We’re halfway through 2025 (how did that happen?!), and if you’re anything like most small business owners, your to-do list is longer than your guest list. But here’s the truth: if your biz still runs on sticky notes, email chains, and crossed fingers, you’re working way harder than you need to.
It’s ok. Let’s hit the reset button together. Here are 5 workflows you can automate today to free up your time and boost productivity so you can enjoy running your business again.
1. Inquiry to Booking: Turn “Are you available?” into “We’re booked!”
You’ve got leads sitting in your inbox, but if you’re manually responding to every “Are you available?” DM or form, you’re losing time and momentum.
Automate it with:
- A client inquiry form that automatically loads all the details into your CRM
- Follow-ups (1 day, 3 days, 7 days later)
- Send a proposal with pre-built packages and a clear call to action on what to do next
Real Talk: Most bookings are lost not because someone said no… but because no one replied in time or clearly explained what the options were
✅ Pro tip: Send an on-brand email with your pricing, availability, and next steps to working with you, the second someone sends an inquiry
2. Contracts + Invoices: No More Chasing Papers or Payments
If you’re still attaching PDFs and waiting for signatures or checks, let’s hit pause right now. Today’s clients want a fast, easy, and professional process that’s as quick as “click, click paid”.
Automate it with:
- A contract template that populates client info automatically from a lead source
- Invoices with customized payment plans or due dates, and an easy-to-pay link
- Auto-reminders for upcoming or overdue payments and auto-pay so clients can set it and forget it
Stats you’ll love: Businesses that use automated tools get paid 2x faster. Yep, double.
✅ Pro tip: Set up your contracts and invoices to fire off as soon as your client wants more info. Give them the options to review and book all in one. So seamless. So professional. So booked.
3. Onboarding New Clients: Set Expectations Before Day One
Welcome emails don’t deserve to live in your drafts folder. Set the tone from the start with a fully automated onboarding experience.
Automate it with:
- A “Welcome to the Fam” email
- A client portal or access to documents, checklists, resources, etc
- A calendar link so they can schedule their kickoff call on their time
Why it matters: Clients remember how you and your process made them feel from the very beginning. Easy and fast onboarding = organized, elevated, and unforgettable.
✅ Pro tip: Get personal and fun by adding unexpected touches – like a welcome video bringing them into your system, a fun Spotify playlist that sets your brand tone, and a fun welcome guide that includes a QR code to grab a free coffee on you. Including this in your first email solidifies why you were the right choice.
4. Client Check-Ins & Final Details: Never Miss a Beat
Those 30/60/90 day check-ins and checklists? Schedule them ahead of time. The “final payment due” reminder? Yup, that too – here’s how.
Automate it with:
- Pre-schedule check-in emails (90/60/30/7 days before the event) right within Gmail
- Final detail forms and docs stored in a secure and easy spot for clients to access 24/7 (like on Rock Paper Coin!)
Real-life saver: This is especially helpful for planners, photographers, venues, and caterers juggling multiple clients.
✅ Pro tip: Include a “What’s Next” section in each email so your clients know exactly what to expect.
Post-Event Follow-Up: Ask for the Review, Get the Referral
Referrals = revenue
Automation = consistency
After the event is over, don’t ghost your clients or let them slip by with a quick goodbye; wow them one last time!
Automate it with:
- A post-event thank you email + review request link
- A “We’d love to work with your friends and family” referral bonus
- A check-in/memory post for anniversaries
This keeps your brand top-of-mind and positions you for future business without lifting a finger
✅ Pro tip: Include a link to your preferred review platform (Google, The Knot, etc.) and send a small thank-you gift if they share kind words
Now, Ready for Your Reset?
Don’t be too quick to change everything, as you don’t have to overhaul everything at once. Start with one workflow this week and stack from there.
Here’s your action plan:
- Make a list of your workflows and choose one a week to automate and refresh
- Audit your current CRM or system and look into others to ensure you are on the one that works best for you (and you can afford)
- Schedule 30 minutes each week to improve/refine your client communication
- Watch the hours and the stress melt away
Your business should run like clockwork, and with Rock Paper Coin, now it can.
Ready to automate your workflows and reclaim your time? Try RPC free for 30 days – no strings, just better systems
