Small business automation that wires up your email, CRM, reminders, and follow-ups so the repetitive stuff happens without you. This is for owners and small teams losing 5-15 hours a week to copy-paste work, forgotten follow-ups, and "did anyone reply to that lead?" The outcome: a working system in 2-3 weeks that sends the emails, books the appointments, and chases the leads while you do the actual work.
You don't need an in-house developer or a $30,000 enterprise platform. You need a few well-chosen tools talking to each other, set up by someone who's done it before and will document it so it doesn't break the day after launch.
What's included
- Discovery call to map your actual workflow — what triggers what, who does what, where time leaks
- Tool selection and setup (Zapier, Make, HubSpot, Mailchimp, Calendly, Airtable, or whatever fits — no upselling to expensive stacks you don't need)
- Lead intake automation: form submissions auto-create CRM contacts, tag by source, and trigger the right follow-up sequence
- Email follow-up sequences written and scheduled — new leads, post-purchase, re-engagement, review requests
- Appointment reminders and confirmations (SMS or email) that cut your no-show rate
- Internal alerts so you know when a high-value lead comes in, without checking five inboxes
- A simple dashboard or weekly summary so you can see what the automations actually did
- Written documentation and a 30-day support window — if something breaks or needs tweaking, we fix it
How it works
- Free 30-minute call. You walk me through a normal week. I tell you what's automatable, what's not, and what it'll cost.
- I write up a plan with the specific tools, the workflows we'll build, the price, and the timeline. You approve it before any work starts.
- I build and test everything in your accounts (you own the tools and the data — always). We do a walkthrough so you understand what's running.
- You use it for two weeks. We adjust anything that doesn't fit how you actually work.
- Handoff with documentation, login credentials, and a 30-day window for fixes and small changes.
Who it's for (and who it's not)
This is for small businesses doing real volume — enough leads, customers, or appointments that manual handling is genuinely costing you time and money. Service businesses, e-commerce stores, consultants, contractors, clinics, and anyone running a sales pipeline by hand. If you're spending more than five hours a week on copy-paste work or forgetting to follow up with leads, automation pays for itself fast.
It's not for you if you're pre-revenue or doing under five leads a month — at that volume, automation is overkill and the setup cost won't pay back. It's also not for you if you want a custom-built software product; this is about connecting existing tools, not coding from scratch. And if you're not willing to commit a few hours to discovery and testing, the automations won't fit your actual workflow.
What it costs
Most projects land between $1,000 and $5,000 depending on how many workflows we're building and how complex your stack is. A focused project — lead intake plus a follow-up sequence plus appointment reminders — is usually $1,500 to $2,500. A full pipeline with multiple integrations, custom logic, and a dashboard is $3,500 to $5,000. Timeline is typically 2-3 weeks from kickoff to handoff. Tool subscriptions (Zapier, your CRM, etc.) are separate and usually $20-$150/month depending on volume.
Two to three weeks of setup, $1,000-$5,000 once, and the busywork that's eating your week runs itself from then on.
Questions about this service
What kinds of tasks can actually be automated?
Anything that follows a predictable pattern. Lead intake from your website, follow-up emails after a form fill, appointment reminders, review requests after a purchase, syncing contacts between your CRM and email tool, tagging leads by source, sending you an alert when a high-value lead comes in, weekly summary reports. If you do it the same way every time, it can probably be automated. Things requiring judgment — writing personalized proposals, handling complaints, sales calls — still need you.
Do I need to switch CRMs or email tools to work with you?
No. I work with whatever you're already using if it's reasonable — HubSpot, Mailchimp, ActiveCampaign, Pipedrive, Klaviyo, Constant Contact, Zoho, and most others. If you're using something genuinely limiting (or nothing at all), I'll recommend an option that fits your size and budget, but it's your call. I don't get kickbacks from any vendor, so the recommendation is based on what actually works for your situation.
How much technical knowledge do I need?
None. You should be comfortable logging into your accounts and clicking around, but I handle all the setup, the integrations, the testing, and the documentation. After handoff, you'll know how to turn workflows on and off and make small edits. For bigger changes, you can hire me again or hand it to someone else — everything is documented so it's not locked to me.
What if something breaks after the project is done?
The 30-day support window covers fixes and small adjustments at no extra cost. After that, I offer hourly support or a small monthly retainer if you want ongoing help. Most projects don't need much — Zapier and similar tools are very stable. The most common issues are tool subscription changes or you wanting to add new workflows, both of which are quick to handle.
Will this work if my business is seasonal or my volume varies a lot?
Yes. Automation actually helps more when volume is unpredictable — during your busy season, the system handles the surge without you hiring temp help; during slow periods, it keeps following up with old leads and customers so you stay top of mind. We'll size the tool subscriptions to your average volume and you can scale up or down as needed.
How do I know it's actually saving me time?
We set up tracking from day one — how many emails sent, how many appointments confirmed, how many leads tagged, how many follow-ups completed. After the first month, you'll have real numbers showing what the automations did and what it would have taken to do manually. Most clients see 5-15 hours a week back within the first month, plus a measurable bump in leads that don't fall through the cracks.
Related reading
- Email Automation for Small Businesses, Explained
- How AI Can Automate Your Small-Business Busywork
- How to Cut No-Shows With Automated Reminders
- Can I automate customer follow-up emails without paying for HubSpot?
- How much does it cost to automate appointment booking and reminders for a small business?
- Can AI chatbots actually replace a customer service rep for a small business, or do they hurt the customer experience?
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