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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

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 →

Owner, guest & HOA request triage

~5–10 hrs/wk
Trigger
An owner texts about their unit, a guest reports a problem in a rented unit, or a common-area issue comes in through the front desk.
What it does
  • Works out who it belongs to — the owner, the rental program, or the association — from the governing docs and the management agreement
  • Classifies urgency (water intrusion, HVAC in July, safety vs. cosmetic) and acknowledges the person the way they wrote in
  • Sends the work order to the right vendor with photos and unit access notes, and books around guest check-ins
  • Charges the cost to the right party, updates the owner, and flags the unit when the same issue repeats
Where a person stays in the loop
Water, fire, and safety calls; anything over the per-job approval limit; any dispute over who pays.
Connects to
SMS / email / front-desk formVendor listPMS calendarBuildium / AppFolio / sheet
Usually Growth Build · $7,500+Try it live →

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 →

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 →

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