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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 →

Voice memo to job notes

~2–4 hrs/wk
Trigger
A tech records a 60-second voice memo in the truck after the job.
What it does
  • Transcribes and structures it: work done, parts used, time on site, follow-ups
  • Updates the work order and drafts the customer's completion note
  • Adds parts to the invoice draft and flags anything not in inventory
  • Creates the callback task if the tech mentioned one
Where a person stays in the loop
Warranty claims and anything the tech flags as 'ask the boss'.
Connects to
Phone voice memoJobber / ServiceTitan / sheetQuickBooks
Usually Starter Automation · $2,500–$6,000Try it live →

Contract & application intake

~2–4 hrs/wk
Trigger
A lease, engagement letter, application, or signed contract arrives.
What it does
  • Extracts parties, dates, amounts, renewal terms, and obligations
  • Checks for missing signatures, initials, and required attachments
  • Puts key dates on your calendar with reminders ahead of each
  • Files it and updates the client or tenant record
Where a person stays in the loop
Anything with non-standard terms or a missing signature.
Connects to
Email / Drive / DropboxCalendarSheet / CRM
Usually Starter Automation · $2,500–$6,000Ask about this →

Tenant maintenance triage

~3–5 hrs/wk
Trigger
A tenant texts, emails, or submits a maintenance request with photos.
What it does
  • Classifies urgency (water, heat, safety vs. cosmetic) and acknowledges the tenant
  • Picks the right vendor from your list and sends the work order with photos
  • Tracks the vendor's response and keeps the tenant updated
  • Logs cost against the unit and flags repeat issues
Where a person stays in the loop
Emergencies and anything over your per-job approval limit.
Connects to
SMS / email / portalVendor list (sheet)Buildium / AppFolio / sheet
Usually Growth Build · $7,500+Try it live →

Monthly owner statements & payouts

~8–20 hrs/wk
Trigger
Month end closes for a resort or condo-hotel where the units are individually owned and rented through your program.
What it does
  • Pulls each unit's nights, rental revenue, and channel fees from your PMS, Airbnb, and VRBO exports
  • Applies the owner's split, cleaning and linen charges, work orders, and HOA dues or assessments per the management agreement
  • Drafts every owner's statement in plain English, reconciles the total to the trust-account bank feed, and posts to QuickBooks
  • Queues ACH payouts and answers the owner's 'why is this month lower?' question with the numbers behind it
Where a person stays in the loop
Any statement that does not reconcile to the penny, any owner dispute, and every payout batch before it is released.
Connects to
PMS / Airbnb / VRBO exportsBank feed (trust account)QuickBooksOwner portal or email
Usually Growth Build · $7,500+Ask about this →

HOA dues, assessments & board packet

~4–8 hrs/wk
Trigger
Quarterly or monthly dues come due, a special assessment is approved, or a board meeting is two weeks out.
What it does
  • Invoices dues and assessments, reconciles payments, and runs the aging with owner-friendly reminders that carry a pay link
  • Walks delinquent accounts through the association's own collection steps and state notice timelines, drafting each notice for sign-off
  • Deducts unpaid dues from rental payouts where the management agreement allows it
  • Assembles the board packet: financials, delinquency list, open work orders, reserve status, and ARC requests, with a one-page summary
Where a person stays in the loop
Every collection notice before it is sent, lien or attorney referral decisions, and the packet before it goes to the board.
Connects to
QuickBooks / association softwareBank feedEmail / owner portalGoverning docs (PDF)
Usually Growth Build · $7,500+Ask about this →

Vendor, sub & product compliance

~2–6 hrs/wk
Trigger
A new sub or vendor is about to be paid, a new SKU arrives from a distributor, or a state list or filing date changes.
What it does
  • Collects W-9s and certificates of insurance before a sub is paid, watches COI expirations, and prepares 1099s in January
  • For regulated products (vape, tobacco, hemp, alcohol): checks each SKU on a distributor invoice against the state directory and flavor or nicotine rules, and flags what has to come off the floor
  • Files manufacturer certifications and certificates of analysis against each SKU and chases the distributor when one is missing
  • Prepares excise and PACT Act filings from POS sales where they apply, and keeps the age-verification and inspection log in the state's format
Where a person stays in the loop
Every filing before it is submitted, every decision to pull a product, and every payment released to an uncleared sub.
Connects to
Distributor invoices / emailPOS exportsState directory (web)QuickBooks / bill payDrive
Usually Growth Build · $7,500+Ask about this →

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 →

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 →

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 →

Monday owner's brief

~1–2 hrs/wk
Trigger
Every Monday at 6 a.m.
What it does
  • Pulls sales, cash, overdue invoices, open jobs, and upcoming deadlines
  • Writes a one-page brief in plain English with the three things that need a decision
  • Compares to last week and the same week last year
  • Answers follow-up questions by text: 'why is cash down?'
Where a person stays in the loop
It's a report; you decide.
Connects to
QuickBooksPOS / CRMCalendarEmail / SMS
Usually Growth Build · $7,500+Ask 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