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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 →

Lead response & qualification

~2–4 hrs/wk
Trigger
A web form, text, Facebook message, or voicemail transcript comes in.
What it does
  • Replies within two minutes, in your voice, with the questions you'd ask
  • Scores the lead: location, job type, urgency, budget signals
  • Offers real open slots from your calendar and books the visit
  • Creates the contact and a summary in your CRM or spreadsheet
Where a person stays in the loop
Emergencies, commercial jobs, and anything the caller escalates.
Connects to
Website formsSMS (Twilio)Google CalendarHubSpot / Jobber / sheet
Usually Starter Automation · $2,500–$6,000Try it live →

Reminders, reschedules & no-show recovery

~2–3 hrs/wk
Trigger
An appointment is booked, changed, or missed — or a layaway or installment plan has a payment due.
What it does
  • Sends confirmations and reminders on your schedule, by text or email
  • Handles 'can we move it to Thursday?' replies and rebooks from open slots
  • Fills a cancelled slot from your waitlist automatically
  • Sends the after-visit note and review request
  • Runs layaway and installment plans on held items: deposit, schedule, pay-link reminders, and the written terms at intake
Where a person stays in the loop
Cancellations inside 24 hours and anything involving a fee.
Connects to
Google / Outlook CalendarSquare AppointmentsSMSEmail
Usually Starter Automation · $2,500–$6,000Try it live →

Monthly close & sales tax

~4–10 hrs/wk
Trigger
The bank feed updates, receipts arrive, or the sales tax return is ten days out.
What it does
  • Categorizes the bank feed and matches receipts and invoices to transactions
  • Sends the owner one weekly text with the handful of items it couldn't place, instead of twenty questions
  • Prepares the sales tax return from POS sales by jurisdiction, including local option taxes
  • Hands the bookkeeper a reconciled month with a short list of what to look at
Where a person stays in the loop
The bookkeeper or owner reviews and files; nothing is submitted by the automation.
Connects to
Bank feedQuickBooks / XeroPOS exports (Square, Clover, Shopify)SMS / email
Usually Growth Build · $7,500+Ask about this →

Brand deals, contracts & deliverables

~3–6 hrs/wk
Trigger
A sponsor or agency sends a brief and a contract, or a deliverable is due.
What it does
  • Reads the brief and contract for rate, deliverables, due dates, exclusivity, usage rights and term, approvals, and payment terms
  • Puts every deliverable on a calendar beside your rate card so you can see if the offer is under your floor
  • Drafts the counter or acceptance in your voice, invoices when each deliverable posts, and chases net-45 payments
  • Checks every sponsored post for the FTC disclosure before it's scheduled
Where a person stays in the loop
You sign every contract and approve every counter.
Connects to
EmailRate card (sheet)CalendarQuickBooks / Wave / Stripe
Usually Starter Automation · $2,500–$6,000Try it live →

Creator revenue reconciliation & quarterly taxes

~3–6 hrs/wk
Trigger
AdSense, sponsors, affiliates, Patreon, TikTok, merch, and licensing each pay on their own schedule.
What it does
  • Pulls each platform's statement and reconciles it to the bank
  • Produces a monthly income statement by stream and flags the sponsor that hasn't paid and the affiliate payout that's short
  • Sets aside the estimated quarterly tax and reminds you on the four due dates
  • Invoices licensing requests for your footage or photos instead of letting them go for free
Where a person stays in the loop
Your accountant reviews the quarter; you approve every set-aside transfer.
Connects to
YouTube / TikTok / Patreon / affiliate exportsBank feedQuickBooks / WaveEmail / DMs
Usually Growth Build · $7,500+Ask about this →

Overdue invoice follow-up

~1–3 hrs/wk
Trigger
An invoice passes its due date.
What it does
  • Sends a friendly reminder with a payment link, then escalates tone on your schedule
  • Reads replies: promises to pay, disputes, 'never got it' — and responds appropriately
  • Pauses the sequence the moment payment lands
  • Gives you a weekly aging list with the story behind each one
Where a person stays in the loop
Disputes, payment plans, and any account you've flagged as sensitive.
Connects to
QuickBooks / Xero / StripeEmail / SMS
Usually Starter Automation · $2,500–$6,000Try it live →

Inbox triage & drafted replies

~3–6 hrs/wk
Trigger
Email arrives, all day.
What it does
  • Sorts into needs-you / needs-someone / FYI / noise
  • Drafts replies for the routine ones in your voice, ready to send
  • Pulls the ask out of long threads into one line
  • Ends the day with a five-line summary of what's still open
Where a person stays in the loop
Nothing is sent without you. Drafts wait in your outbox.
Connects to
Gmail / Microsoft 365
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