The Ultimate Guide to Automations for Business (that you actually need)
An OBM’s Recommendations for the Automation of Processes in Your Small Business
Running a business - especially one online - can look like a lot of moving parts. That’s a lot of juggling. But what if you didn’t have to do all the juggling yourself?
As business owners, we’re constantly trying to find new ways to get things done that require less of us ourselves. That’s where automation comes in to save the day.
What is automation for business?
If you are still doing everything manually, like sending invoices, onboarding clients or posting to social media one painful post at a time, listen up, because there are simple solutions to all of this! There’s no need to waste time on tedious tasks (because time is money) and in this post, I’m sharing five essential automations that will actually make a difference in your business. How does getting a few hours back a day or week sound to you? Good, let’s dive in!
Automation of Manual Processes
Automation means taking repetitive, manual tasks and setting up systems to run them for you. Whatever it is you do weekly, especially admin work, that takes up daily time, there’s probably a system that can do it for you, freeing up your energy, and allowing your business to run more predictably and smoother.
What is Automation for Business?
In a business context, automation is the use of tools and systems—like software platforms or workflows—to complete tasks with little to no manual input. For example, this could be email marketing, task management, payroll, etc. For small and online businesses especially, automation is a game changer because it allows you to streamline operations and scale without burning out. If you’ve ever said “I just need to clone myself to get this all done” - then you need automation in your business!
Benefits of automation business processes
Not only does automation save time, reduce errors and help you stay consistent, but it allows for freedom too. If you need to take a day off, or spend more time with clients, you can rest assured that certain automated parts of your business are still getting done. It’s peace of mind!
How Does Automation Affect Business?
When you implement automations correctly, they create a smoother experience for both you and your clients. Things like response time, and keeping up your social media won’t fall through the cracks. You can allot your energy where it matters most, which will ultimately allow you to scale without adding more to your plate.
Automations for Business That Everyone Needs
Calendar Scheduling & Appointment Reminders
What it is
Automated calendar scheduling is one of the easiest and most impactful automations to set up. Instead of going back and forth over email to find a time that works, tools like Calendly or Acuity let clients book directly based on your availability. You can also set up automatic email or text reminders to reduce no-shows and keep everyone on the same page.
Why You Need It
Scheduling can be a serious time-waster, and honestly, it’s not the best use of your energy. Automating your calendar gives clients an easy, professional way to book with you, while saving you the hassle of back-and-forth emails. Plus, those automated reminders keep potential clients on time and accountable!
Invoicing & Payment Follow-Ups
What It Is
This is as simple as it sounds - your systems send out an invoice for you. On time, every single time, so you don’t need to triple check if you billed a client, or circled back with them because you can also set up automatic reminders for unpaid invoices, follow-up emails, and even apply late fees after a set time frame. Tools like HoneyBook, Dubsado, or QuickBooks make this process super simple.
Why You Need It
As a small business owner, nothing is more uncomfortable and time-consuming than chasing down payments. With automation, you can stay professional and get paid on time without lifting a finger. It takes the pressure off you and ensures your business keeps running smoothly as you focus on other aspects of your business.
Automated Emails for Leads & Digital Products
What It Is
When someone signs up for a freebie, purchases a digital product, or joins a waitlist, they should instantly get what they came for without you manually having to hit “send.” Automated email sequences take care of the delivery and can also introduce your brand, upsell, or guide them to the next step.
Why You Need It
This kind of automation makes a great first impression. It keeps your leads warm, delivers what you promised right away, and sets the tone for what it’s like to work with you. Plus, it’s working for you while you sleep!
Automating Parts of Client Onboarding
What It Is
No matter what your business is, chances are that client onboarding has a lot of moving parts, but not everything needs to be done manually. You can automate key pieces like the welcome email, sending required forms, issuing the first invoice, and following up if any of that is incomplete. This keeps things running smoothly without feeling cold or robotic.
Why You Need It
Nothing is worse than a slow and clunky onboarding experience - it’s quite literally the first impression. Automation sets the tone for a professional work experience and ensures nothing important slips through the cracks. This of course saves you time, headache and helps your clients feel taken care of from day one.
Scheduling Social Media Content
What It Is
Instead of posting on a whim every day, social media scheduling tools let you plan your content in advance and queue it up. You can batch-create posts and set them to publish at the right times without having to log in daily - or without having to think creatively when you’re exhausted!
Why You Need It
Posting consistently is important for visibility and growth, but doing it manually can be draining. Scheduling ahead frees up your mental space and keeps your content calendar running even on your busiest days.
How Can You Automate Your Business?
General Advice for Automation of Processes
Start small. You don’t need to automate everything at once…in fact, you shouldn’t. Look for areas in your business that are repetitive, time-consuming, or prone to error. Those are great places to start. The goal is to make things easier for you and your team, not more complicated.
Make Sure You Know Exactly What You Want to Automate
Before diving in, get clear on your why. Are you trying to save time, reduce manual tasks, improve client experience, or all of the above? Don’t automate just because you can. Make sure every automation has a purpose and supports the way you actually want to run your business.
How to Pick an Automation Tool
What to Look For in an Automation Tool
A good automation tool should be:
Easy to use (no need to be super techy!)
Reliable (it should do what it says without glitches)
Flexible (can grow with your business and needs)
Well-integrated (works with the platforms you're already using)
Other Things to Consider
Support & training: Are there tutorials or a helpful support team?
Pricing: Does it fit your budget, and is the ROI worth it for you right now?
Customization: Can you tailor it to match your workflow and branding
Your Motivation: Will you actually use it? Does it feel right for you?
Best Automation Tools for Small Business
Most Popular Automation Tools
These are some of the most commonly used automation platforms for small and online businesses:
Zapier – Connects apps and automates workflows between them
Dubsado – Great for client management, invoicing, and onboarding
HoneyBook – All-in-one CRM with automation features
Kit – Easy-to-use email marketing automation
Beginner-Friendly Automation Tools
If you're new to automation, these are intuitive and easy to get started with:
Calendly (for scheduling)
Kit (for email sequences)
Planoly (for social content planning)
Zapier’s pre-built templates (for simple task automation)
Advanced Automation Tools
Ready for more robust setups? These tools offer deeper customization and functionality:
Make (formerly Integromat) – For complex workflows and logic-based automation
ClickUp or Asana with Automations – Project management with built-in automations
ActiveCampaign – Powerful email marketing and customer journey automation
HubSpot – Comprehensive CRM with automation for sales, marketing, and support
Automation Tools Sammy, Our OBM, Recommends
When it comes to automations, I do not believe in a one-size-fits all approach. I think they are very personal, just like every other aspect of your business. You should choose the automations you wish to use based on careful thought and what is important to you, your team (if you have one), and your ideal client.
I also advise you to consider how automated you want your business to be. Some businesses, like eCommerce, benefit from heavy automations. Service-based businesses sometimes do not. Make sure you choose what to do with your business based on what feels right for you and your client base and not what everyone else is doing or recommending.
Below you will find my personal recommendations based on my experiences with these tools.
Beginner-Friendly Recommendations
Below is a list (in my opinion) the best automation tools for small business
Moxie: Moxie is a CRM for freelancers and small teams–mostly service-based business.
Kit: Kit is best for email marketing.
Trello: Trello is the most basic project management tool and is a great starter tool. (Automations on Trello are only available on a paid plan.)
Calendly: Super easy to figure out how to create a bookable calendar.
Advanced Recommendations
GoHighLevel: This is an “all-in-one” platform. I do think there are some limitations to using this, but some people really love it’s capabilities.
ClickUp: Hands-down, the best project management tool in my opinion.
Zapier: Multi-step zaps can be great for your workflow.
Pros & Cons of Heavy Use of Automations for Business
Pros of Heavy Automations
Time savings: You get hours back each week to focus on what matters most
Consistency: Every client gets the same great experience, every time!
Scalability: You can serve more people without working more hours.
Reduced human error: No more forgetting to send that invoice or follow-up email.
Cons of Heavy Automations
Less personal touch: If overused, automation can feel cold or robotic.
Initial setup time: Building automations takes some upfront effort.
Tool fatigue: Using too many platforms can get overwhelming or pricey.
Outdated flows: If you forget to update your automations, they can break or become irrelevant.
How to Determine What is Right for You
The key is balance! Identify what drains you and is repetitive - that’s where to automate. The human touch is still essential and should be prioritized where it matters most. Start with one or two areas, test what works, and build from there. Think of automation as a support system, not a replacement for you.
Not sure where to start? Get a Free Business Efficiency Audit and I’ll help you spot the biggest time-wasters in your workflow—and where automation can make the biggest impact.
Your Next Steps
If you’ve been feeling like there just aren’t enough hours in the day, automation might be exactly what your business needs. With a few smart systems in place, your business can run smoother, your clients will be happier, and you’ll finally have space to breathe.
Ready to make your business work for you, not the other way around? Start automating!
Ready to streamline your systems and scale with ease? Book a Sales Call to chat about how we can implement the right automations for your business.
