Recipe book: ready-to-build automations

Copy these ideas directly. Each is written as Trigger → (condition) → steps.

Client communication

• Estimate approved → email the client a thank-you and next steps.

• Invoice paid → email the client a receipt/thank-you.

• Project status changed → only if changed to "On Hold" → email the client an update.

• Product approved → notify the assigned designer to place the order.

Getting paid

• Invoice created → wait for Invoice paid (7 days, on timeout continue) → email a gentle reminder.

• Invoice created → only if amount greater than 10,000 → notify the owner to follow up personally.

• Payment made → notify the project lead.

Contracts

• Contract sent → wait for Contract signed (3 days, continue) → reminder email.

• Contract viewed → wait 2 days → only if not signed → nudge.

• Contract signed → wait 1 day → welcome email + create kickoff task.

Project kickoff & flow

• Project created → create your standard onboarding tasks and assign them.

• Project phase changed → notify the team the phase moved.

• Task completed → only if it's the final task in a phase → set the next project phase.

Leads & sales

• Lead created from a form → move to the "New" stage, notify you, and create a "Call within 24h" task.

• Lead stage changed → only if changed to "Proposal" → email the lead your intro packet.

• Lead status changed → only if changed to "Won" → notify the team to celebrate and start onboarding.

Products & procurement

• Product status stale (5 days) → remind the assignee.

• Item received → notify the project lead.

• Shipment gone quiet → notify procurement to chase the vendor.

• Install confidence dropped → alert the project lead with {confidence-score} and {install-date}.

Team & operations

• Team member added → email them a welcome + create their setup tasks.

• Time threshold reached → notify a manager when someone logs more than X hours in a week.

• Budget change threshold → notify the owner when a budget moves more than {change-pct}.