Built in the tools you already use.
Sample businesses set up end to end in GoHighLevel, n8n, ClickUp, Asana and Airtable, the tools many teams run on, with the automations a real client asks for: new leads answered, requests sent to the right person, follow-ups done on time. The companies are made up; the setups are real and work the way they would for a client. Pick a tool to see what I built. My client work is on Work.
GoHighLevel: every lead answered, every stage followed up.
GoHighLevel keeps a small business’s contacts, landing pages, texts, emails and calendar in one place. I set it up for three sample businesses with 19 workflows, each a set of automatic steps: answer a new lead in seconds, text back a missed call, remind people of their appointment, follow up on a quote, hand a won job to the crew and ask for a review. On the full page you can try every one yourself.
Harbor & Pine Roofing
A local roofer that lives on the phone: answering new leads in seconds, texting back missed calls, inspection reminders, estimate follow-up and reviews. The easiest place to start.
7 workflows
- Speed to lead
- Missed-call text-back
- Inspection booked
- Estimate follow-up
- Won to job hand-off
- Reviews and referrals
- Database reactivation
Crewlo
A software company with a free trial: demo requests routed to the right salesperson, trial emails based on what people do in the app, and a heads-up when a trial is ready for a sales call. The most technical of the three.
6 workflows
- Demo request
- Trial onboarding
- PQL alert
- Trial ending
- Closed-won to onboarding
- NPS and health
Trailhead Career Coaching
An online coach who sells through web pages and online checkout: a free workshop, a $497 course and an application for 1:1 coaching.
6 workflows
- Workshop registration and reminders
- Checkout recovery
- Course onboarding
- Failed payment recovery
- Coaching application
- Completion, testimonial and upgrade
n8n: the work between your apps, done for you.
n8n, like Zapier or Make, connects the apps a business already uses and does the busywork between them. I built 9 workflows for three sample businesses: a wholesale inquiry is scored and answered in seconds, a paid order lands in the right queue, an AI step reads each job application so the candidate hears back the same day, and when something breaks, a person is told. On the full page you can run each one step by step.
Copperleaf Coffee Roasters
A small roaster with a Shopify store and a growing café list: wholesale leads scored and answered in a minute, every paid order turned into roast tickets, and a morning stock check that only speaks up when something is low.
3 workflows
- Wholesale inquiry
- Orders to the roast queue
- Morning stock check
Ledgerline Bookkeeping
A bookkeeping firm that self-hosts n8n: new clients set up in a minute from one form, a document chase that waits days for a click and escalates when nobody answers, and an error workflow that tells the right person when anything breaks.
3 workflows
- New client onboarding
- Document chase
- Error handler
Harrow & Finch Recruiting
A recruiting agency: every application read by an AI step and matched to the role in seconds, screening calls briefed before the recruiter picks up, and a Monday pipeline report to every client without anyone writing one.
3 workflows
- Application intake
- Screening call booked
- Monday client pipeline
ClickUp: the work that runs itself between people.
ClickUp is where a team keeps its tasks, projects and request forms. I set it up for three sample teams with 12 processes run by 62 automations: a new request gets an owner and a due date, late work is flagged, and a finished step hands off to the next person without anyone chasing it. On the full page you can watch each one run on sample tasks.
Fernhill Studio
A brand and web studio: project requests sorted before anyone reads them, client review rounds that cannot stall in silence, and a launch plan that starts itself when the last blocker clears.
4 processes
- Project intake
- Client review rounds
- Launch plan
- Retainer requests
Cedar Row Property Management
An operations office: repair requests routed by urgency, apartment turnovers that run from a template, monthly inspections that recur on their own, and vendors who can’t be sent out once their insurance lapses.
4 processes
- Maintenance requests
- Unit turnover
- Recurring inspections
- Vendor insurance
Tallyway
An invoicing app for freelancers: bug reports triaged by severity, a two-week sprint where every hand-off assigns the next person, a launch that tracks its own dependencies, and feature requests that close the loop with customers.
4 processes
- Bug triage
- Sprint board
- Launch milestone
- Feature requests
Asana: work that routes itself, and reporting nobody has to ask for.
Asana is where many teams plan and track their work. I set it up for three sample organizations, each with a request form, its projects, an overview for leadership and 14 automations between them: a new request gets an owner, a deadline and a checklist, approvals go to the right person, and anything stuck is flagged before it slips. On the full page you can submit a request and watch what happens.
Brightline Outdoor
A direct-to-consumer outdoor gear brand. Creative requests arrive from four teams, and one seasonal launch has to land on a fixed date.
4 automations
- Request triage
- Rush requests
- Brand review hand-off
- Launch sign-offs
Northfield Advisory
An accounting firm for small businesses. Every new client goes through intake, a conflict check, an engagement letter and a 30-day onboarding.
5 automations
- Inquiry routing
- Conflict check gate
- Engaged → onboarding
- Client to-do reminders
- Overdue escalation
Cascadia Watershed Alliance
A conservation nonprofit running a grant-funded salmon habitat monitoring program. Field, data, grants and comms work toward one funder report.
5 automations
- Data request triage
- Field data to QA
- Blocked and at-risk work
- Report prep
- Executive sign-off
Airtable: one linked base, and the follow-up done for you.
Airtable looks like a spreadsheet but works like a database: its tables are linked, so each record stays connected to the people and details that belong to it. I built one for each of three sample businesses, with 9 automations between them: form entries matched to the right records, the right email sent when a stage changes, and scheduled checks that only speak up when a person is needed. On the full page you can run every one and see what it changes.
Brightwater Summits
A six-person conference team: speaker pitches matched to speakers and acknowledged in a minute, accepted talks turned into tasks, and a Monday chase for missing slides that names names.
3 automations
- New pitch
- Pitch accepted
- Monday slides chase
Kestrel Grip & Lighting
A rental house with about 1,400 pieces of gear: damaged items pulled from the shelf the minute they are reported, supplies reordered before they run out, and double bookings caught the night before instead of at pickup.
3 automations
- Damage report
- Reorder supplies
- Nightly conflict check
Larkspur Talent
A four-person search firm: every applicant matched to one candidate record, each stage change sending the right email, and placements turned into invoices, guarantee check-ins and overdue-payment reminders.
3 automations
- New application
- Stage changes
- Guarantee check-ins
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