Product
February 4, 2026
14 min read

10 Agency Workflows You Should Automate Today

Manual processes are killing your profitability. Here are the workflows every agency should automate—with step-by-step setup guides.

Jennifer Wu
Automation Specialist
10 Agency Workflows You Should Automate Today

Why Most Agencies Waste 20+ Hours Per Week on Manual Work

Your team spends time on:

  • Copying client info from email to CRM
  • Creating projects manually for each new client
  • Sending the same onboarding email every time
  • Chasing clients for approvals
  • Updating spreadsheets
  • Sending invoices

All of this can be automated.

The cost of NOT automating:

  • 20 hours/week on manual tasks
  • At $75/hour blended rate = $1,500/week = $78,000/year wasted

The benefit of automation:

  • Save 20+ hours/week
  • Reduce human error
  • Scale without hiring
  • Happier team (no more tedious work)

This is your complete automation playbook.

The 10 Must-Have Automations

Automation #1: New Lead → CRM + Welcome Email

The manual process:

  1. Lead fills out form
  2. You manually add to CRM
  3. You manually send welcome email
  4. You manually assign to salesperson

Time: 10 minutes per lead × 50 leads/month = 8.3 hours/month

The automation:

Trigger: Form submission (Google Forms, Typeform, website form)

Actions:

  1. Create contact in HubSpot/CRM
  2. Send welcome email with lead magnet
  3. Notify sales team in Slack
  4. Add to lead nurture sequence

Tools needed:

  • Zapier (or Make)
  • Form tool (Google Forms, Typeform, HubSpot)
  • CRM (HubSpot, Pipedrive)
  • Email tool (Gmail, HubSpot)
  • Slack

Zapier setup:

  1. Trigger: New Typeform submission

    • Connect Typeform account
    • Select your lead capture form

  2. Action 1: Create HubSpot contact

    • Map form fields to HubSpot fields:
      • Name → First Name, Last Name
      • Email → Email
      • Company → Company Name
    • Set lead source: "Website form"

  3. Action 2: Send email from Gmail

    • To: {{email}} (from form)
    • Subject: "Thanks for reaching out! Here's your [lead magnet]"
    • Body: Welcome email template

  4. Action 3: Send Slack message

    • Channel: #sales
    • Message: "New lead: {{name}} from {{company}}. [View in HubSpot]"

  5. Test the workflow

    • Submit test form
    • Verify contact created
    • Check email sent
    • Confirm Slack notification

Time saved: 8 hours/month

Automation #2: New Client → Project Setup + Onboarding

The manual process:

  1. Client signs contract
  2. You manually create project in PM tool
  3. You manually add tasks/milestones
  4. You manually send onboarding email
  5. You manually create folders in Google Drive

Time: 45 minutes per client × 10 clients/month = 7.5 hours/month

The automation:

Trigger: Deal stage changed to "Closed Won" in CRM

Actions:

  1. Create project in ClickUp/Yuktis (from template)
  2. Create Google Drive folder
  3. Send onboarding email with checklist
  4. Schedule kickoff meeting (Calendly)
  5. Add client to Slack channel

Zapier setup:

  1. Trigger: HubSpot deal stage changed

    • Select pipeline
    • Stage: "Closed Won"

  2. Action 1: Create ClickUp project from template

    • Space: "Client Projects"
    • Template: "Client Onboarding"
    • Name: {{company_name}} - {{service}}

  3. Action 2: Create Google Drive folder

    • Parent folder: "Clients"
    • Folder name: {{company_name}}

  4. Action 3: Send Gmail

    • Template: Onboarding email (see template below)
    • Attach: Onboarding checklist PDF

  5. Action 4: Create Slack channel

    • Name: client-{{company_name_lowercase}}
    • Add team members automatically

Onboarding email template:

Subject: Welcome to [Agency]! Here's what happens next 🎉

Hi `{{first_name}}`,

So excited to start working with you!

I've set up everything for our project:

✅ Your project workspace: [ClickUp link]
✅ Your shared folder: [Google Drive link]
✅ Your team Slack channel: [Slack invite]

NEXT STEPS:
1. Join your project workspace (link above)
2. Complete the onboarding form (takes 10 min): [link]
3. Our kickoff meeting: [Date/time] - [Zoom link]

Your point of contact: [Name] ([email])

Questions? Just reply to this email.

Looking forward to great work together!

- [Your Name]

Time saved: 7.5 hours/month

Automation #3: Task Completed → Client Notification

The manual process:

  1. You complete deliverable
  2. You manually email client
  3. Client asks "where is it?"
  4. You send link again

Time: 5 minutes per deliverable × 100 deliverables/month = 8.3 hours/month

The automation:

Trigger: Task status changed to "Complete" in PM tool

Actions:

  1. Send email to client
  2. Update project status
  3. Log in time tracking tool

Zapier setup:

  1. Trigger: ClickUp task status changed

    • List: "Client Deliverables"
    • Status: "Complete"

  2. Filter: Only client-facing tasks

    • Custom field "client-facing" = Yes

  3. Action: Send Gmail

    • To: {{client_email}}
    • Subject: "✅ {{task_name}} is ready for review"
    • Body: 
      Hi `{{client_name}}`,

Good news! `{{task_name}}` is complete and ready for your review.

View here: `{{task_url}}`

Please review and approve within 2 business days.

Questions? Just reply.

Thanks!

Time saved: 8 hours/month

Automation #4: Approval Reminder (Automated Follow-Up)

The manual process:

  1. You send deliverable
  2. Client doesn't respond for 3 days
  3. You manually follow up
  4. Repeat

Time: 5 minutes per follow-up × 40 follow-ups/month = 3.3 hours/month

The automation:

Trigger: Task pending approval for 48 hours

Actions:

  1. Send reminder email to client
  2. Notify account manager in Slack

Make.com setup (easier for time-based workflows):

  1. Schedule: Every day at 10 AM

  2. Get ClickUp tasks

    • Status: "Pending Approval"
    • Filter: Updated more than 48 hours ago

  3. For each task:

    • Send email reminder
    • Post to Slack: "#client-success: {{client}} hasn't approved {{task}} for 2 days"

Reminder email template:

Subject: Gentle reminder: `{{task_name}}` awaiting your approval

Hi `{{client_name}}`,

Just a friendly reminder that `{{task_name}}` is ready for your review.

We submitted it on `{{date}}` and need your approval to move forward.

Review here: `{{link}}`

If you have questions or need changes, just let me know!

Thanks!
- `{{your_name}}`

Time saved: 3 hours/month

Automation #5: Invoice Generation + Payment Reminder

The manual process:

  1. Manually create invoice in QuickBooks
  2. Manually email to client
  3. Wait 7 days
  4. Manually send reminder

Time: 15 minutes per invoice × 30 invoices/month = 7.5 hours/month

The automation:

Trigger: End of month (or contract milestone reached)

Actions:

  1. Generate invoice in QuickBooks
  2. Email invoice to client
  3. Wait 7 days → Send payment reminder
  4. Wait 14 days → Escalate to account manager

Zapier setup:

  1. Trigger: Scheduled (monthly, 1st of month)

  2. Get active retainer clients from HubSpot

  3. For each client:

    • Create QuickBooks invoice
    • Send via email
    • Set up payment reminder (7 days)

  4. Delay: 7 days

  5. Check if paid

    • If NO → send reminder email
    • If YES → do nothing

  6. Delay: 7 more days

  7. Check if paid

    • If NO → Slack notification to account manager
    • If YES → do nothing

Payment reminder email:

Subject: Payment due: Invoice #`{{invoice_number}}`

Hi `{{client_name}}`,

This is a friendly reminder that invoice #`{{invoice_number}}` is due.

Amount: $`{{amount}}`
Due date: `{{due_date}}`

Pay here: `{{payment_link}}`

Questions about this invoice? Just reply.

Thanks!
- `{{your_name}}`

Time saved: 7.5 hours/month

"We automated our invoicing. Went from 15% late payments to 3%. Clients get instant reminders—way less awkward than us chasing them."

— Ryan Foster · Founder, Catalyst Agency

Automation #6: Proposal Sent → Follow-Up Sequence

The manual process:

  1. Send proposal
  2. Wait for response
  3. Manually follow up after 3 days
  4. Follow up again after 7 days
  5. Give up

Time: 10 minutes per proposal × 20 proposals/month = 3.3 hours/month

The automation:

Trigger: Proposal sent (HubSpot deal stage: "Proposal Sent")

Actions:

  1. Wait 3 days → Send follow-up email #1
  2. Wait 4 more days → Send follow-up email #2
  3. Wait 7 more days → Send breakup email
  4. If replied at any point → Stop sequence

HubSpot sequence (built-in):

  1. Create sequence in HubSpot

  2. Email 1 (Day 0): Proposal sent

    Subject: Proposal for `{{company}}`

Hi `{{first_name}}`,

Attached is the proposal we discussed.

[Summary of proposal]

Questions? Let's hop on a call: [calendly]

  3. Email 2 (Day 3): Follow-up #1

    Subject: Re: Proposal for `{{company}}`

Hi `{{first_name}}`,

Just checking in—did you have a chance to review the proposal?

Happy to answer any questions or adjust if needed.

  4. Email 3 (Day 7): Follow-up #2

    Subject: Quick question

Hi `{{first_name}}`,

Haven't heard back. Totally understand if timing isn't right.

Quick question: Are you still interested in moving forward?

If yes → Let's chat
If not → No worries! I'll check back in a few months

  5. Email 4 (Day 14): Breakup email

    Subject: Closing your file

Hi `{{first_name}}`,

I'm going to assume now isn't the right time.

I'll close your file for now. If circumstances change, just reply to this email.

Best of luck with [project]!

Time saved: 3 hours/month

Automation #7: Blog Post Published → Social Promotion

The manual process:

  1. Publish blog post
  2. Manually post on LinkedIn
  3. Manually post on Twitter
  4. Manually post on Facebook
  5. Forget Instagram

Time: 20 minutes per post × 12 posts/month = 4 hours/month

The automation:

Trigger: New blog post published (RSS feed or CMS webhook)

Actions:

  1. Post to LinkedIn (your profile)
  2. Post to Twitter
  3. Post to Facebook page
  4. Create Instagram graphic (Canva)
  5. Email to newsletter subscribers

Zapier setup:

  1. Trigger: New item in RSS feed

    • Your blog RSS URL

  2. Action 1: LinkedIn post

    • Text: 
      New post: `{{title}}`

`{{excerpt}}`

Read more: `{{link}}`

  3. Action 2: Twitter post

    • Text: 
      `{{title}}`

`{{short_excerpt}}`

`{{link}}`

  4. Action 3: Facebook page post

    • Same as LinkedIn

  5. Action 4: Send to Mailchimp

    • Add to "Blog Subscribers" list
    • Trigger email campaign

Time saved: 4 hours/month

Automation #8: Client Review Request

The manual process:

  1. Project ends
  2. You manually send review request email
  3. Half the time you forget

Time: 10 minutes per client × 10 clients/month = 1.7 hours/month

The automation:

Trigger: Project status changed to "Complete"

Actions:

  1. Wait 7 days (let them use the work)
  2. Send review request email
  3. If they leave review → Thank them + ask for referral

Zapier setup:

  1. Trigger: ClickUp project status → "Complete"

  2. Delay: 7 days

  3. Action: Send Gmail

    • Subject: "Quick favor?"
    • Body: 
      Hi `{{client_name}}`,

Hope you're loving the `{{project_name}}` we delivered!

Quick favor: Would you mind leaving us a review?

It takes 2 minutes and helps us a ton: [Review link]

Thanks!
- `{{your_name}}`

  4. Trigger: New Google review received

  5. Action: Send thank-you email + ask for referral

    • Body: 
      Thank you for the review! Really appreciate it.

One more favor: Do you know anyone else who might need [service]?

I'd love to help them like I helped you.

Time saved: 1.7 hours/month

Automation #9: Time Tracking → Weekly Report

The manual process:

  1. Manually review timesheets every week
  2. Manually create report
  3. Manually email to client

Time: 30 minutes per client × 10 clients/month = 5 hours/month

The automation:

Trigger: Friday at 5 PM (weekly)

Actions:

  1. Pull time data from Toggl/Harvest
  2. Generate report (hours by task)
  3. Email to client
  4. Save to Google Drive

Make.com setup:

  1. Schedule: Every Friday at 5 PM

  2. Get time entries from Toggl

    • Filter: Last 7 days
    • Group by: Client, project, task

  3. Format as table (using Google Sheets)

    • Create weekly timesheet
    • Calculate totals

  4. Send Gmail with attachment

    • Subject: "Weekly timesheet - Week of {{date}}"
    • Attach: Timesheet PDF

  5. Save to Google Drive

    • Folder: {{client_name}} / Timesheets

Time saved: 5 hours/month

Automation #10: Slack Status → Out-of-Office Auto-Reply

The manual process:

  1. You're on vacation
  2. Client emails
  3. No one responds for 3 days
  4. Client is frustrated

Time: Prevents client frustration (priceless)

The automation:

Trigger: Slack status set to "vacation" or specific emoji

Actions:

  1. Set Gmail auto-reply
  2. Update calendly to block new bookings
  3. Notify team in Slack

Zapier setup:

  1. Trigger: Slack status changed

    • Status contains: "vacation" or 🏖️ emoji

  2. Action 1: Set Gmail vacation responder

    • Message: 
      Hi! I'm out of office until `{{return_date}}`.

For urgent matters, contact: `{{backup_person}}` ([email])

I'll reply when I'm back.

  3. Action 2: Block Calendly

    • Set availability to "unavailable"

  4. Action 3: Slack message to team

    • Channel: #general
    • Message: "{{name}} is OOO until {{date}}. {{backup}} is covering."

Time saved: Prevents angry clients (ROI: infinite)

The Automation ROI Calculator

Total time saved per month (from 10 automations):

  • Lead management: 8 hours
  • Client onboarding: 7.5 hours
  • Delivery notifications: 8 hours
  • Approval follow-ups: 3 hours
  • Invoicing: 7.5 hours
  • Proposal follow-up: 3 hours
  • Social promotion: 4 hours
  • Review requests: 1.7 hours
  • Time reports: 5 hours
  • OOO management: 1 hour

Total: 48.7 hours/month = 584 hours/year

At $75/hour blended rate: $43,800/year saved

Cost of tools:

  • Zapier Premium: $50/month = $600/year
  • Make.com: $30/month = $360/year
  • Setup time: 40 hours ($3,000 one-time)

First-year ROI: $43,800 - $3,960 = $39,840 net savings

Year 2+: $43,800/year (just tool costs of $960)

ROI: 10X+

Common Automation Mistakes

Mistake #1: Automating Bad Processes

The trap: "Let's automate our onboarding!" (But your onboarding process sucks)

Why it fails: Automation makes bad processes faster—not better.

The fix: Fix the process FIRST, then automate.

Mistake #2: Over-Automating (Losing the Human Touch)

The trap: Automating every client interaction.

Why it fails: Clients want to talk to humans, not robots.

The fix: Automate admin work. Keep client communication personal (with automation assist).

Good automation:

  • Invoice generation
  • Task creation
  • Reminders

Bad automation:

  • Responding to client questions with canned messages
  • No human check-in for 30 days

Mistake #3: Set It and Forget It

The trap: Build automation, never check it again.

Why it fails: Workflows break (tools change, APIs break, processes evolve).

The fix: Review automations quarterly. Test them.

Mistake #4: Not Testing

The trap: Build automation, deploy to production, realize it's broken when client complains.

Why it fails: Automations have bugs.

The fix: Test EVERY automation 3 times before going live.

Automation Maintenance Checklist

Monthly:

  • Check Zapier/Make task history (any errors?)
  • Review automation success rates
  • Ask team: "What's still manual that shouldn't be?"

Quarterly:

  • Test all automations end-to-end
  • Update templates (emails, documents)
  • Archive unused automations

Annually:

  • Review ALL automations (are they still needed?)
  • Optimize (can we consolidate workflows?)
  • Explore new automation opportunities

The Bottom Line

Agency automation:

  • Saves 40-60 hours/month (once fully implemented)
  • ROI: 10X+ in first year
  • Setup time: 1-2 weeks
  • Maintenance: 1-2 hours/month

The 10 must-have automations:

  1. Lead capture → CRM
  2. New client → Project setup
  3. Task complete → Client notification
  4. Approval reminders
  5. Invoicing + payment reminders
  6. Proposal follow-up
  7. Blog → Social promotion
  8. Review requests
  9. Time tracking → Reports
  10. Out-of-office management

Most agencies do everything manually. The best agencies automate the repetitive stuff.

Start with 3 automations this month. Add more next month.

Built-In Automations

Yuktis includes 50+ pre-built automations: client onboarding, task reminders, invoicing, reporting—no Zapier needed.

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