Workflow automation
The work that happens without you
Reviews requested, leads answered in seconds, quotes chased, appointments remembered — running around the clock on the website you already have.
You don’t need a new website for any of this.
If yours works, we’ll build on it. Automation is priced and sold separately from our website work — no rebuild, no migration, no starting over.
Add up the minutes: retyping a customer's details into a second system, sending the same "thanks, we'll be in touch" email, chasing an invoice, reminding someone about tomorrow's appointment. Individually they're trivial. Across a week they're hours — and on your busiest days, they're the things that quietly don't happen, which is exactly when dropped follow-ups cost you work.
Automation fixes this without hiring anyone. We sit with you, map where the hours actually go, and wire the highest-leverage workflows to run themselves: instant replies to new inquiries, automatic review requests after every job, scheduled reminders, invoice nudges. Wherever possible we build on tools you already pay for, rather than selling you a whole new set of software.
Every package ships with its first workflow live on day one, and the retainer keeps it running — monitored, tuned and reported on in plain language. Most clients watch the first workflow run for a month, then ask what else can be automated. The answer is usually: more than you'd think.
Your monthly note
October · Your business here
- 47
- inquiries answeredaverage reply, 41 seconds
- 31
- review requests sent12 new Google reviews
- 18
- quote follow-ups4 jobs recovered
- ~14
- hours savedthat you'd have spent on admin
Find your fit
Five questions. Thirty seconds. A real recommendation.
There’s a lot on the menu below, and most of it won’t apply to you. Answer these and we’ll point at the one that does — and show you the arithmetic behind it.
Question 1 of 5
Start small
One workflow, built in days
The fastest way to find out whether this works for your business is to run one and watch it. Each of these is a single job, done properly, on the site and tools you already have.
One thing worth knowing: before any business can send automatic texts, the phone companies have to approve the number. That takes about two weeks and there's no way around it. We start the paperwork on day one and build everything while we wait, so the moment it clears, it runs.
Missed-Call Text-Back
A call you couldn't take gets an instant text, before they ring the next name on the list.
+ $149/ month
Billed monthly — cancel with 30days’ notice
- Every missed call triggers a text back within seconds
- Replies land wherever you already work — phone or inbox
- A monthly note on how many calls it caught
Review Engine
A review request goes out after every finished job, routed straight to Google.
+ $199/ month
Billed monthly — cancel with 30days’ notice
- Automatic review request after each completed job
- Routed to your Google Business Profile
- By email, or by text once your customers opt in
- A monthly note: requests sent, reviews landed
Speed-to-Lead
Every form and email inquiry gets a real reply in under a minute, day or night.
+ $199/ month
Billed monthly — cancel with 30days’ notice
- Instant, personal-sounding reply to every new inquiry
- Sent straight to your inbox, spreadsheet or contact list, with their details already filled in
- Works at 9pm on a Sunday, which is when half of them arrive
Quote Follow-Up
Unaccepted quotes get nudged at day 2, 5 and 14. Most trades never follow up once.
+ $249/ month
Billed monthly — cancel with 30days’ notice
- Automatic nudges on quotes that haven't been answered
- Stops the moment they reply or accept
- A monthly note on quotes recovered
Run the business
When one workflow isn’t the problem
Most businesses don’t have one leak, they have six. These packages map the whole operation on a working session, then wire the lot.
Operations
Four workflows running the repeated motions of the business.
+ $499/ month
Billed monthly — cancel with 30days’ notice
- Four workflows, chosen with you on the mapping call — more at the add-on rate
- Choose from booking, text reminders, inquiry routing, follow-up sequences and invoice nudges
- Every workflow monitored and tuned as part of the retainer
- A monthly report of what ran and what it caught — replies sent, reviews landed, quotes chased
Back Office
Ten workflows, wired into the software you already run.
+ $899/ month
Billed monthly — cancel with 30days’ notice
- Ten workflows across the operation, chosen together on the mapping call — more at the add-on rate
- Custom integrations with the tools you already run — each scoped and confirmed before we build it
- A quarterly optimization session to plan the next ones
- Front of the line — first in the queue, every business day
Built for your trade
The same engine, already pointed at your problems
Same engine as Operations, already built for your trade — so it costs more, and it lands faster and with fewer surprises than starting from a blank page.
Contractor OS
Missed calls caught, quotes chased, jobs remembered, reviews asked for.
+ $549/ month
Billed monthly — cancel with 30days’ notice
- Missed-call text-back
- Quote follow-up at day 2, 5 and 14
- Job and appointment reminders
- Review requests after every completed job
- Invoice nudges
Bay Manager
Service reminders by mileage and date, and bays that stay full.
+ $529/ month
Billed monthly — cancel with 30days’ notice
- Service reminders by mileage and by date, for customers who've opted in
- Appointment confirmations
- Estimate approval flow
- Review requests after every service
Chair Filler
Fills the quiet days and stops the no-shows.
+ $529/ month
Billed monthly — cancel with 30days’ notice
- Online booking
- No-show reminders
- Automatic rebooking nudge at five weeks
- Waitlist fill when someone cancels
- Birthday offers, for customers who've opted in to marketing texts
Front of House
Reservations kept, catering inquiries routed, regulars remembered.
+ $529/ month
Billed monthly — cancel with 30days’ notice
- Reservation reminders
- Catering inquiries sent straight to whoever handles them
- Waitlist management
- Review requests after a visit
- Loyalty touches, for guests who've opted in to marketing texts
Not sure yet
Automation Audit · $500
Ninety minutes mapping where your hours actually go, delivered as a short written plan. Credited in full against any package you go on to buy.
Credited in full against whatever you buy next.
Proof, fast
Reactivation campaign · $1,200
A one-time campaign that reaches your dormant customers from the last two years by email. It produces revenue in the first week, which is the point.
By email as standard. We'll add text where you can show your customers opted in to marketing messages — we'll check that with you before anything sends.
One-off. No retainer attached.
À la carte
Bolt any of these onto a package you already have — $400–$800 to build, plus $59 a month on your retainer to keep it monitored, tuned and in your report.
- Waitlist filler
- Referral request flow
- Appointment reminder upgrade
- Sync with your contact list
- Monthly reporting dashboard
- Seasonal promo sequence
Something that isn’t on this page? Custom workflows run $600–$900 each, plus the same $59 a month, quoted before anything starts.
The real comparison
You’re not buying software. You’re buying the hire you can’t justify yet.
Measured against a website, a retainer looks steep. Measured against the person you’d have to employ to do these jobs properly, it’s the cheapest member of staff you’ll ever take on.
A part-time admin
10 hours a week at $20/hour
- Answers every inquiry the moment it lands
- Chases the quotes nobody replied to
- Reminds tomorrow's appointments they're booked
- Asks each finished customer for a review
- Nudges the invoices that have gone quiet
Before payroll tax. Does the jobs when they remember, and goes home at five — which is when half your inquiries arrive.
Operations
The same jobs, wired into how you already work
- Answers every inquiry the moment it lands
- Chases the quotes nobody replied to
- Reminds tomorrow's appointments they're booked
- Asks each finished customer for a review
- Nudges the invoices that have gone quiet
Every time, in under a minute, at two in the morning. It doesn’t forget, doesn’t take holiday, and doesn’t need managing.
The admin figure is 10 hours × $20× 52 weeks ÷ 12 — deliberately conservative, and it excludes payroll tax, holiday and the cost of training someone. We’d rather show the arithmetic than ask you to take the comparison on trust.
The questions everyone asks
Before you book a call
Do I need a new website to use any of this?
No — and most of our automation clients don't get one. Missed-call text-back, review requests, quote follow-up and reminders all run off your phone number, your inbox and the tools you already use. If your website works, we build on it. If it doesn't, we'll say so, but we won't make it a condition.
What happens to the workflows if I stop the retainer?
The accounts are in your name, so anything running inside them stays yours — but we stop monitoring, tuning and fixing them, and workflows do break when the tools underneath them change their rules. Most people who cancel do it because they've outgrown the package, and we help them move up rather than out. There's no lock-in and no exit fee either way.
Can you work with the tools I already use?
Usually, and we'd rather. Your invoicing software, your booking system, whatever you keep customer details in, your spreadsheets, your email — bring what you use to the first call and we'll tell you honestly which ones connect easily, which need a workaround, and which are genuinely worth replacing. Connecting something you already pay for beats selling you a whole new set of software.
Why is there a monthly fee at all?
Because a workflow isn't a thing we hand over, it's a thing that runs. The retainer pays for it running: every workflow monitored so failures reach us before they reach you, tuned when the numbers say it could do better, and a monthly note telling you what it actually did. Software you buy once is software nobody is watching.
More at the full FAQ.
Start a project
Ready to stopdoing it by hand?
Tell us what you're working with. You'll get a plain-language reply — and if we're not the right fit, we'll say so and point you somewhere good.
Prefer email? contact@theharbortree.com
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