# Workflow automations that show their work. > Workspace369 workflow automations send email and SMS follow-up, create tasks and reminders, and notify your team. Test every run before it goes live. Canonical: https://workspace369.com/features/automation/ Last updated: 2026-11-01 Email and SMS follow-up, tasks, reminders and team notifications that run on their own. Test a run before a client sees it. [Request a demo](https://workspace369.com/contact-sales/) 14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing. ## What is workflow automation software? Workflow automation software performs repeatable actions when defined business events occur. Workspace369 workflow automations cover email and SMS automation, task creation, reminders, and internal notifications for teams or individual members — with unlimited steps, filters, and rules, tested in simulation and reviewed in execution logs against client-work context. Reviewed October 22, 2026 by the Workspace369 Product Team. Availability can vary by plan, region, and workspace configuration. [Read the automation documentation](https://docs.workspace369.com/v/2026.3/automation/build-test-activate-workflow/) ## Five parts, always in the same order. Once these building blocks are familiar, every automation — one you write or one from a template — reads the same way. 1. Trigger The event that starts the workflow — something that already happens in Workspace369, like an invoice being sent or a new lead being assigned. 2. Condition A filter that decides which records continue. Only matching records — for example, an invoice still unpaid — move on to the next step. 3. Wait A timed pause between steps, from minutes to days, so follow-up lands when it should instead of all at once. 4. Action What the workflow does next: send an email or SMS, create a task, set a reminder, or post an internal notification. 5. Run One execution of the workflow for one record. Every run is logged with its status, recipients, timing, and trigger context, so you can review what actually happened. ## Clients get messages. Your team gets work. Every action a workflow takes lands in one of two places — with the client, or inside your workspace. ### What clients receive Client-facing messages prepared by you, always from templates your team controls. Email automation Send a prepared email when a supported event occurs, with record variables keeping client context in the message. SMS automation Send a text follow-up or reminder through the same workflow, alongside the email path. SMS steps start on Voyager. ### What your team gets Internal work created by the same run, for the whole team or an individual member. Task creation Create a task in the workspace with the record context attached, so follow-up work becomes a tracked task, not a mental note. Reminders Create a reminder tied to the record, so time-sensitive follow-up is not left to memory. Internal notifications Post an internal notification for the whole team or an individual team member when the workflow runs. ## Nine kinds of event can start a workflow. Every workflow begins with one supported trigger. The builder checks trigger support before activation, so a workflow can never start from something the workspace cannot see. Scheduling Appointment activity — a booking is scheduled or a meeting is coming up. Client Client record activity, such as a new client entering the workspace. Invoice Invoice activity, like an invoice being sent to a client. Payment Payment activity on an invoice in the workspace. Proposal Proposal activity, such as a proposal being accepted. Task Task activity across your projects. Lead Lead activity, such as a new lead being assigned. Call Call activity, like a call ending with an outcome worth following up. Scheduled time A time you choose — start the workflow on a schedule instead of an event. **Automations are on every plan.** Cadet runs up to 3 active email workflows; SMS steps start on Voyager. ## Pick a template, then make it yours. Workspace369 ships pre-made workflow templates for leads, clients, invoices, proposals, the inbox, the calendar and tasks. Use one as-is or change any step: each is a sequence of a trigger, waits, conditions and actions, and every step stays editable and testable. ### Escalating unpaid invoice reminders Invoices Send a gentle reminder, a firmer one after a week, then a final notice before manual review. 1. Payment overdue 2. 1-day reminder 3. Stop if the invoice is paid 4. Wait 6 days 5. 7-day escalation 6. Wait 23 days 7. 30-day final notice ### Chase a failed autopay Invoices Text the client when their card fails, email the pay link two days later if the invoice is still unpaid, and add a task to call them. 1. Autopay payment failed 2. Send text message 3. Stop if the invoice is paid 4. Wait 2 days 5. Email the client 6. Create task ### Welcome pack on Onboarding Clients When a client moves into Onboarding, email them a welcome and add a task to send the welcome pack. 1. Client stage changed 2. Email the client 3. Send welcome pack ## Every run leaves a record. Workflow Runs keeps each execution with its status, recipient, automation and trigger context. Test runs let you check variables, recipients and readiness before a live email or SMS can reach a client, and they stay apart from live runs. - Filter live executions and simulated runs. - Open a run to inspect its saved detail and outcome. - Readiness checks flag unsupported or incomplete setup. Total executions**6**Last 7 Days Delivered**6**100% success rate Failed**0**0 need attention Pending**0**In queue **✓ 6** · **✕ 0** · **△ 0** · ○ 0 - **Invoice collection sequence***Delivered* Email → taylor.brooks@example.com1d ago1.2s - **New client welcome sequence***Delivered* Email → avery.morgan@example.com2d ago942ms - **Payment received thank-you***Delivered* Email → maya.chen@example.com3d ago810ms - **Proposal follow-up sequence***Delivered* Email → avery.morgan@example.com4d ago1.0s **One row per run** Each run shows the workflow, its status, the channel and recipient, when it ran and how long it took. Open one to inspect its saved detail and outcome. Watch · 1:33 ## Automate your follow-ups in Workspace369 Automate your follow-ups in Workspace369: workflows start with a trigger and run their steps on their own. Test one safely, pause it, or use a template. [Read the transcript and chapter guide →](https://workspace369.com/tutorials/workflows/) Recorded in a demonstration workspace. Check current plans and settings for availability. ## Describe the use case. AI drafts the workflow. Ask Workspace AI what needs attention, such as which invoices are unpaid, and it answers from your workspace with the safest next step for each. Describe an exact use case and it prepares the workflow itself (triggers, waits, conditions and actions) for you to simulate, adjust and activate. AI-drafted workflows start on Commander ($299/mo). [Explore Workspace AI](https://workspace369.com/features/ai-chat/) Workspace AIWorkspace369 1 prepared step *✓ Ready* You have 13 unpaid invoices totaling $68,849.75. Here's a breakdown and the safest next step for each: - **Invoice #26-11** - Total: $300.00 (Due: 06/27/2026) Safest next step: Send a polite email or SMS reminder. - **Invoice #26-7** - Total: $15,000.00 (Due: 04/28/2026) Safest next step: Send a polite email or SMS reminder. Asked to “show unpaid invoices and suggest the safest next step for each one”, Workspace AI prepares the step for review. ## Every plan automates. Higher plans run more at once. Cadet runs email automations with up to 3 active workflows. Voyager adds SMS steps and 10 active workflows, Specialist allows 25, and Commander and Enterprise have no limit and add AI-drafted workflows. [Compare plans](https://workspace369.com/pricing/) Active workflows per plan 1. Cadet$29/mo **3**active workflows - Email steps 2. Voyager$74/mo **10**active workflows - Adds SMS steps 3. Specialist$149/mo **25**active workflows - Email and SMS steps 4. Commander$299/mo **Unlimited**active workflows - Email and SMS steps - Adds AI-drafted workflows 5. Enterprise$699/mo **Unlimited**active workflows - Email and SMS steps - AI-drafted workflows Every plan includes pre-made templates, simulated test runs, execution logs and unlimited steps. Read from the current plan comparison. ## Automation questions **What actions can a workflow automation perform?** A workflow automation can send an email or SMS, create a task in the workspace, set a reminder, or post an internal notification for the whole team or an individual team member. Each action stays in a clear, reviewable order before activation. **Which plans include workflow automations?** Every plan includes workflow automations. Cadet runs email automations, with up to 3 workflows active at once. Voyager adds SMS steps and allows 10 active workflows, Specialist allows 25, and Commander and Enterprise have no limit on active workflows. AI-drafted workflows start on Commander. **Is there a limit to how many steps a workflow can include?** No. Workflow automations can include unlimited steps, with complexity, filters, and rules defined for individual customization. Simulations and execution logs keep even long workflows testable and reviewable. **Can a workflow include waits and conditional steps?** Yes. A workflow can mix timed waits with conditional steps — for example, pausing for an hour after a welcome SMS and sending an email follow-up only if the client has not replied. **Can Workspace AI create a workflow for me?** Yes, on the Commander and Enterprise plans. Describe the exact use case and Workspace AI helps prepare the workflow — triggers, waits, conditions, and actions — for your review. You can simulate, adjust, and activate it when it is ready. On other plans, start from a pre-made template. **Are there pre-made workflow templates?** Yes. Workspace369 includes pre-made workflow templates for different industries and common strategies, such as welcoming new leads, escalating unpaid invoice reminders, and appointment confirmations. Every template step can be adjusted before activation. **Can a workflow be tested before it is activated?** Yes. Workspace369 includes simulated test runs so teams can inspect a workflow without sending the live email or SMS action. **Which events can start an automation?** Supported triggers include scheduling, client, invoice, payment, proposal, task, lead, call, and scheduled-time activity. The builder checks trigger support before activation. **What happens if a workflow is not ready to run?** The builder checks trigger support before activation, and readiness checks surface unsupported or incomplete setup during simulation — before a live email or SMS can be sent. **Can teams review what happened after a workflow runs?** Yes. Workflow Runs keeps live executions and test runs available with status, recipient, timing, and detailed trigger context. ## Related features [Post-Call Automation Turn call outcomes into the next workflow without manual follow-up. *Explore feature*](https://workspace369.com/features/post-call-automation/)[Inbox & Communications Shared inbox, email, SMS, and calling — the channels your automations act on. *Explore feature*](https://workspace369.com/features/communications/)[Workspace AI Chat, drafting, and knowledge search that can also prepare workflow steps for review. *Explore feature*](https://workspace369.com/features/ai-chat/) ## Recent updates [All release notes](https://workspace369.com/changelog/) - [November 1, 2026**Text new leads and missed callers your booking link, and save from the top bar**Workflows can now text a lead or a missed caller your booking page link, and the full-page task and accounting create screens save from a top bar.](https://workspace369.com/changelog/2026-11-01-booking-link-texts-and-top-bar-save/) - [October 31, 2026**October 2026: Flash Pay, a new proposal builder, deeper booking and AI in your CRM**Flash Pay, retainers and more ways for clients to pay; a new proposal builder with packages; deeper online booking; and CRM tools with AI lead scoring and setup.](https://workspace369.com/changelog/2026-10-31-october-2026-roundup/) - [October 30, 2026**Workflows can send a proposal, and booking setup is easier to scan**A workflow can now make a proposal from a template and email it to the client, and a service’s booking settings are regrouped so the essentials come first.](https://workspace369.com/changelog/2026-10-30-workflow-send-proposal-booking-setup/) ## Write the follow-up once. Check every run. Start from a pre-made template, simulate it, and switch it on when it's right. Nothing goes live until you activate it. [Request a demo](https://workspace369.com/contact-sales/)[See pricing](https://workspace369.com/pricing/) [Request a demo](https://workspace369.com/contact-sales/)