Workflow Library

Production-ready automations for finance and operations teams. Pick a workflow, book a call, and go live in 7 days.

What the workflows can actually do

These are not if-then rules. These are AI agents that read, reason, and act across your tools.

Read documents and emails

Extract data from PDFs, scanned invoices, receipts, and email attachments. OCR handles handwritten and low-quality scans.

Search your knowledge base

Query your internal documents, contracts, policies, and past correspondence by meaning. The workflow finds what matters, not just keyword matches.

Classify, route, and recommend

Route a support ticket based on content, not just keywords. Classify an email as a complaint, a feature request, or a billing question. Recommend next steps based on history and context. Escalate when judgment warrants it.

Query your data in plain English

"Show me all overdue invoices above $10k" becomes a real database query. No SQL required. Works with PostgreSQL, MySQL, spreadsheets, and CRMs.

Sync data across systems

Keep your CRM, spreadsheets, accounting software, and project tools in sync. Reconcile records, flag mismatches, and resolve duplicates automatically.

Draft and send communications

Write personalized follow-ups, collection reminders, onboarding emails, and status updates. Every draft uses your tone and your data, not generic templates.

Handle voice and phone intake

Phone calls transcribed and routed into the same workflow pipeline as email and forms. Caller intent classified, follow-up actions queued, and notes logged to your CRM.

Forecast and learn from your data

Workflows run on your historical data, your customer patterns, and your business rules. A model tuned on your 3 years of invoicing behavior knows what "normal" looks like, spots anomalies early, and forecasts what comes next.

Meet the Desk Team

Named workflows that handle specific jobs in your back office

Each role runs a production workflow with approvals, audit logs, and caps built in. They follow your rules, log every action, and stop when something needs a human.

Collections Coordinator

Finance

Chases overdue invoices on a reliable cadence and keeps your cash forecast current, so your controller stops spending Fridays in QuickBooks.

Runs automatically

Daily scan of all open invoices in QuickBooks Online
Sorts receivables into aging buckets (0-30, 31-60, 61-90, 90+ days)
Drafts personalized follow-up emails based on aging and customer history
Nets credit memos before flagging invoices as overdue
Updates the rolling 13-week cash forecast in Google Sheets

Requires your approval

Collection emails above your dollar threshold; controller approves in Slack
Disputed invoices: pauses automation and routes to AR team

Produces

Daily collection emails via Gmail on a configurable cadence
Rolling 13-week cash forecast posted to Slack every Monday
Exception alerts for bounced emails, duplicate invoices, and disputes

Replaces hours per week of manual invoice chasing plus the monthly spreadsheet forecasting cycle that is always slightly out of date.

See full workflow

Intake Dispatcher

Operations

Validates every inbound request, catches missing information upfront, and routes to the right person, so nothing sits in a shared inbox waiting to be read.

Runs automatically

Captures requests from HubSpot forms and Gmail intake inbox
Validates required fields and auto-requests missing information
Categorizes by service type, urgency, and region
Routes to the correct team member based on capacity and rules
Detects and quarantines spam submissions

Requires your approval

High-value or high-complexity requests; ops manager reviews in Slack
Reassignment when no team member is available in the assigned region

Produces

Confirmation email to the requester with tracked status
Live dispatch board in Google Sheets with assignee, status, and timestamps
Escalation alerts when submitters do not respond within 48 hours

Replaces hours per day of manual inbox triage and the spreadsheet dispatch tracker that is always slightly behind reality.

See full workflow

Reconciliation Clerk

Finance

Matches bank transactions to QuickBooks entries daily so discrepancies surface in hours instead of piling up for month-end.

Runs automatically

Daily sync of bank feed entries and QuickBooks Online transactions
Auto-matches by amount, date, and reference number (85%+ match rate)
Flags unmatched items with suggested matches and confidence scores
Detects duplicate bank entries and unusually large transactions
Compiles weekly income, expenses, cash position, and AR/AP summary

Requires your approval

Unmatched transactions; bookkeeper reviews exceptions in Google Sheets
Adjustments posted back to QuickBooks Online after manual resolution

Produces

Weekly financial summary posted to leadership Slack channel every Friday at 9 AM
Executive summary emailed via Gmail to distribution list
Exceptions sheet with suggested matches for quick resolution

Replaces two full days per month of manual bank reconciliation plus the Friday scramble to assemble leadership summaries by hand.

See full workflow

Reporting Analyst

Operations

Pulls data from five tools overnight, flags anomalies, and delivers a clean executive summary before your Monday morning meeting.

Runs automatically

Daily 6 AM data pull from QuickBooks, HubSpot, and Google Sheets
Normalizes date formats, currency values, and metric definitions across sources
Flags metrics deviating 15%+ from trailing 4-week average
Checks anomalies against same-period-last-year for seasonal context
Populates the Google Sheets dashboard with current values and trend lines

Requires your approval

Anomaly flags reviewed by ops manager before the summary publishes
New metrics added from source tools; queued for template update review

Produces

Monday 8 AM executive summary in Slack and email with wins, risks, and action items
Live KPI dashboard in Google Sheets with filtered views per department
Anomaly alerts with context and trailing comparison data

Replaces 4-6 hours per week of pulling data from five tools into a spreadsheet that is stale by the time it reaches leadership.

See full workflow

Support Triage Lead

Support

Reads every inbound ticket, categorizes it, searches your knowledge base, and drafts a first response. Your team reviews and sends instead of writing from scratch.

Runs automatically

Parses incoming emails and HubSpot tickets for issue type, product, and urgency
Searches documentation, past responses, and FAQ entries for relevant answers
Drafts a first response tailored to the specific request
Links customer replies to existing threads instead of creating duplicates
Filters out spam, vendor pitches, and non-support messages

Requires your approval

Every draft response; agent reviews in Slack before it sends
Sensitive data detected (credit card, SSN patterns): routed for manual handling

Produces

Draft responses ready for one-click approval in Slack
Tracking dashboard in Google Sheets: open tickets, response time, top categories
Weekly support summary with volume, resolution time, and trending issues

Replaces hours per week of reading, categorizing, and writing repetitive first responses to common support requests.

See full workflow

Follow-Up Coordinator

RevOps

Follows up with every new lead within minutes, runs nurture sequences on autopilot, and hands qualified leads to sales with full context.

Runs automatically

Enriches new contacts with company size, industry, and source channel from HubSpot
Scores and segments leads based on fit signals and engagement
Drafts personalized first follow-up based on source and expressed interest
Runs multi-step nurture sequences on a configured cadence
Tracks opens, clicks, and replies to update lead scores in real time

Requires your approval

Leads above the MQL threshold; sales lead reviews and approves the response
Named-account leads: bypass nurture and route directly to sales with full context

Produces

Personalized follow-up email within minutes of first contact
MQL handoff notification in Slack with source, engagement history, and recommended next step
Engagement dashboard in Google Sheets: leads by source, conversion funnel, reply rates

Replaces hours per week of manual lead follow-up plus the nurture sequences that were set up once and never updated.

See full workflow

Pipeline Analyst

RevOps

Scores deal health daily, flags stalled deals before they die, and delivers a Monday pipeline digest so your sales meeting starts with answers instead of spreadsheets.

Runs automatically

Daily sync of active deals, contacts, and activity history from HubSpot
Scores each deal on stage velocity, last activity, email response rate, and next steps
Flags deals below health threshold or with no activity in 7+ days
Groups closed-lost deals by reason category to identify recurring patterns
Compiles weekly pipeline report in Google Sheets with health scores and trend data

Requires your approval

Pipeline digest reviewed by sales manager before it publishes to the team
At-risk deal alerts sent to reps only after manager confirms the flags

Produces

Monday 8 AM pipeline digest in Slack with deal health scores, risk flags, and stage movement
Stalled deal alerts to reps within 48 hours of last activity
Weekly closed-lost pattern analysis with specific deal examples

Replaces 2+ hours per week of manual pipeline spreadsheet assembly plus the guesswork about which deals are actually at risk.

See full workflow

Document Processor

Finance

Reads invoices, statements, and reports, extracts the data, validates it, and posts to QuickBooks after your bookkeeper approves.

Runs automatically

Detects and classifies incoming documents (vendor invoice, bank statement, expense report)
Extracts structured fields: vendor, invoice number, date, line items, amounts, total
Cross-checks totals against line item sums and flags mismatches
Detects duplicate invoice numbers against existing records
Archives processed documents to Google Drive with a processing log

Requires your approval

Every extraction reviewed by bookkeeper before posting to QuickBooks
Unrecognized vendors require manual confirmation before creating in QuickBooks

Produces

Pre-filled data summaries in Slack for side-by-side verification
Approved entries posted to QuickBooks Online as bills or expenses
Processing tracker in Google Sheets with document history and status

Replaces 20+ minutes per document of manual data entry from PDFs into QuickBooks, plus the errors that surface weeks later at month-end.

See full workflow

Built on rules, logs, and approvals. Not vibes. Every role runs inside your existing tools (QuickBooks, Gmail, Slack, HubSpot, Google Sheets) with nothing to install and nothing to learn.

Finance

QuickBooks Online + Gmail + Slack + Sheets

Finance

Extract Desk: Document Parsing & Structured Data Capture

Eliminate manual data entry from vendor invoices, statements, and reports
Reduce invoice processing errors by catching mismatches before they hit the books
Turn a 20-minute-per-document manual task into a 2-minute review-and-approve step

Learn more

Finance