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Systems
What we automate

If your team does it every week, it can probably run on its own.

Twelve examples of workflows we can build for Ottawa businesses. Each one starts with a trigger, runs a few steps across your tools, and ends with work your team no longer has to do by hand.

Trades & home services
Weather data · SMS · QuickBooks

Snow-removal company, the night of a storm

5 cm+ of snow forecast overnight Trigger
Crews texted their routes at 4 a.m. SMS
Customers told "we’re on the way" SMS
Driver taps "Done", photo saved Phone form
Month-end invoices built from real visits Result
Without it
The owner is up at 3 a.m. calling crews, then spends days matching visits to invoices.
With it
Crews and customers are informed automatically, and billing matches what was actually done.
Trades & home services
Website · QuickBooks · Google Calendar

Renovation contractor, from quote to final payment

Customer accepts the quote online Trigger
Deposit invoice sent QuickBooks
Job booked on the crew schedule Google Calendar
Crew texted the address and job notes SMS
Final invoice and review request when the job closes Result
Without it
Evenings in the truck typing invoices and calendar entries.
With it
Every job moves from yes to paid without retyping anything.
Trades & home services
Booking form · SMS · Stripe

Cleaning company with recurring clients

New client books a recurring clean Trigger
Visits added to the schedule every two weeks Calendar
Cleaner assigned and texted the details SMS
Checklist and photos submitted after the visit Phone form
Card on file charged and receipt emailed Result
Without it
Weekly scheduling by hand and chasing payments after each visit.
With it
The schedule fills itself and every visit is paid the same day.
Clinics & health
Booking system · Forms · SMS

Physiotherapy clinic, new patient to rebooking

New patient books online Trigger
Intake form sent before the first visit Forms
Reminder text the day before SMS
Missed visit? Rebooking link sent Email
Weekly no-show report to the clinic owner Result
Without it
The front desk spends every morning on reminder calls.
With it
Fewer no-shows, and staff time goes to patients in the clinic.
Clinics & health
Practice software · SMS · Email

Dental office recall reminders

Six months since a patient’s last cleaning Trigger
Reminder with a booking link SMS
No booking after 14 days? Second reminder Email
Booked patients removed from the list Practice software
Weekly list of overdue patients for the front desk Result
Without it
Recalls slip through the cracks and chairs sit empty.
With it
Patients come back on schedule with almost no phone calls.
Clinics & health
Booking system · Stripe · QuickBooks

Wellness studio, payments to bookkeeping

Client pays for a session or package Trigger
Receipt emailed with the practitioner’s details Email
Package sessions counted down Booking system
Daily totals posted to the books QuickBooks
Month-end books that already balance Result
Without it
Receipts written by hand and a monthly evening with spreadsheets.
With it
Clients get proper receipts instantly and the bookkeeping is done.
Training & nonprofits
WooCommerce · LearnDash · Salesforce

Training company selling online courses

Learner buys a course Trigger
Enrolled and login details emailed LearnDash
Contact and progress synced Salesforce
Certificate sent on completion Email
Renewal reminder sent 11 months later Result
Without it
Staff enrol each learner by hand and update the CRM later.
With it
Every sale becomes an enrolled learner, a clean CRM record and a future renewal.
Training & nonprofits
CRM · Stripe · Email

Association membership renewals

Membership expires in 30 days Trigger
Renewal email with a payment link Stripe
Paid: member record and receipt updated CRM
Unpaid after 14 days: friendly reminder Email
Staff see only the members who need a personal call Result
Without it
Spreadsheets of expiry dates and hundreds of manual emails.
With it
Most renewals happen on their own; staff focus on the few who need a call.
Training & nonprofits
Website form · CRM · Zoom

Workshop and event registrations

Someone registers for an event Trigger
Added to the CRM and the attendee list CRM
Calendar invite and joining link sent Email · Zoom
Attendance recorded after the event Zoom
Certificates and a feedback survey to attendees Result
Without it
Copying registrations between three systems before every event.
With it
Run more events with the same staff.
Professional & retail
Client portal · Email · Google Drive

Accounting firm, tax-season document collection

Tax season opens for a client Trigger
Personal checklist and secure upload link sent Email
Weekly reminders until everything is in Email
Files sorted into the client’s folder Google Drive
Dashboard of which clients are missing what Result
Without it
Weeks of "did you send your T4?" emails.
With it
Documents arrive organised and staff chase only what is truly missing.
Professional & retail
CRM · Email · Calendar

Mortgage or insurance renewals

120 days before a client’s renewal date Trigger
Personal check-in email with a booking link Email
Meeting added to the calendar when booked Calendar
No reply after 10 days? Task for the advisor CRM
No renewal date slips past unnoticed Result
Without it
Renewal dates tracked in a spreadsheet, and some clients lost to the bank.
With it
Every client hears from you at the right time, without you remembering.
Professional & retail
WooCommerce · POS · QuickBooks

Local shop selling online and in store

An order is placed online Trigger
Stock updated in the in-store system POS
Low stock? Reorder alert to the owner Email
Sale recorded in the books QuickBooks
Online and in-store stock always match Result
Without it
Selling items online that sold out in the store yesterday.
With it
One accurate stock count and bookkeeping that keeps up on its own.
These are examples of what we can build, not client case studies. The exact tools depend on what your business already uses.
The building blocks

Every automation is a trigger and a few actions

Mix and match these, and almost any repetitive task in your business can run on its own.

When this happens…
A form is submitted A payment arrives A booking is made or missed A date is reached A status changes A file is uploaded The weather turns Every Monday at 8 a.m.
…do this automatically
Send an email or text Create or update a record Raise an invoice Fill in a document Book a calendar slot File it in the right folder Alert the right person Update a report

Don't see your business here?

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