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Module · Workflow

The routine runs itself. You decide whether the customer hears about it.

A workflow pulls data from your own system — jobs, quotes, subscriptions, leads — on the schedule you set. Then it either messages the customers the query found, or lets the AI write the summary and file it in your own inbox. You set it up once, and you can see exactly what it finds before you switch it on.

The workflow home screen with six ready-made starting points
Workflow canvas: trigger, data, recipients, and an SMS to the customers
16:00 every day: pull tomorrow's visits and send one SMS to the customers the query found.
Workflow canvas: trigger, data, AI step, and a summary filed to your own inbox
Same build, different exit: the AI writes the week's plan and files it in your own inbox. Customers get nothing.

What's inside Workflow

Six ready-made starting points

Ask for a review after a completed job, remind customers about tomorrow's visit, pull the week's plan together on Monday morning. One click builds the workflow against your own data — and you can change all of it afterwards.

Your own data as the source

Pick tables, columns, and filters across customers, addresses, jobs, subscriptions, leads, quotes, and messages. The query can be previewed before you save.

To the customer — or only to you

Every workflow states plainly whether it sends SMS or email to customers, or whether the summary lands only in your own inbox. It's never something you find out afterwards.

Reacting to incoming messages

When a message lands in the inbox: pull the fields out of it, find or create the contact, write a note, close the conversation. That kind runs with no AI and no credits.

Learn more about WorkflowSee all modules

How service businesses use workflow automation

Subscription window cleaners

Monday 07:00, a workflow gathers the week's scheduled visits into one overview in the office's own inbox. The day before each visit, an SMS goes to the customer — two workflows, both built from a ready-made template.

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Cleaning companies

At 17:00 every day, the workflow finds the jobs you completed that same day and asks the customer for a review. No list to keep track of, and no customer asked twice.

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Plumbers, electricians & all service businesses

Monday 08:00, the quotes expiring within 30 days that still haven't been answered land in your own inbox — written up by the AI, so you can work the phone that same morning. Customers get nothing.

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Modules that pair with Workflow

Leads

Pipeline & follow-up

Capture leads from Facebook and website forms. Send quotes with maps and aerial photos. Follow up automatically.

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Communication

Calls, SMS & email in one thread

All customer dialogue in one chronological thread. Calls are transcribed. SMS reminders are sent automatically.

Learn more

Invoicing

Invoice from the job

One-click invoicing. Syncs to e-conomic, Dinero, or Billy. MobilePay supported.

Learn more

Frequently asked questions about workflow automation

Do I need to code to build a workflow?
No. You choose in ordinary forms: which data the workflow reads, which weekdays and what time it runs, and what happens to the result. The six ready-made starting points build a complete workflow against your own data in one click, and there's an assistant you can describe the job to instead.
When does a workflow run?
Two ways. Either on a schedule you set yourself — specific weekdays and a time in your own timezone. Or when an incoming message lands in one of your inboxes; that kind can pull fields out of the message, find or create the contact, write a note, and close the conversation.
Could a workflow message my customers without me noticing?
It's stated on every single workflow, before you even build it: a workflow is marked either "Sends to customers" or "Lands in your own inbox". Three of the six templates never send anything out of the building — they only gather data for you.
Can I see what a workflow does before it goes live?
Yes. While you build, you can see exactly which rows the query finds. After that you can run the workflow manually, and every run — automatic or manual — is kept in a history you can go back through.
Does this replace Zapier or Make?
For work inside Clientflow: yes. A workflow reads your own data and sends through your own channels — SMS and email. There are no built-in connectors to external services like Mailchimp or Google Sheets, so if data has to reach a foreign system, that's still a job for Zapier or Make on top.
Which plan do I need for Workflow?
The workflow module is part of Enterprise. The AI part — the one that writes the summary or the message — is billed in credits on top of the subscription, and your usage is shown on the page while you build. The kind of workflow that reacts to incoming messages uses no credits at all.

Go deeper on workflow

Trades using this module, problems it solves, integrations it fits with, and articles where we go into detail.

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