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Help Center › Marketing & messaging › Automations: follow-ups that run themselves
Automations: follow-ups that run themselves
Turn on step-by-step flows, choose Autopilot or Ask me first, and edit the wording of each message.
On this page
An automation watches for a moment, like a new lead or a viewed estimate, and runs its steps. Every one stops by itself when the customer replies or books.
Steps
- Go to Marketing → ⚙️ Automations.
- For each flow, use the switch at the top to turn it on or off.
- Choose 🤖 Autopilot (sends on its own) or ✋ Ask me first (each message waits in Approvals). Use 🤖 All on Autopilot or ✋ Ask me first for all to change them together.
- Read each step: “1. name … right away”, then “after N days”. Change the wait in days, pick Best channel, 💬 Text or ✉️ Email, and untick a step to skip it.
- Click ✏️ Edit wording to change the subject, email and text. Details in braces fill in for each customer.
{customer_first_name|there}means “there” if the name is missing. Back to the default resets it. Click Save wording.
The flows
| Flow | Starts when |
|---|---|
| New leads — instant reply & follow-up | A new lead comes in from your website, VisionScaper, a text or a missed call, and nobody has contacted them |
| Missed leads — re-engage | A lead has gone 2+ days with no reply or quote |
| Estimate follow-up | A proposal was sent 2+ days ago, or viewed, and is not signed |
| Win back lost & expired estimates | A proposal expired or was declined 1 to 12 months ago |
| Review requests | A job is done, an invoice is paid, or every few maintenance visits |
| Ask happy customers for referrals | 2 weeks to 6 months after a job, for 4–5 star customers or repeat customers |
| Reactivate inactive customers | No work in the “inactive after” period (12 months unless you change it) |
| Seasonal service reminders | A service’s season opens (for example spring cleanups in March), for last year’s customers |
| Recurring service reminders | A repeating service is due again |
| Upsells & cross-sells | One service naturally leads to another (patio to lighting, planting to mulch) |
Each flow card also shows how many are in progress, how many were sent in 90 days, the response rate and bookings.
Stops
A line reads “Stops when:”. For example, estimate follow-up stops when the proposal is signed or declined, or the customer replies.
Other settings
Marketing → Settings → What can go out has a switch per automation too, plus Email marketing, Text marketing and AI writes and personalizes messages.
Tips
- Marketing steps need consent for texts and count toward your weekly limit. A step about the customer’s own request does not.
- New-lead replies are the highest value. Keep that one on.
If something goes wrong
- A step did not send: check Approvals first. In Ask me first mode, anything not approved within 7 days is dropped.
- A flow is locked: automations other than reviews need the full Marketing plan.