Video tutorial 21 of 24
How to Automate Your Follow-Ups in Workspace369
To automate your follow-ups in Workspace369, open Workflows, under Communications. Each workflow starts with a trigger, like a proposal being sent or an invoice coming due, then runs its steps on its own. The list shows which workflows are active, and how many times each one ran in the last seven days. Open one to see its steps: the "Invoice due soon" workflow emails your client a heads-up three days before an invoice is due. If the invoice gets paid, the workflow stops there. If not, a second email goes out on the due date, with the client's name and invoice number filled in for you. To try a workflow safely, click Test: a test sends nothing. Pause stops a workflow any time. To make your own, click New workflow, then describe what you want and let AI draft it, or pick a template and adjust it to your business.
What you'll learn
- Where to find Workflows, under Communications, and how each workflow starts with a trigger
- How to see which workflows are active, and how many times each one ran in the last seven days
- How a workflow emails your client a heads-up before an invoice is due, and stops once the invoice is paid
- How a second email fills in the client's name and invoice number for you, and waits until the due date
- How to try a workflow safely with Test, and pause it any time
- How to make your own: describe what you want and let AI draft it, or start from a template
FAQ
Common questions
What is a workflow in Workspace369?
A workflow handles your follow-ups for you, so nothing slips. Each one starts with a trigger, like a proposal being sent or an invoice coming due, then runs its steps on its own. You'll find your workflows in Workflows, under Communications.
How do I see which workflows are active?
Open Workflows, under Communications. The list shows which workflows are active, and how many times each one ran in the last seven days.
What does the "Invoice due soon" workflow do?
In the video, Apex Auto Spa's "Invoice due soon" workflow emails the client a heads-up three days before an invoice is due. If the invoice gets paid, the workflow stops there. If not, a second email goes out on the due date, with the client's name and invoice number filled in for you.
How do I try a workflow safely?
Click Test. A test sends nothing, so you can try a workflow without emailing anyone. Pause stops a workflow any time.
How do I make my own workflow?
In Workflows, click New workflow. Describe what you want and let AI draft it, or pick a template. For example, "Check in when a client goes quiet" adds a task to check in with a client after 60 days without contact. Each template shows its steps and what you'll choose, so start from the one that fits and adjust it to your business.
Full transcript
Welcome back. In this video, we'll look at workflows: they handle your follow-ups for you, so nothing slips.
Open Workflows, under Communications. Each workflow starts with a trigger, like a proposal being sent or an invoice coming due. Then it runs its steps on its own. You can see which ones are active, and how many times each one ran in the last seven days. Let's open Invoice due soon.
Three days before an invoice is due, it emails your client a heads-up. If the invoice gets paid, the workflow stops here. If not, a second email goes out. It fills in the client's name and invoice number for you, and waits until the due date. To try a workflow safely, click Test. A test sends nothing, and Pause stops it any time.
To make your own, click New workflow. Describe what you want and let AI draft it, or pick a template. This one adds a task to check in with a client after 60 days without contact. Each template shows its steps and what you'll choose. Start from the one that fits, and adjust it to your business. And that's workflows. In the next video, we'll put Workspace AI to work.
More tutorials
Recent updates
All release notes- Workflows rebuilt with a table, templates, test runs and AI draftingManage every workflow in one table, start from a template or describe what you want, test it before it goes live, and assign new leads to a teammate.
- August 2026: connect Claude and ChatGPT, review AI changes first, and a Gantt viewConnect Claude, ChatGPT or any MCP client with approvals on every send, let AI AutoPilot confirm before it changes anything, and plan work on a Gantt timeline.
- July 2026: a rebuilt calendar, funnels, inventory tracking and workflows with test runsA rebuilt calendar, funnels that capture leads into your CRM, inventory with low-stock alerts, workflows that create tasks, and invoices with a live preview.
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