The 10 Workflows in Detail
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Workflow 1
New Lead Welcome
This is the single most important workflow you will ever build. A lead fills out your form and within seconds they get a welcome email, a contact record is created and your sales rep gets a notification. No one has to remember anything. No lead sits in a queue for hours.
Speed to lead matters more than most businesses realize. Responding within 5 minutes makes you 21x more likely to qualify that lead. A welcome workflow guarantees instant response every single time.
Trigger → Actions
Form submission → Create contact + send welcome email + assign to rep + create follow-up task for day 2
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Workflow 2
Follow-Up Reminder
Leads go cold fast. If nobody touches a lead for 48 hours the deal is already slipping. This workflow watches for inactivity and pings the assigned rep before it is too late. It can also send an automated nudge email to the lead so they know you have not forgotten them.
Most lost deals are not lost because of price or competition. They are lost because of slow follow-up. This workflow eliminates that problem permanently. Learn more about sales automation.
Trigger → Actions
No activity for 48 hours → Notify rep + create urgent task + send nudge email to lead
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Workflow 3
Proposal Follow-Up
You sent the proposal. Now what? Most reps wait and hope. This workflow sends a check-in email three days after the proposal goes out. If there is still no reply after another three days the rep gets notified to pick up the phone.
Proposals that get followed up within a week close at 2x the rate of proposals that sit untouched. This workflow makes sure every single proposal gets the attention it deserves.
Trigger → Actions
Proposal sent + 3 days → Send check-in email + wait 3 more days + notify rep if no reply
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Workflow 4
Client Onboarding
The deal closed. Now you need to deliver. A sloppy onboarding kills the excitement and starts the relationship on a bad note. This workflow sends the welcome kit, creates onboarding tasks for your team and schedules the kickoff call -- all the moment the deal is marked won.
Good onboarding reduces churn by up to 67%. That is not a nice-to-have. That is the difference between a client who stays for years and one who leaves after 90 days. Automate it and never miss a step.
Trigger → Actions
Deal marked won → Send welcome kit email + create onboarding checklist tasks + schedule kickoff call
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Workflow 5
Invoice Reminder
Chasing payments is awkward and time-consuming. This workflow handles it for you. When an invoice hits 7 days overdue the client gets a friendly reminder email. Your accounts team gets notified. A task is created to follow up by phone if the invoice is still unpaid after 14 days.
Businesses that automate payment reminders collect 30% faster on average. That is real cash flow impact from a workflow you set up once and never think about again.
Trigger → Actions
Invoice overdue 7 days → Send reminder email + notify accounts team + create phone follow-up task at day 14
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Workflow 6
Review Request
You just finished a project and the client is happy. That is the perfect moment to ask for a review. But if you wait too long the moment passes. This workflow sends a review request 3 days after project completion. If no review comes in it sends one more reminder a week later.
Reviews drive new business. Businesses that ask systematically get 4x more reviews than businesses that ask when they remember. Automate the ask and watch your review count grow on autopilot.
Trigger → Actions
Project marked complete → Wait 3 days + send review link email + follow up if no response after 7 days
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Workflow 7
Re-Engagement
Some contacts go quiet. Maybe they got busy. Maybe they forgot about you. Either way 90 days of silence is a red flag. This workflow fires a check-in email with a reason to come back -- a new feature announcement, a limited offer or just a simple "we miss you" message.
Re-engagement workflows recover 5-15% of dormant contacts on average. That is revenue sitting in your database doing nothing until you activate it. Build the workflow once and it runs forever. Pair it with email sequences for even better results.
Trigger → Actions
No activity for 90 days → Send re-engagement email + offer incentive + notify rep to follow up
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Workflow 8
Birthday/Anniversary
Personal touches build loyalty. When a client's birthday or business anniversary rolls around this workflow sends a personalized message with an optional discount code. It costs you nothing. It takes zero effort after setup. And it makes your clients feel valued.
Birthday emails generate 3x more revenue per email than standard marketing blasts. The data is clear. People spend more when they feel appreciated. A CRM with date-based triggers makes this automatic.
Trigger → Actions
Date field matches today → Send personalized message + include discount code + log touchpoint
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Workflow 9
Referral Ask
A client just left you a positive review. They are feeling good about your business right now. That is the best possible moment to ask for a referral. This workflow sends a referral request email immediately after a positive review and creates a tracking deal so you can follow the referral through your pipeline.
Referred clients convert 4x better and have 16% higher lifetime value. Most businesses never ask for referrals because they forget or feel awkward. A workflow removes both problems.
Trigger → Actions
Positive review received → Send referral request email + create referral tracking deal + notify rep
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Workflow 10
Lost Deal Follow-Up
A lost deal is not a dead deal. Circumstances change. Budgets reset. Competitors disappoint. This workflow sends a feedback survey when a deal is marked lost and then schedules a 90-day re-check. You learn why you lost and you get a second chance to win the business later.
Businesses that follow up on lost deals recover 10-15% of them within 6 months. That is free revenue from deals you already paid to acquire. The squeeze is zero. The juice is real.
Trigger → Actions
Deal marked lost → Send feedback survey + schedule 90-day re-check task + move to nurture pipeline