Workflow examples and recipes

Automation 1: Friendly reminder (3 days overdue)

• Trigger: Invoice overdue → Condition: minimum 3 days overdue, amount ≥ $100
• Action 1: Send email — Subject: "Friendly reminder: Invoice @invoiceNumber is past due" — Tone: friendly
• Action 2: Log activity — "Sent 3-day overdue reminder"

Automation 2: Firm follow-up (14 days overdue)

• Trigger: Invoice overdue → Condition: minimum 14 days overdue, amount ≥ $100
• Action 1: Send email — Subject: "Action required: Invoice @invoiceNumber is 14 days past due" — Tone: firm
• Action 2: Alert team — "Invoice @invoiceNumber is 14 days overdue for @clientContactName"
• Action 3: Update record field — Set client priority to "At Risk"

Automation 3: Final notice (60 days overdue)

• Trigger: Invoice overdue → Condition: minimum 60 days overdue, amount ≥ $250
• Action 1: Apply late fee — 5% of outstanding balance
• Action 2: Send email — Subject: "Final notice: Invoice @invoiceNumber" — Tone: direct
• Action 3: Escalate contact — Email to billing supervisor
• Action 4: Add tag — "collections-escalated"

Trigger: Client created

Fires every time a new client record is created.

Actions (in sequence)

• Send email — Welcome message with @clientContactName, introduce your business and next steps
• Add tag — "new-client"
• Create record — Task: "Schedule onboarding call with @clientContactName" due in 2 days
• Alert team — "@clientContactName just signed up — schedule onboarding"
• Update record field — Set client status to "Onboarding"

Trigger: Lead created → Condition: source is "website" or "referral"

Only fires for leads from high-intent sources.

Actions

• AI classify and route — Labels: "hot_lead, warm_lead, cold_lead" — Goal: "Classify this lead based on estimated value and source quality"
• AI-composed email — Goal: "Send a personalized introduction email based on the lead's company and stated needs" — Tone: friendly
• Alert team — "New @leadSource lead: @leadName (@leadEstimatedValue estimated value). AI classification: @aiClassification"
• Create record — Task: "Follow up with @leadName" due in 1 day

Automation 1: Immediate confirmation

• Trigger: Proposal sent
• Action: Send email — "Hi @clientContactName, I just sent over the proposal for @proposalTitle. Let me know if you have any questions."

Automation 2: 5-day follow-up (separate automation)

• Trigger: Proposal sent → Delay: 5 days
• Action 1: Send email — "Just checking in on the @proposalTitle proposal. Happy to walk through any questions."
• Action 2: Alert team — "Proposal @proposalTitle has been pending for 5 days"

Automation 3: Proposal accepted celebration

• Trigger: Proposal accepted
• Action 1: Alert team — "🎉 @clientContactName accepted @proposalTitle (@proposalAmount)"
• Action 2: Create record — Task: "Draft contract for @clientContactName" due in 1 day
• Action 3: Add tag — "active-client"

Trigger: Milestone completed

Fires when any milestone on any project is marked complete.

Actions

• Send email — Subject: "Milestone update: @projectName" — Body: "We've completed the latest milestone on @projectName. The project is progressing on schedule."
• Log activity — "Milestone completion notification sent to @clientContactName"

Trigger: Payment failed → Condition: failure reason is "card_declined" or "insufficient_funds"

Only fires for payment method issues, not processing errors.

Actions

• Send email — Subject: "Payment issue with Invoice @invoiceNumber" — Body: "We weren't able to process your payment. Please update your payment method or contact us to arrange an alternative."
• Alert team — "Payment failed for @clientContactName — @invoiceAmount on Invoice @invoiceNumber"
• Add tag — "payment-issue"

Escalation (separate automation): Payment failed → 3+ attempts

• Trigger: Payment failed → Condition: minimum 3 retry attempts
• Action 1: Escalate contact — Email to billing manager
• Action 2: Update record field — Set client priority to "At Risk"
• Action 3: Create record — Task: "Call @clientContactName about failed payments" due today

Trigger: Manual → Record type: Client → Button label: "Run AI Health Analysis"

Creates a button on every client detail page.

Actions

• AI-composed email — Audience: custom (your own email) — Goal: "Analyze the health of this client relationship. Review their invoice payment history, project status, recent activity, and open items. Score the relationship health and recommend next steps." — Tone: professional

Trigger: On a schedule → Weekly → Monday → 9:00 AM

Fires once per week in your workspace timezone.

Actions

• AI summarize and notify — Audience: admins and managers — Goal: "Summarize the week's activity: new clients, invoices sent, payments received, overdue items, and pipeline changes. Highlight anything that needs attention."

Trigger: Contract signed

Fires when all signers complete their signatures.

Actions

• Send email — "Great news, @clientContactName! Your contract is signed and we're ready to get started on @projectName."
• Create record — Task: "Kick off @projectName — send welcome packet" due in 1 day
• Create record — Task: "Set up project milestones for @clientContactName" due in 2 days
• Alert team — "Contract signed for @projectName — ready for kickoff"
• Update record field — Set project status to "Active"
• Add tag — "contract-signed"

Trigger: Inactivity detected → Entity: client → 30 days → Check field: updatedAt

Scans for clients with no record updates in 30 days.

Actions

• AI-composed email — Goal: "Write a warm re-engagement email. Mention that it's been a while since we've been in touch and ask if they have any upcoming projects or needs we can help with." — Tone: friendly
• Add tag — "re-engagement-sent"
• Create record — Task: "Follow up on re-engagement email to @clientContactName" due in 7 days