Twelve workflows that run
your admin without you.

You open your laptop and immediately spend forty minutes inside other people's priorities before touching your own work.

1. Set the trigger. In your automation platform, connect your mailbox and set the trigger to fire on new mail. Filter it to your primary inbox only — newsletters and notifications shouldn't enter this flow at all. Kill those with a plain mail rule first.
2. Classify. Pass the subject and first 500 characters to an AI step. Ask it to return exactly one word: DECISION, REPLY, or NEITHER. Constraining the output to one word is what makes the routing reliable — leave it open-ended and you'll get paragraphs you can't branch on.
3. Branch on the result. Three paths. NEITHER gets archived. DECISION gets a label and a three-line summary written into the thread. REPLY goes to step 4.
4. Draft, don't send. Generate a reply and save it as a draft. Never auto-send. This is the approve-the-sending rule and it is not optional.
5. Morning digest. A scheduled step at 06:00 that lists what came in, what was archived, and what's waiting. One notification instead of forty.

Every proposal is 80% identical to the last one, and you rebuild it from scratch anyway — usually at 11pm.

1. Build the master template once. This is the real work and it's worth doing properly. Your standard sections, your terms, your three pricing tiers. Mark every variable clearly — {{CLIENT}}, {{SCOPE}}, {{TIMELINE}}, {{PRICE_MID}}.
2. Trigger on notes. A new file in a watched folder starts the flow. Voice notes work here too — pair this with Workflow 08.
3. Extract structured data. Ask the AI step to return JSON with fixed keys, not prose. {"scope": "...", "timeline": "...", "stakeholders": [...]}. Structured output is what makes the next step reliable.
4. Populate. Map each JSON key to its template variable. The document assembles itself.
5. Always edit before sending. Pricing and scope are judgment calls. The workflow gets you to 85% in four minutes; you supply the last 15%.

You post consistently for three weeks, client work gets heavy, you go quiet for two, and start from zero.

1. Record without a script. Sixty to ninety minutes talking through what you actually know. Rambling is fine — the segmentation step handles structure. What it cannot fix is having nothing to say.
2. Transcribe with timestamps. Timestamps matter: they let you cut the original video at the exact segment later if you want video clips rather than just text.
3. Segment on self-containment. This is the step everyone gets wrong. Don't ask for "interesting parts" — you'll get vague summaries. Ask specifically: "Return every passage that makes a complete point a stranger could understand with zero surrounding context." That instruction is the difference between usable clips and mush.
4. Expand each segment twice. Once as a 30-second spoken script. Once as a written post. Same idea, two shapes.
5. Queue with spacing. Push to your scheduler with at least four hours between posts on the same platform.

Chasing money is the worst part of working for yourself — so you delay it, and then you're both owed money and annoyed about it.

1. One trigger, clearly defined. A status change in whatever you already use. Don't invent a new system for this.
2. Generate from real data — hours, rate, project name, your terms. Your invoicing tool almost certainly has an API.
3. Send immediately. Same-day invoices get paid measurably faster than end-of-month batches. This alone is worth the build.
4. Write the escalation ladder once. Day 7 is friendly and assumes it was missed. Day 14 restates the terms and the late fee. Day 21 stops being automated and comes to you.
5. Cancel on payment. Critical. Chasing someone who already paid costs you goodwill you can't buy back. Test this branch twice before going live.

The recap you promised at the end of the call gets written two days later, if at all — and by then you've lost half the detail.

1. Get the recording in automatically. Most meeting tools drop a file somewhere on completion. Watch that location.
2. Transcribe with speakers separated. Without separation, the extraction step can't tell who committed to what — and that's the whole point.
3. Extract into fixed categories. Decisions made. Actions agreed. Who owns each. Any dates mentioned. Force structured output.
4. Flag dates and numbers for human review. This is the step people skip, and it's the one that bites. An AI reading "we could maybe push to Thursday" as a confirmed reschedule will happily send a recap confirming a meeting that doesn't exist. Anything temporal or numeric gets your eyes before it leaves.
5. Draft the recap. Approve it. Then send. Eight seconds of reading. Every time.

Someone enquires at 11pm. You reply at 9am. By then they've messaged two competitors and one of them answered first.

1. Ask three questions maximum on the form. Every extra field costs you real submissions. Name, email, and one open question about what they need.
2. Enrich from the email domain. A work email tells you the company; the company tells you size and industry. Personal domains score neutral, not low — plenty of good clients use Gmail.
3. Score against your real criteria. Write down what your best three clients had in common. That's your scoring rubric. Not a generic template.
4. Route by score. High-fit gets a genuine reply and your calendar link within ninety seconds. Mid gets something useful and enters nurture. Low gets a courteous redirect — do this properly, referrals come from people you turned down well.
5. Log everything. Review monthly. Your scoring will be wrong at first and the log is how you fix it.

Month-end reporting is four hours of copying numbers between tools and writing the same commentary in slightly different words.

1. Decide on five metrics. Maximum. Clients don't read twenty. They read five and ask about one. Pick the five that connect to their actual goal.
2. Pull on a schedule, always the same day and time, so comparisons stay honest.
3. Compare to the previous period and calculate direction and magnitude. Raw numbers without movement are meaningless.
4. Narrate in plain language. Feed the AI step the numbers and the context of what you did that month. "Traffic up 22%" is data. "Traffic up 22%, driven by the three landing pages we shipped mid-month" is a report.
5. Review before sending — always. If a number looks wrong, it usually is. This is the step that protects your credibility.

You think clearly while walking and badly while staring at a blank document. So the document doesn't get written.

1. Record on your phone. Whatever app you already have. Save to a synced folder.
2. Say the document type in the first sentence. "This is a project brief for Acme." That single sentence lets the workflow pick the right template automatically — it's the whole trick that makes this work.
3. Clean, don't rewrite. Instruct explicitly: "Remove filler words and false starts. Preserve the speaker's vocabulary and sentence rhythm." Without that constraint you get generic corporate prose and lose the reason you spoke instead of typing.
4. Structure by template. Build three or four: brief, proposal outline, meeting prep, client update.
5. Deliver to your drive, named and dated. Edit there.

Most work you lose isn't lost to a competitor. It goes cold because nobody followed up and it felt awkward to chase.

1. Trigger on sending, not on a reminder. The moment the proposal leaves, the sequence starts. No decision required from you.
2. Three touches, each with a different job. Day 3 opens a door. Day 8 adds value — a relevant case, not a nudge. Day 15 gives them permission to say no, which is what actually gets replies.
3. Stop on any reply. Non-negotiable. Test this branch before going live.
4. Keep them short. Two or three sentences. Long follow-ups read as desperate; short ones read as organised.
5. Archive to nurture, don't delete. "No" usually means "not now." Six months later they're worth an email.

Every new client sector means hours of reading before you can speak credibly about it.

1. Collect URLs in one place. A note, a sheet, whatever. The list is the trigger.
2. Summarise each source individually first. Don't merge and then summarise — you lose the ability to trace claims back. This ordering is the whole point.
3. Keep citations attached to every extracted claim, always.
4. Synthesise with conflicts surfaced. Instruct explicitly: "Note where sources disagree rather than resolving the disagreement." Where sources conflict is usually where the interesting insight is — and silently picking one is how you end up confidently wrong.
5. Verify before you use it publicly. Summaries drift. The citations exist so you can check. Check them.

The first week with a new client is your best chance to look organised, and it's the week you're most scattered.

1. Trigger on signature from your e-sign tool, or a manual button if you close over email.
2. Clone your folder template — named consistently. Consistency is what makes everything findable in a year.
3. Welcome pack goes out within minutes. How you work, what you need, when they'll hear from you. This single email prevents most of the friction that shows up in week three.
4. Kickoff invite with the agenda already attached. Not "let's find a time" — a proposed time with structure.
5. Chase the intake form on day 3. Clients forget. The reminder isn't rude, it's the reason the project starts on time.

Sunday evening anxiety is almost always a lack of visibility, not a lack of capacity. You don't know what's outstanding, so you assume everything is.

1. Friday at 16:00, not Monday morning. Reviewing while the week is still in your head is far more accurate — and it lets you actually stop working over the weekend.
2. Gather from everywhere: completed work, slipped deadlines, outstanding invoices, next week's calendar.
3. Ask for exactly three priorities. Not a list — three. Constraint is what makes this useful. Ten priorities is the same as none.
4. Include what slipped and why. Uncomfortable, and the most valuable part. Patterns show up within a month.
5. One email. To yourself. That's it.