15 tasks every small business should automate first.
Grouped into five Cs: Cash, Customers, Competition, Compliance and Core. For each one: the signs you need it, what automation does, how to start small, and what to keep human.
Tick the signs you recognize. Each task starts with a few everyday signs.
Fill in what it’s worth. Your hours, your hourly value. No made-up numbers.
Start with just one. The one that costs you most. Then come back for the next.
Cash
Get paid on time, without chasing.
1
Invoicing
Invoices go out by themselves, straight from the job or the accepted quote.
Signs you need this
You type the same customer details into every invoice.
Invoices go out days late because you were busy.
You copy prices from quotes by hand.
What automation does
When a job is marked done, or a quote is accepted, an invoice is created and sent automatically. When the payment arrives, it is matched to the invoice and ticked off.
Start small
Use the invoicing tool you already have. Turn on its templates and automatic sending first; many have them switched off by default.
Keep the human part
Big or unusual jobs. A quick personal note on a large invoice still goes a long way.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
2
Chasing payments
Polite reminders go out before and after the due date, so you don’t have to.
Signs you need this
You keep a mental list of who owes you.
Chasing feels awkward, so you put it off.
What automation does
A friendly reminder goes out a few days before the due date, another on the day, and a firmer one after. It stops as soon as they pay.
Start small
Write three short reminder messages once, in your own words. Then switch on automatic reminders in your invoicing tool.
Keep the human part
Long-standing customers going through a hard time. Pick up the phone.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
3
Receipts and expenses
Snap a photo of a receipt, and it’s filed and recorded.
Signs you need this
There’s a shoebox, envelope or drawer of receipts.
Tax time means a weekend of sorting paper.
What automation does
You take a photo or forward an email receipt. The amount, date and supplier are read and recorded, and the receipt is stored with it.
Start small
Pick one place for all receipts this month, even just one email folder. Then add an app that reads them.
Keep the human part
Checking anything unusual before it goes to your accountant.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
Not sure which task to start with?The free Automation Check looks at your business and tells you.
Look after every customer, even on your busiest days.
4
Bookings and reminders
Customers book themselves online and get reminded, so fewer no-shows.
Signs you need this
Finding a time takes three calls or ten messages.
No-shows cost you appointments every week.
Double bookings happen.
What automation does
An online booking page shows only the times you’re free. Customers pick one, get a confirmation and a reminder before the visit, and your calendar updates itself.
Start small
Set up a booking page for your most common appointment only. Link it from your website and your messages.
Keep the human part
First-time customers and complicated jobs. A short call before the visit builds trust.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
5
Following up enquiries and quotes
Every enquiry and quote gets a timely follow-up, so none slip through.
Signs you need this
Leads are lost because nobody got back to them.
Quotes go out and you never hear back.
Enquiries arrive by phone, email and WhatsApp, all in different places.
What automation does
Every enquiry lands in one list and gets an instant “Thanks, we’ll be in touch” reply. If a quote isn’t answered in a few days, a follow-up is sent or you get a reminder to call.
Start small
Bring all enquiries into one place, even a simple form on your website. Then add one follow-up reminder a few days after each quote.
Keep the human part
The conversation itself. Automation only makes sure it happens.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
6
Answering the same questions
Common questions get instant answers; the tricky ones come to you.
Signs you need this
You answer the same questions about hours, prices and directions every week.
Customers wait hours for a simple answer.
What automation does
Saved replies, a clear questions page and automatic replies answer the common questions straight away, and pass anything else to you.
Start small
Write down the ten questions you are asked most. Answer each one once, then use those answers on your website and as saved replies.
Keep the human part
Complaints and anything personal. Those deserve a real person.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
Want your bookings and follow-ups to run themselves?Tell us how you work today. The first call is free.
A friendly review request goes out after every finished job.
Signs you need this
Happy customers rarely leave reviews.
You mean to ask, but forget.
What automation does
After each finished job, a short thank-you message with a direct link to your review page goes out, with one gentle reminder a few days later.
Start small
Find your direct review link. Write one short, warm message, and send it after every job for a month.
Keep the human part
Unhappy customers. Call them first and put it right.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
8
Social media posts
Write a month of posts in one sitting, and let them publish on schedule.
Signs you need this
You only post when you remember.
Your page goes quiet for weeks.
What automation does
You write and plan your posts in one session. A scheduling tool publishes them on the days and times you choose.
Start small
Pick one platform where your customers are. Write eight short posts, two a week for a month, answering questions customers often ask, and schedule them.
Keep the human part
Replying to comments and messages. That’s where the relationships are.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
9
Bringing customers back
Past customers hear from you at the right time, so they come back.
Signs you need this
Customers who came once never return.
You don’t have a list of past customers.
What automation does
Customers who agreed to hear from you get timely messages: an “it’s been a while” note, seasonal reminders, a birthday offer or a simple newsletter.
Start small
Start collecting email addresses with permission. Then set up one “it’s been a while” message a few months after a customer’s last visit.
Keep the human part
Your regulars. A personal thank-you now and then means more than any campaign.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
Not sure where your week really goes?Seven quick questions show what to hand over first.
These are reminders, not tax or legal advice. Always take dates and requirements from the official source or your accountant.
10
Licence and permit renewals
Every renewal is flagged well before it’s due, with what you need ready.
Signs you need this
You find out about a renewal when the late fee arrives.
Renewal dates live in one person’s head.
What automation does
Each licence and permit is listed with its renewal date. Reminders go out weeks ahead and again closer to the date, with a checklist of what the renewal needs.
Start small
This week, list every licence and permit you hold with its expiry date, then add a calendar reminder for each.
Keep the human part
Reading the official requirements. Always take dates and rules from the official source.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
11
Tax and filing dates
Tax and filing deadlines sit on a calendar that reminds you early.
Signs you need this
Every filing is a last-minute rush.
You have paid a late penalty more than once.
What automation does
Your tax and filing deadlines, such as GST, VAT or sales tax returns and payroll filings, sit on one calendar that reminds you early, while your records gather in one place ready for your accountant.
Start small
Ask your accountant for your list of yearly deadlines. Put them in a shared calendar with early reminders.
Keep the human part
Tax decisions and advice. Those come from your accountant.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
12
Expiring certificates and insurance
Certificates, safety checks and insurance are flagged before they lapse.
Signs you need this
Staff certificates and insurance renewals are tracked on paper, or not at all.
You discover something has lapsed just when you need it.
What automation does
Each certificate, safety check and policy is listed with its expiry date. You, and the staff member where relevant, are reminded before it lapses.
Start small
Make one simple list of every certificate, check and policy with its expiry date, and add one reminder for each.
Keep the human part
Deciding the right cover and training. Talk to your insurer and your team.
What it’s worth to you:___ hours a week × your hourly value ___ = ___ a week spent doing it by hand.
Want your renewals and deadlines tracked for you?We can set up reminders around your own dates. The first call is free.
Want help with your first one? Book a free call at www.mastermindsolutionsonline.com, or email hello@mastermindsolutionsonline.com. Mastermind Solutions is the trading name of Master Mind Solutions, Coimbatore, India.