you the most hours; that's your proof of concept.

All businessesTrades & field serviceRetail, food & hospitalityProfessional servicesProperty & real estateResorts, condo-hotels & HOAsEvents, weddings & venuesMedical, law & accounting practicesCreators, studios & mediaHealth, wellness & studiosNonprofits & associationsConservation & outdoors

Invoice & receipt capture

~3–5 hrs/wk
Trigger
A vendor invoice or receipt arrives by email, text, or a photo from your phone.
What it does
  • Reads vendor, line items, tax, total, and due date, even from a crumpled photo
  • Matches it to a job, PO, or property so the cost lands in the right place
  • Posts the bill to QuickBooks or Xero with the right category and schedules payment
  • Files the original in a dated folder you can hand to your accountant
Where a person stays in the loop
Anything over $500, a vendor you've never paid, or no matching job.
Connects to
Gmail / OutlookQuickBooksXeroGoogle Drive
Usually Starter Automation · $2,500–$6,000Try it live →

Event intake & vendor paperwork

~4–8 hrs/wk
Trigger
A client, couple, or committee sends details, or a vendor quote, contract, or donated-item description arrives by email, text, or a photo of a form.
What it does
  • Reads each quote or contract for the deliverable, price, deposit, balance date, cancellation terms, insurance, and load-in requirements
  • Creates or updates the event, vendor, sponsor, or auction-item record and drafts the confirmation in the sender's own terms
  • Builds the auction catalog or vendor list with values and descriptions ready for review
  • Flags any term outside your standard set and anything that changes the client's or committee's total
Where a person stays in the loop
Contract terms outside your standard set, anything that changes the agreed total, and every client-facing message on event day.
Connects to
Email / SMS / photo of a formHoneyBook / Aisle Planner / Dubsado / sheetChapter or donor systemGoogle Drive
Usually Starter Automation · $2,500–$6,000Try it live →

Budget, payments & timeline

~3–6 hrs/wk
Trigger
A deposit or balance comes due, a vendor changes a number, or the event is fourteen days out.
What it does
  • Keeps the master budget and payment calendar current from every quote, contract, and sponsor commitment
  • Shows what is due to whom in the next fourteen days and drafts the vendor and sponsor confirmations the week before
  • Answers the client's or chair's 'where are we?' with a one-page status against the agreed number or the goal
  • After the event, issues acknowledgments and receipts with the right disclosure language, and the rentals and deposit-return checklist
Where a person stays in the loop
Any payment release, any message that changes the total, and every acknowledgment that states a dollar figure.
Connects to
QuickBooks / bank feedPlanning tool or sheetEmail / SMSCalendar
Usually Growth Build · $7,500+Ask about this →

Habitat & easement monitoring reports

~3–6 (season) hrs/wk
Trigger
A volunteer or steward walks a property and sends photos and a voice memo from their phone.
What it does
  • Transcribes the notes and drafts the annual monitoring report in the format your accreditation or grant requires
  • Matches this year's photo points to last year's and flags cleared areas, new structures, or possible encroachment
  • Tracks which easements and habitat projects have not been visited yet this season and nudges the steward
  • Files the report, photos, and GPS data in the property's archive so it stands up to accreditation review
Where a person stays in the loop
Every report before it is signed, and any suspected violation before a landowner is contacted.
Connects to
Phone photos + voice memoGoogle Drive / SharePointProperty list (sheet or GIS export)Email
Usually Growth Build · $7,500+Ask about this →

Donor acknowledgment & records

~2–4 hrs/wk
Trigger
A gift arrives by check, online form, or event registration.
What it does
  • Creates or updates the donor record and gift history
  • Sends the IRS-compliant acknowledgment letter within 24 hours, personalized
  • Flags lapsed donors and major-gift signals for the director
  • Prepares the board's monthly giving summary
Where a person stays in the loop
Major gifts and any donor flagged for personal outreach.
Connects to
Donor CRM (Bloomerang / Little Green Light / sheet)EmailDocs
Usually Starter Automation · $2,500–$6,000Ask about this →

Don't see yours? Most businesses have one we haven't written down yet.

If it arrives as text, photos, PDFs, or forms and ends in a decision or a data entry, it's a candidate. The $950 proof of concept is how we find out.

Describe your workflow
Automation playbooks — Carolina Solutions Architects