Simple Ways to Automate Your Client Workflow

When you get your client workflow figured out, there are things you’ll realize that can be done either by your software, and that you don’t have to do everything yourself. By automating parts of your client workflow, you’ll free yourself up to actually show up and do the work for your clients in a better way, instead of spending all of your time in the administrative side of your business.

But figuring out what can be automated often feels like a mystery -- you know it can happen, but you’re not sure exactly what to do or how to set it up. That’s why I want to share some of my favorite tricks for automating your client workflow!

SEND AN AUTOMATIC EMAIL WHEN SOMEONE APPLIES FOR A DISCOVERY CALL

When someone applies for a discovery call with you, or inquires about a service, the last thing you want to do is make them wait to talk with you.

If you use a service like 17Hats, which lets you embed their lead capture forms on your website, you can send a confirmation email. But did you know that you can actually customize what that email says?

You have two options of what you can put into the automatically delivered email:

Option 1: Thank them for filling in the application and let them know that you’ll review their application and reach out to schedule a quick 20-minute call if it’s a good fit.

Option 2: Thank them for filling in the application and sending them a link to your scheduling software of choice (I love using Acuity for scheduling all of my meetings!)

Either way you decide to go, you’re instantly letting your potential client know that you have received their information and they have clear expectations of when they will hear from or talk to you.

SEND YOUR PROPOSAL, CONTRACT, AND INVOICE AT THE SAME TIME

This is one of the reasons why I loooove using 17Hats for my client management software! After you have your discovery call with your potential client, and you know that you want to work with them, you can actually send everything at the same time.

So you send the proposal outlining what you’ll do for them. Then, if they accept it, they will be automatically presented with the contract to sign and their invoice to pay.

That means that you don’t have to remember if you sent those documents to them, and you’re making the process so much easier on both you and your client. 

UTILIZE AUTOMATIC REMINDERS FOR SCHEDULED CALLS/MEETINGS

You schedule a meeting with a client, or a call, but then suddenly it’s the day of and it’s ten minutes after your call was supposed to start and both of you forgot. (I can’t be the only one who’s had this happen, can I?!) 

If you use Acuity to schedule your calls (which I highly, highly recommend!) then you have access to a snazzy feature - and your new best friend - called reminder emails.

You can pre-write these emails ahead of time, link to different types of calls, and set them to go out at pre-determined intervals. I like to send a reminder email 24 hours before a call, and then one more an hour before the call time. In Acuity, you can have these go to both you and the person who you’re having the call with, so neither of you forget!

BONUS TIP: If you use Zoom to host your calls, you can actually put your personal room link in the reminder email so your client has it right away! No more last minute “I don’t know where to go” email exchanges ;) 

That way your meeting remains top of mind, everyone knows where to go, and nobody forgets that you had a call scheduled!

SCHEDULE YOUR FOLLOW-UP EMAILS AS SOON AS THE PROJECT WRAPS UP

After you finish working with a client, I believe that you should be sending them three follow-up emails. Click here to find out what should go in those emails and when you should be sending them!

But sometimes it can be hard to remember who gets which email when, which is why I recommend scheduling them as soon as you send the final invoice and/or deliverables. You can easily do this using a free service like Streak or Boomerang, which both work inside of Gmail.

You should already have your offboarding emails saved as canned responses (click here to find out why!), so all you’ll have to do is select the canned response, add your personal touches, and then schedule the email! Now there’s no way you’ll forget, and you can sit back knowing that everything is taken care of.

Did you find any of these tips helpful? Let me know which one you’re going to start implementing in the comments!

DISCLAIMER: This blog post contains affiliate links, which means that if you click on one of the product links, I’ll receive a small commission. I only recommend products that I use and love. Thank you for your support!