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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 →

Consignment intake, settlement & payouts

~5–10 hrs/wk
Trigger
A consignor brings in items, a booth renter sends photos of what they're putting out, or the settlement period closes.
What it does
  • Reads the intake — photos, a text, or the paper sheet — and creates the consignor and item records with the split, the markdown schedule, and the tags to print
  • Credits every POS sale to the right consignor at the right split, applies markdowns on schedule, and lists what is past its return-or-donate date
  • Drafts each consignor's statement and payout, reconciles to the POS and the bank, and queues payouts by ACH, store credit, or check
  • Answers 'did my jacket sell?' texts and generates the consignment agreement at intake; booth-rental malls get rent and commission deducted the same way
Where a person stays in the loop
Every payout batch, every dispute, and every item disposal or return.
Connects to
Ricochet / SimpleConsign / ConsignPro / Square exportsSMS / email / photosBank feedQuickBooks
Usually Growth Build · $7,500+Try it live →

Hiring & new-hire onboarding

~3–8 hrs/wk
Trigger
An application arrives from Indeed, Facebook, your website, or a walk-in — or you make an offer.
What it does
  • Screens applications against your must-haves, drafts the interview invitation, and books the slot from your calendar
  • Keeps a one-page pipeline: who applied, who's scheduled, who's waiting on you
  • After the offer: collects the I-9, W-4, direct deposit, and handbook acknowledgment by e-sign, and chases what's missing
  • Prepares the E-Verify case and the state new-hire report, and sets the person up in payroll
Where a person stays in the loop
Every hiring decision, every rejection before it goes out, and the I-9 document check in person.
Connects to
Indeed / Facebook / web formE-signGusto / ADP / QuickBooks PayrollCalendar
Usually Starter Automation · $2,500–$6,000Ask about this →

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 →

Job photos to marketing posts

~2–4 hrs/wk
Trigger
The crew sends before-and-after photos and a two-line voice note from the job.
What it does
  • Drafts the week's Google Business Profile, Facebook, and Instagram posts in your voice from the photos and the note
  • Tracks the customer's permission to post and blurs faces, plates, and addresses when it's missing
  • Schedules the posts and pairs each with a review request to the customer
  • Gives you a monthly note on which posts brought calls
Where a person stays in the loop
You approve the week's posts in one pass; nothing publishes without it.
Connects to
SMS / photosGoogle Business ProfileMeta (Facebook, Instagram)Buffer / Later
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