Typical workflows, made concrete

Six workflows that small businesses run by hand every week, and how they look when connected.

Example workflow, fictional data

What comes in

Inboxinfo@
Heating maintenance enquirySabine Krüger <s.krueger@lindenhof.example>

Hello, we are looking for a partner for annual heating maintenance across three buildings in Aachen-Burtscheid.

Could you send us a quote? Please call back on 0241 555 0182.

Kind regards
Sabine Krüger
Hausverwaltung Lindenhof

What happens automatically

Sender and details read

No existing contact found

Maintenance: to service team

Reply prepared from template

What is ready afterwards

Customer recordsNew contact
Name
Sabine Krüger
Company
Hausverwaltung Lindenhof
Phone
0241 555 0182
Request
Heating maintenance, 3 buildings
Prepare heating maintenance quote
Owner
J. Becker, Service
Due
tomorrow
Reply draftAwaiting approval

Dear Ms Krüger, thank you for your heating maintenance enquiry. You will receive a quote by tomorrow.

Review & send

7manual steps today

  1. Read email
  2. Search contact
  3. Create contact
  4. Type name, company, phone
  5. Create task
  6. Tell colleague
  7. Write reply

Your part afterwards

Read the reply and click send.

Illustration: names, companies and amounts are fictional and nothing is sent. Which software you use is something we clarify together.

Website enquiry into the CRM

TriggerContact form or email to info@

  1. Read details
  2. Check duplicates
  3. Create contact
  4. Assign task
  5. Draft reply
Result
Contact, task with due date and reply draft before anyone opens the email.
Your part
Check the reply and send.
Often involved
Inbox, website form, CRM or Excel list

Prepare supplier invoices

TriggerPDF in the invoices@ inbox

  1. Read fields
  2. Check total
  3. Match supplier
  4. Rename and file document
  5. Note due date
Result
Prepared entry, properly filed document and payment reminder.
Your part
Look at flagged differences, then approve.
Often involved
Inbox, accounting software, shared folder

Appointments without back and forth

TriggerBooking on your website

  1. Check slot
  2. Find or create customer
  3. Add appointment
  4. Send confirmation
  5. Schedule reminder
Result
Appointment in the calendar, note on the customer, confirmation and reminder sent.
Your part
Nothing, as long as the time works.
Often involved
Booking page, calendar, customer list

Follow up on quotes

TriggerQuote unanswered for 7 days

  1. Find open quotes
  2. Identify owner
  3. Draft follow-up
  4. Assign reminder
Result
No quote goes quietly cold. A short weekly list with drafts.
Your part
Adjust the draft or call.
Often involved
Quote list, CRM or Excel, inbox

Monday report, automatically

TriggerEvery Monday, 7:00

  1. Pull figures from several sources
  2. Combine
  3. Flag differences
  4. Send report
Result
Revenue, open items and orders in your inbox, without spreadsheet work.
Your part
Read it.
Often involved
Excel or Google Sheets, accounting, CRM

Set up a new job

TriggerOrder confirmed

  1. Project folder from template
  2. Create checklist
  3. Inform team
  4. Welcome customer
Result
Every job starts the same way: folder, tasks and welcome are ready.
Your part
Set the start date.
Often involved
Shared folder, task list, inbox

Example workflows, not client projects. Whether and how they fit your software is something I check first.

Web systems that support a workflow

Forms, booking pages and portals can be part of a connected process. See illustrative web interfaces.

View web interface examples

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