Service — Help running the operation
Workflow Automation
Build the back-office that runs itself.
If you do it more than twice, it can be automated. Workflow Automation builds the custom flows that connect your tools, trigger the right actions at the right time, and free you up to do work only you can do.
Why this exists.
Your business runs on Zapier duct tape. Five Zaps connect six tools, and every other week one breaks and you don’t notice until a customer complains. Or you don’t have Zapier — you have a person whose actual job is copying data from one system to another all day. Neither approach scales.
Or you’ve tried building automations yourself in GHL/Make/n8n. You got partway. The simple ones work. The complex ones (conditional logic, error handling, multi-step branches) keep firing wrong and you can’t figure out why. The system you built to save time is now costing more time than it saves.
Workflow Automation is the custom-flow layer. Discovery to map every repetitive task. Custom workflow design across CRM, calendar, email, SMS, payments, reporting. Multi-tool integrations. Trigger and condition logic with error handling. Documentation so your team knows what runs when. Quarterly audits to catch drift.
What you get.
Every Workflow Automation engagement includes the following. Custom additions scoped on top if your operation needs them.
- Discovery session — map every repetitive task, every handoff
- Custom workflow design (CRM, calendar, email, SMS, payments, reporting)
- Multi-tool integrations (GHL, Stripe, QuickBooks, Google Workspace, Zapier replacements)
- Trigger and condition logic (if X, then Y, unless Z)
- Error handling + monitoring
- Documentation so your team knows what runs when
- Quarterly workflow audits to catch drift and add new automations
Why a narrow workflow gets a complete build.
We run Workflow Automation (or its equivalent) inside our own business. That’s the standard.
One process gets a hard boundary.
We agree on where the workflow starts, what information it needs, what counts as finished, and who owns an exception. That boundary keeps a small integration from quietly turning into an undefined account overhaul.
Failure has a route.
A missing field, rejected connection, or unavailable tool can’t disappear silently. We plan the alert, fallback, or manual queue that lets a person recover the work.
The build comes with a map.
Your documentation shows the trigger, connected systems, main actions, and break points in plain language. If the process changes later, the next operator can trace what needs attention.
One signed estimate, no retyping.
$497 / project
Starting per project. Larger scopes run $497–$2,997 depending on complexity. Retainer optional.
27 workflows
The HVAC system we ship as a snapshot is 27 production-validated workflows. Each replaces a manual task.
Per-project
No retainer required for one-time builds. $197/mo retainer adds ongoing maintenance and new builds as needs surface.
The signed estimate lands in a Merritt Island contractor’s sales system. That approved status sends the customer and job details to the scheduling tool, creates the internal preparation task, and alerts the office if the service address is missing. The workflow doesn’t redesign the company’s marketing, sales process, or entire operation; it closes one costly gap between an accepted job and scheduling. If the connection fails, the office gets a visible exception instead of discovering the problem when a customer calls.
Questions about Workflow Automation.
What kinds of workflows do you build?
Lead intake routing. Quote-to-invoice automations. Appointment confirmation and reminder sequences. Lost-deal recovery. Review-request flows. Post-job follow-up. Reporting digests. Anything that’s repetitive, rule-driven, and currently being done by a human who hates doing it.
How is this different from hiring a Zapier consultant?
Zapier is fine for simple two-tool connections. Complex flows with conditional logic, error handling, and CRM-native logic break Zapier’s model. We build inside GHL (which has native automation) and integrate Zapier/Make/n8n only where it actually fits.
Do I need the retainer?
No. One-time project builds finish and you own them. The $197/mo retainer covers ongoing maintenance, new builds as needs surface, and quarterly audits to catch drift. Plenty of clients do one project, walk away, and call us back six months later for the next.
How long does a typical project take?
Discovery is 1–2 sessions. Build is 1–4 weeks depending on scope. Testing and handoff is another week. So roughly 2–6 weeks start to finish on most projects.
Name the handoff that keeps breaking.
Where does someone copy the same detail, check the same screen, or repair the same missed step? We’ll trace that route, identify what the tools can support, and scope the smallest complete build that removes the repeat work.