Workflow Automation Services That Take Repetitive Work Off Your Team's Plate.
We connect the tools you already use so lead follow-up, reminders, reporting, and posting run on their own, with a person approving anything that matters. You see the starting prices up front.
Custom workflow automation, built around how you already work
Each recipe has a trigger, an automatic action, and a step that stays with a person. These are the six we're asked for most.
We run these workflows on our own business first.
Social posting and email campaigns have been in use at GBPguru for the past two months. Here's how each one works, and what running them taught us.
Automated social media posting, approval first
Our social media management automation drafts four posts a week.
- 1A schedule starts it. Monday, Wednesday, Thursday, and Friday, at a set time.
- 2A topic is picked from what people are searching for right now.
- 3AI drafts the caption and the image, including multi-image carousels.
- 4It lands on a phone for a decision: approve, reject, or request an edit. Edits loop until it's right.
- 5Approved posts publish on their own, to each connected page.
- 6If any step fails, a message names the exact step that broke.
How our own email campaigns run
A first message and three follow-ups, tracked without manual updates.
- 1Leads live in one master sheet, the single source of truth.
- 2Every message is reviewed first. Nothing sends unseen.
- 3The first message sends, and the sheet updates itself.
- 4Three follow-ups go out 3 to 5 days apart, each logged in the same sheet.
- 5The sheet always shows who has been contacted and what's due next.
Want the same for your business? We build social media automation services and email campaign workflows around your calendar, lead lists, and approver.
What running it taught us
These are real problems we hit while running them, and the fixes that now go into every client build.
A platform can reject a post published too soon
If a post is published before the platform finishes processing the image, it fails.
Fix: a short wait step between creating and publishing.
A step that looked right was sending an empty request
The editor preview showed the right content, but the request actually sent was blank.
Fix: we test with real runs and read the actual request, not the preview.
Image-heavy posts can overload a small server
Carousels pushed a code step and an undersized server past their limits.
Fix: a leaner design, and hosting sized for the real load.
Four steps, and a written record of each.
Automation goes wrong when it's built on a guess about how work really flows. So we start by watching how it flows.
Map
We trace how the work moves today: who does what, in which tool, and where it stalls. Then we agree which step to automate first.
You get: a workflow mapBuild
We build the smallest version that does the job, so you can see it working before we add more.
You get: a working workflowTest
We run it on real cases, including the messy ones: empty fields, duplicates, and the customer who replies twice.
You get: a test logHand over and watch
You get clear instructions for pausing or changing it, and alerts so a failed step reaches us before it reaches a customer.
You get: a runbook and alertsStarting prices, shown up front.
Three levels, from a single workflow to ongoing care. Your final quote is written once we've talked it through.
Single workflow
One process automated end to end, such as lead follow-up or appointment reminders.
Connected system
Several workflows that share data, such as inquiry to CRM to onboarding to review request.
Ongoing care
Monitoring, fixes, and small changes after launch, so your workflows keep running as your tools change.
Software plans such as your CRM, Zapier, Make, or n8n are billed to you directly by the provider, so you control that cost. We recommend the lowest plan that fits.
Need more than workflows?
Questions about workflow automation
Last updated:
Before you start
Scope, cost, and what we need.
It means connecting your existing software so routine steps happen on their own when something triggers them, such as a form submission, a booking, or a job marked complete. People stay in charge of decisions; the software handles the repeat work in between.
We rank them on three things: how often the task happens, how clear its rules are, and what a mistake would cost. Frequent, rule-based, low-risk work goes first. Anything where one wrong message could damage a relationship stays in human hands or gets an approval step.
Common starting points: B2B teams route new leads into the CRM and trigger follow-up reminders; SaaS teams connect trial sign-ups to onboarding tasks and support routing; ecommerce teams alert the right person about order or stock issues. We pick the first workflow that saves the most manual time, build it, and test it with your team before adding more.
Access to the tools involved, someone who knows how the process runs today, and a few real examples, including the awkward ones. That's enough for us to map the work and quote it.
Usually not. We connect what you have. If a tool can't be connected, we'll tell you early and suggest the closest alternative rather than build around it.
For a simple, single-step job, often yes. Bring us in when a process spans several tools, needs conditions and error handling, or you'd rather not maintain it yourself. We'll also tell you when a do-it-yourself setup is enough.
It depends on how many workflows, how many tools they touch, and how much decision logic is involved. The levels above show starting points, and a written quote after a short call confirms the figure before work begins.
A single workflow can often be live within a few weeks. Connected systems take longer, mostly depending on how quickly we get tool access and feedback. We agree dates at the start.
After launch
Ownership, support, and day-to-day running.
You do. Workflows are built in accounts that belong to your business, and we hand over documentation, so you aren't dependent on us to keep them.
Failure alerts reach us when a step doesn't complete, and we fix it. Under an ongoing care plan, monitoring and fixes are covered; without one, repairs are quoted before we start.
You pay the provider directly, so the subscription stays under your control. We size each build to the smallest plan that works, and tell you if usage is heading toward a higher tier.
Yes. The runbook explains how to switch each workflow off and what each step does, so a small change doesn't need a support ticket.
Only where it helps, such as drafting a reply or sorting incoming messages. Anything customers will see gets a review step first.
We work inside accounts and permissions that you control, ask for only the access a workflow needs, and avoid copying data into places it doesn't need to be.
We confirm that on the first call, because each social platform decides what it allows through its official connections. We set up posting only on accounts you own and control, and we tell you early if something you want isn't permitted.
Got a process that eats your week? Let's map it.
Tell us what's slowing your team down. We'll tell you what's worth automating first, and what isn't.