FIG 0.0 · INTRO
Why these 5 workflows?
We analyzed the habits of hundreds of entrepreneurs to pinpoint the repetitive tasks that eat up the most time. These 5 workflows cover 80% of the mechanical work tied to managing clients.
Each workflow is standalone — you can turn on just one or all 5. Total setup time: about 30 minutes.
FIG 0.1 · ONBOARDING
Workflow 1 — New client onboarding
As soon as an invoice is paid or a contract is signed, your new client automatically gets everything they need to get started. No more manual emails and forgotten documents.
Automatic onboarding
2h saved/wkTrigger: Invoice marked 'paid' OR contract signed
1Welcome email with access to the client portal
2Send the info questionnaire (toncrm.io form)
3Create a project/file in the 'Active clients' pipeline
4Day+3 reminder if the questionnaire isn't filled out
5Internal notification to the team: 'New client!'
Tip — Include a link to a 2-minute welcome video in your onboarding email. It humanizes the relationship and cuts support questions by 40%.
FIG 0.2 · FOLLOW-UP
Workflow 2 — Follow-up on an unanswered quote
You send a quote and... radio silence. Instead of checking manually every day, let your CRM handle the follow-ups for you.
Quote follow-up
3h saved/wkTrigger: Quote sent and no reply after 48h
1Day+2: Email 'Did you get a chance to look at our proposal?'
2Day+5: Friendly SMS 'Any questions about our quote?'
3Day+10: Email with a similar client testimonial
4Day+15: Final follow-up offering a phone call
5Day+30: Mark as 'Lost' if no reply
All these workflows are included in toncrm.ioTry it free FIG 0.3 · REMINDER
Workflow 3 — Appointment reminder
No-shows are costly. A simple SMS reminder cuts absences by 40 to 60%. Automate it so you never have to think about it again.
Automatic reminder
1h30 saved/wkTrigger: Appointment scheduled in the calendar
1Day-1: Reminder email with details + address/Zoom link
22h before: SMS 'Reminder: your appointment is in 2 hours'
3After the appointment: follow-up email + link to rate the experience
FIG 0.4 · REACTIVATION
Workflow 4 — Reactivating a dormant client
A client who hasn't bought in 90 days isn't necessarily lost. A well-targeted reactivation campaign can win back 10 to 15% of dormant clients.
Dormant reactivation
2h saved/wkTrigger: No transaction in 90 days
1Personalized email: 'It's been a while, how are you?'
2Day+5: Exclusive loyal-client offer (discount or bonus)
3Day+12: Email with what's new since their last visit
4If they engage: move to the 'Hot opportunity' pipeline
All these workflows are included in toncrm.ioTry it free FIG 0.5 · GOOGLE REVIEWS
Workflow 5 — Google review collection
Google reviews are the make-or-break of local SEO. But nobody thinks to ask for a review after a good experience. Automate it.
Automatic review request
1h30 saved/wkTrigger: Project marked 'Complete' OR 14 days after invoicing
1Email: 'Thanks! Was your experience a good one?'
2If positive: direct link to the Google My Business page
3If negative: internal notification for human follow-up
4Day+7: Friendly reminder if no review left
Tip — Timing is crucial: ask for the review while the client is still happy (24-48h after delivery). Waiting 2 weeks drops your response rate by 60%.
FIG 0.6 · RECAP
Recap — 10h saved per week
Client onboarding2h/wk
Quote follow-up3h/wk
Appointment reminder1h30/wk
Dormant reactivation2h/wk
Google review collection1h30/wk
Total10h/week
