Workflow Automation
The stuff that should happen every time — happening on its own.
The quote that turns into an invoice, the follow-up two days later, the review request the morning after the job, the Monday report. It happens every time, even in the week you are slammed.
For every service business with repeatable steps: trades, clinics, salons, agencies, real estate, hospitality. It kills forgotten follow-ups, inconsistent process, the review requests nobody gets around to, and manual report-building.
In plain English
What you get.
Follow-ups that actually go out
Every open quote chased on schedule, whether or not anybody remembered to put it in their calendar.
Reviews you stop having to ask for
A request goes out the morning after the job is done, every time — which is how the Google review count finally moves.
Paperwork that moves itself
Accepted quote to invoice to deposit request, with nobody re-typing a number in between.
A Monday report that just arrives
Built from your own systems, sitting in your inbox before you have had coffee.
The short version on money: builds start at $2,500, plus a Care Plan from $299/mo to keep it running. Fixed-quoted before we start — full numbers further down, or on the pricing page.
Go-live in 2–5 weeks
How it works — from "I keep forgetting" to "it just happens."
Week 1
Discovery.
We map the repeatable processes worth automating, the triggers that kick them off, and the "if this, then that" rules.
Weeks 1–3
Build.
We build the workflows on your tools — quote→invoice, reminders, review requests, follow-ups, alerts and reports — with AI steps where they help.
Weeks 3–4
Testing.
Trigger and edge-case testing, plus safeguards against duplicate or runaway sends.
Weeks 4–5
Phased go-live.
Automations switch on in phases with monitoring, and you get a map of every automation and its on/off switch.
Client effort: Your effort: light-to-medium — you define the "if this, then that," we build and you approve. Scales with the number of workflows.
What's included
What it does — and what's included.
| Phase / item | What you get |
|---|---|
| Discovery | Map the repeatable processes worth automating and the triggers that kick them off. |
| Build | Automated workflows: quote→invoice, appointment reminders, review requests, follow-up sequences, internal alerts, scheduled reports. |
| AI steps | Where it helps: drafting personalized follow-ups, summarizing, classifying and routing inbound. |
| Integrations | Your CRM, calendar, accounting, email/SMS, forms, and the tools the workflow touches. |
| Testing | Trigger and edge-case testing, safeguards against duplicate or runaway sends. |
| Training & docs | Walkthrough, a map of every automation and its on/off switch. |
| Go-live | Phased activation with monitoring. |
Not included: the integration plumbing itself if systems aren't yet connected (that's Custom Integration, sometimes bundled); mass-marketing blasts (CASL limits — consent required). Common add-ons: more workflows over time, AI-drafted content steps, approval gates, dashboards.
Under the hood
Where automation earns its keep — and where it bites.
Automating the wrong thing just makes it go wrong faster. These are the categories we work in, and the guardrails that come with each of them.
- Picking the right processes. Not everything repeatable is worth automating. We map what happens today, what it costs you on the days it gets skipped, and automate in that order — which sometimes means telling you to leave something alone.
- Triggers and the awkward branches. The "if this, then that" — including the cases people forget: the customer who replies, the job that gets cancelled, the quote that is revised twice, the appointment moved by text.
- AI steps where they help. Drafting a follow-up in your voice, summarizing a long thread, classifying and routing what comes in. Used where the judgement is cheap and the volume is high, not sprinkled on for effect.
- Guardrails against runaway sends. Duplicate protection, rate limits, and a kill switch on every automation. The real failure mode of automation is doing the wrong thing two thousand times before anyone notices, and we build against that first.
- An on/off switch you control. Every automation documented and individually switchable, in plain language. You are never locked out of your own process, and you never have to phone us to stop something.
- Consent, properly. Canada’s anti-spam rules are not optional. Automations message your own customers about their own jobs, with consent in place. We will not build you a blast machine.
Named as categories on purpose. Which of these your business actually needs, in what order, and what it would save is the deliverable of the paid AI Opportunity Audit — or the free 20-minute assessment call. We publish the shapes, not the recipes.
Works with what you've got
It runs on the tools you already use.
We build on top of your existing stack — no rip-and-replace.
- CRM & calendar: the systems your jobs and appointments already live in.
- Accounting: QuickBooks Online, Xero — quote→invoice without re-typing.
- Email & SMS: follow-ups, reminders and review requests (CASL-compliant, consent required).
- Forms & more: whatever the workflow touches, connected by API or supported connector.
Prerequisites: the tools involved need to be accessible (API or supported connector); if they're not yet talking, a small Custom Integration may come first; consent in place for any customer-facing messaging (CASL).
The honest part
What this isn’t — and when it’s not worth it.
Every build has edges. Here are ours — better read now than discovered in week three.
- It won’t fix a broken process. Automating a bad process only makes it fail faster. Sometimes the honest answer is to change the process first, and we will say that instead of quoting the build.
- No marketing blasts. CASL sets real consent rules. Reminders, follow-ups and review requests to your own customers — yes. Cold mass email — no, at any price.
- It needs systems that talk. If your tools are not connected yet, a small Custom Integration comes first. You will hear that up front, not in week three.
- When it’s not worth it yet: if a process runs twice a month and takes five minutes, leave it alone. We look for what happens daily — or for the things that quietly never happen at all.
What it looks like in practice
An example engagement (illustrative).
A fictional-but-realistic engagement to show the shape of a build — not a case study, and not a guarantee. Real proof arrives with our founding clients.
Summit Ridge Roofing, Salmon Arm Illustrative
Quotes go out, then vanish into the owner's memory; review requests never happen. RevyTech AI automates: accepted quote → invoice + deposit request; 48-hour and 7-day follow-ups on open quotes; a review request text the morning after job completion; a Monday pipeline summary. Setup $4,800, Core care. Quote-to-close climbs and the Google review count finally moves.
Transparent pricing
Starting at $2,500 to build. From $299/mo to keep it sharp.
Moves up with: number and complexity of workflows; conditional logic and branching; number of tools each touches; AI-generated content steps; approval gates. A handful of straightforward automations sits near $2,500; a broad, branching automation suite approaches $15,000.
- Workflow Automation — build
- Starting at $2,500. Typical range $2,500–$15,000, fixed-quoted to your setup.
- Care Plan — keep it running
- Requires a Care Plan, from $299/mo (Core).
- Payment terms
- 50% to start, 50% at go-live under $10,000; 50/25/25 at $10,000 and up.
- Usage
- AI usage (and SMS where the build sends messages) passes through with a monthly allowance included, itemized on every invoice — never marked up in secret.
Questions
Workflow Automation FAQ.
What can we automate first?
The usual first wins: accepted quote → invoice, appointment reminders, review requests after a job, 48-hour and 7-day follow-ups on open quotes, and a scheduled Monday report. Discovery maps which of your repeatable processes are actually worth automating.
Can it send marketing blasts?
No — and that's deliberate. Canada's anti-spam law (CASL) sets strict consent rules, so mass-marketing blasts are out of scope. Automations message your own customers about their own jobs — reminders, follow-ups, review requests — with consent in place.
What if a workflow misfires?
Every build includes trigger and edge-case testing plus safeguards against duplicate or runaway sends, and go-live is phased with monitoring. You also get a map of every automation and its on/off switch, so you're never locked out of your own processes.
What does it cost?
Builds start at $2,500 and are fixed-quoted before we begin (typical range $2,500–$15,000 by the number and complexity of workflows). Every AI build includes a Care Plan from $299/mo. Full detail on the pricing page.
Pairs well with
Most builds don't stay solo.
Every system you add sits under the same single Care Plan — the tier grows only when your setup does.
Is it worth it for your business? Let's find out — free.
Book a free 20-minute AI assessment. We'll tell you what this build would do for you, what it'd cost — and if it's not worth it yet, we'll say so.
Prefer to talk now? Call (236) 837-3550 — our own AI receptionist picks up, 24/7. Yes, the same one we sell: consider the call a live demo. It books, answers, or takes a message — and a real BC-based human follows up within one business day, usually faster.