Why we use automation

Repetitive tasks slow down technical teams.

By automating lead intake, onboarding, and marketing workflows, we reduce context-switching, prevent delays, and ensure no task falls through the cracks.

We use Make, n8n, and ClickUp to build automation logic that connects the tools we use daily. These systems help us (and our clients) scale without hiring prematurely.

*Note:If you find yourself doing the same task more than once a week — automate it.

Our preferred tools:

Example: Automating lead intake

This automation connects your form → CRM → team → calendar. It’s a foundational pattern we use on nearly every project.

Trigger:
  A new form submission is received (e.g. Typeform)
Actions:
  → Add contact to CRM (Airtable or Notion)  
  → Send Slack notification to team  
  → Schedule follow-up task in ClickUp  
  → Email lead with a custom welcome message

Use this template (Make)

Example: Automating client onboarding

This workflow begins after a client signs up or completes payment.

Trigger:
  Stripe payment confirmed
Actions:
  → Generate client folder in Google Drive  
  → Add to onboarding board in ClickUp  
  → Send onboarding checklist via Gmail  
  → Schedule kickoff call in Calendar

Use this template (n8n)

Example: Automating demo follow-up with AI

This example shows how we use GPT-4 to automatically follow up after a meeting is booked.

Trigger:
  Calendly meeting booked
Actions:
  → Add contact to CRM  
  → Generate follow-up message with OpenAI  
  → Send message via Gmail  
  → Create follow-up task in ClickUp  
  → Log action in analytics sheet

Read setup guide

Best practices

To keep automation systems stable and scalable, follow these guidelines:

• Centralize automation logic
  Choose one platform (Make or n8n). Don’t split flows across tools unless necessary.
  
  

• Use consistent naming conventions
  Example: lead-intake_v1, onboarding-trigger_prod, etc.
  
  

• Track and test regularly
  Maintain a dedicated board for automations (we use ClickUp). Review weekly.
  
  

• Avoid unnecessary complexity
  Start simple. Add conditions only when needed.
  
  

  
  

Templates and resources

• ClickUp Automation Tracker

• Loom walkthrough: Our lead capture flow

• 7 Prompt templates for automated GPT responses

• Guide: Automate before you delegate

Next steps

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