Automations
An automation is a rule: when this happens, do that. They exist because the follow-up that grows a business is exactly the follow-up that gets dropped during a busy week.
Professional and up (workflows). Found under
Settings → Operations → Automations.
The shape of a rule
Every automation has a trigger (an estimate is sent, a job is completed, an invoice goes overdue), optional conditions (only over $500, only for commercial customers), and one or more actions (send an email, create a task, apply a tag).
Rules worth having
A few that earn their keep for most landscapers:
- Estimate sent and not answered in 3 days → send a polite follow-up. This one converts real money.
- Job completed → send a review request. Best done a day later, not the same afternoon.
- Invoice 7 days overdue → send a reminder before it becomes an awkward phone call.
- New lead created → tag it and notify whoever handles quoting.
Before you turn one on
Automations send real messages to real customers. Two habits prevent the embarrassing version:
- Test with your own email first. Make yourself the customer on a test record and watch what arrives.
- Check the conditions narrow it enough. “Invoice overdue” without a condition also chases the customer you already agreed to give extra time.
An automation that fires on every record from day one will also fire on your historical data. Check what’s currently in scope before enabling.
Watching what they did
Each automation keeps a run history — what fired, when, and for which record. When a customer says “why did I get three emails”, that’s where the answer is.