AI × CRE

A giant list of automations

A practical, copy-this catalog of automations a small team actually runs — every one paired with a plain-English blueprint for wiring it up. Skim the left column for the idea; read the right for how to build it.

From Kaitlyn Study · South Street & Co. · shared with the AI × CRE Working Group

How to read this. Browse the ideas below for what each automation does and which team it helps. The full setup blueprints, with the triggers and step-by-step build for each, are in the downloadable playbook. Most are built in Zapier or Make, a few use native integrations (HighLevel, UptimeRobot, Google Forms); exact labels vary by platform and change over time, so treat the playbook as the shape of the build and confirm current names inside your tool.

Unlock the full setup blueprints

The automation ideas below are open to browse. Drop your details and the full playbook, with the triggers and step-by-step build for each, downloads right away.

Something went wrong sending that. Check your connection and try again, or email imarguerite@eyeqmonitoring.com.

We use your email only to share AI × CRE resources. No spam, unsubscribe anytime.

You're in. Your download is starting.

Your copy of the full blueprints should be downloading now. If it didn't start, use the button below.

01 / Accounts Team

Accounts Team

Keep client paperwork, agendas, and signatures moving without anyone babysitting them.

01.01

Client meeting agenda set-up reminders (before the meeting)

Nudges someone to build the agenda a day ahead, so you never walk into a client call empty-handed.

Google/Outlook CalendarSlack or Asana
How to set it up
  1. Trigger on calendar events flagged as client meetings (e.g. title contains “Client”).
  2. Set the trigger to fire on a schedule ahead of start — say one business day before.
  3. Post a Slack reminder or create a task: “Build agenda for [Client] meeting.”
  4. Merge in the client name and event link so it’s one click to act.
01.02

Client meeting recap reminders (after the meeting)

Fires right after the meeting ends to prompt a recap, so follow-ups don't slip through the cracks.

CalendarSlack or Asana
How to set it up
  1. Trigger when a client meeting event ends (end time + a 15-minute offset).
  2. Create a task or Slack nudge: “Send recap for [Client] meeting.”
  3. Pre-fill it with the attendee list and a link to your recap template.
01.03

Fireflies transcript routes to the client’s folder once the meeting ends

Files the meeting transcript into the correct client folder on its own — no manual sorting after every call.

FirefliesGoogle Drive
How to set it up
  1. Connect Fireflies and Google Drive in your automation platform.
  2. Trigger on Fireflies “transcript ready.”
  3. Match the meeting (title or attendee) to the right client Drive folder via a lookup.
  4. Upload the transcript or create a Doc inside that folder, then drop the link in Slack.
If client folders aren’t named consistently, keep a simple lookup sheet mapping client → folder ID.
01.04

Create the client meeting agenda from a template and file it

Spins up a ready-to-edit agenda from your template and drops it in the client's folder before the call.

Google DocsGoogle Drive
How to set it up
  1. Trigger on a new client meeting (calendar) or a manual button.
  2. Copy your agenda template Doc and replace placeholders (client, date) from the trigger.
  3. Move the new Doc into that client’s folder so it’s ready before the call.
01.05

When a DocuSign is completed, notify the Accounts Team in Slack

Tells the Accounts Team the moment a document is signed, so billing and next steps kick off immediately.

DocuSignSlack
How to set it up
  1. Connect DocuSign and Slack.
  2. Trigger on envelope status, filtered to “Completed.”
  3. Post to the Accounts channel with the signer name and document title.
01.06

When a DocuSign is voided, notify the Accounts Team in Slack

Flags voided documents so a dead signature doesn't quietly stall a deal.

DocuSignSlack
How to set it up
  1. Use the same DocuSign trigger, filtered to “Voided” or “Declined.”
  2. Post a Slack alert with the envelope name and the reason, if provided.
02 / Billing

Billing

Turn every signature event into a billing action so invoices never slip through.

02.01

When a new DocuSign is sent, create a task to send an invoice

Reminds someone to invoice as soon as an agreement goes out, so revenue isn't left waiting.

DocuSignAsana
How to set it up
  1. Trigger on DocuSign envelope “Sent.”
  2. Create an Asana task in the Billing project: “Send invoice for [Client/Doc].”
  3. Set a due date a day or two out and assign it to the billing owner.
02.02

When a DocuSign is completed, create a task to confirm the invoice went out

Double-checks that the invoice actually went out once the deal closes.

DocuSignAsana
How to set it up
  1. Trigger on DocuSign “Completed.”
  2. Create a check task: “Confirm invoice was sent for [Doc].”
  3. Assign it so completion and billing always reconcile.
02.03

When an invoice is paid, post to the Billing Slack channel

Announces payments in real time, so the team always knows what's been collected.

QuickBooks / Stripe / XeroSlack
How to set it up
  1. Trigger on your billing tool’s “invoice paid / payment received” event.
  2. Post to the Billing channel with the client name and amount.
Confirm your invoicing tool exposes a paid-invoice trigger; most (Stripe, QuickBooks, Xero) do.
03 / Content Team

Content Team

Catch the failures — payments, posts, ads — the moment they happen.

03.01

Email matching ‘payment failed’ from Facebook → Slack the Content Team

Catches a failed ad payment fast, so your campaigns don't go dark unnoticed.

Gmail / OutlookSlack
How to set it up
  1. Trigger on new email matching a search: from Facebook + body contains “payment failed.”
  2. Post to the Content Team channel with the subject and a link to the email.
03.02

When a scheduled social post fails, alert the team in Slack

Tells you when a queued post fails to publish, so gaps get fixed same-day.

Buffer / HootsuiteSlack
How to set it up
  1. Trigger on the scheduler’s post-failure event, or on its failure email.
  2. Post to Slack with the platform and the post that failed.
Many schedulers only notify by email — if there’s no native event, trigger off that email instead.
03.03

When a Facebook ad is rejected, alert the team in Slack

Surfaces rejected ads immediately, so you can fix and resubmit before spend stalls.

Meta AdsSlack
How to set it up
  1. Trigger on Meta’s ad-rejected event, or on the “your ad was rejected” email.
  2. Post to Slack with the ad name and the stated reason so it gets fixed fast.
04 / Dev Team

Dev Team

Route alert emails and uptime events straight into tickets and Slack.

04.01

Ask in Slack whether Cloudflare access was the team

Turns a security-access alert into a quick “was this us?” check, so a real login isn't mistaken for a breach — or the reverse.

GmailSlack
How to set it up
  1. Trigger on emails matching Cloudflare’s access-notification criteria.
  2. Post to the dev channel: “Was this Cloudflare access one of us?” with the details.
  3. Let the team thumbs-up / reply so a real access isn’t mistaken for a breach.
04.02

‘Site is experiencing a technical issue’ email → dev ticket

Converts site-error emails into dev tickets automatically, instead of leaving them buried in an inbox.

EmailAsana / Jira
How to set it up
  1. Trigger on email matching “site is experiencing a technical issue.”
  2. Create a ticket in the Dev queue with the email body attached.
04.03

‘Some plugins have failed to update’ email → dev ticket

Routes plugin-update failures straight to the dev queue before they break the site.

EmailAsana / Jira
How to set it up
  1. Trigger on email matching “plugins have failed to update.”
  2. Create a ticket so plugin maintenance gets scheduled, not forgotten.
04.04

‘Security issue’ email → dev ticket

Escalates security-warning emails into tracked tickets so they're never overlooked.

EmailAsana / Jira
How to set it up
  1. Trigger on email matching “security issue.”
  2. Create a priority ticket for the dev team with full email contents.
04.05

‘Payment failed’ email → Accounts ticket to refresh billing info

Creates a task to refresh billing info the moment a payment bounces.

EmailAsana
How to set it up
  1. Trigger on email matching “payment failed.”
  2. Create an Accounts task: request a new DocuSign from the client to update billing.
04.06

When UptimeRobot reports a site down, send a Slack notification

Pings the team instantly when the site goes down, so you hear it before clients do.

UptimeRobotSlack
How to set it up
  1. Add Slack as an alert contact in UptimeRobot (native), or trigger off its down webhook.
  2. Post the site name and status so someone responds immediately.
05 / HR

HR

Make onboarding and recognition run themselves the moment a name is added.

05.01

When an application form is filled out, add it to Asana

Drops every application into Asana, so candidates don't get lost in an email thread.

Google Forms / TypeformAsana
How to set it up
  1. Trigger on a new form response.
  2. Create an Asana task in the Hiring project with the applicant’s fields mapped in.
05.02

Shoutouts in a Slack channel → logged to a spreadsheet

Quietly logs team shoutouts to a sheet, ready to celebrate come review time.

SlackGoogle Sheets
How to set it up
  1. Trigger on new messages in the #shoutouts channel.
  2. Parse who gave it and who received it.
  3. Append a row to the Sheet: date, from, to, message — ready to tally at year-end.
Reliable ‘who’ parsing is easier with a consistent format, e.g. “@kudos @name …”.
05.03

New person in Asana → create their HR task

Kicks off the HR checklist automatically whenever someone new is added.

Asana
How to set it up
  1. Trigger on a new member or onboarding record.
  2. Create an HR onboarding task assigned to them (or to HR).
05.04

New hire completes the ‘get to know you’ form → post to Slack

Introduces new hires to the team in Slack the moment they finish their intro form.

Google FormsSlack
How to set it up
  1. Trigger on a new response to the intro form.
  2. Post a friendly, formatted intro to the team channel so everyone meets them.
05.05

New person in Asana → duplicate the onboarding template task

Clones your full onboarding task list for each new hire — no rebuilding from scratch.

Asana
How to set it up
  1. Trigger on the new onboarding record.
  2. Duplicate your onboarding template task and assign it to them, so every checklist item is there.
06 / Fun Personal Ones

Fun Personal Ones

Proof that automation isn’t only for work — a few that just make life easier.

06.01

Watch a Barnes & Noble store page; text me when a new Lego event appears

Watches a store page and texts you the second a new Lego event is posted. (Yes, this one's purely for fun.)

Page-change monitorTwilio SMS
How to set it up
  1. Point a “watch for changes” monitor at the store’s events page.
  2. Filter for new entries containing “Lego.”
  3. Send yourself an SMS when one shows up.
Check the site’s terms first — some pages block automated scraping.
06.02

Scan a QR code → fill a form → info lands in a spreadsheet

Sends every QR-code form submission straight to a sheet — hands-free data collection.

FormGoogle Sheets
How to set it up
  1. Point the QR code at a form.
  2. Trigger on each new submission.
  3. Append the response to your Sheet automatically.
06.03

New podcast episode → summarize → Asana task to listen

Summarizes new episodes and queues them as a task, so your listening list stays organized.

RSSChatGPTAsana
How to set it up
  1. Trigger on a new item in the podcast’s RSS feed.
  2. Send the show notes (or a transcript) to ChatGPT for a tight summary.
  3. Create an Asana task with the summary attached.
Audio can’t be summarized directly — feed it show notes, or add a transcription step first.
07 / Programs

Programs

Phone, time-tracking, and signed-doc housekeeping handled in the background.

07.01

Missed call → caller info to the Call-Log Slack channel

Logs every missed call to Slack with caller details, so no lead goes unanswered.

Phone systemSlack
How to set it up
  1. Trigger on a missed-call event from your phone system.
  2. Post to #call-log with the caller’s number/name and time so nobody slips through.
07.02

New inbound text → notification to the Call-Log channel

Surfaces incoming texts in the team channel, so a reply doesn't hinge on one person's phone.

Phone systemSlack
How to set it up
  1. Trigger on an inbound SMS event.
  2. Post the sender and message to #call-log alongside the missed calls.
07.03

Hit 100% of Toggl allocated hours → Slack message

Warns you the moment a project hits its full budgeted hours — before an overage grows.

TogglSlack
How to set it up
  1. On a schedule, pull each project’s tracked vs. estimated hours from Toggl.
  2. Filter where tracked ≥ 100% of the estimate.
  3. Post a Slack alert so the budget conversation happens before the overage grows.
Toggl rarely fires a native threshold event — a scheduled hours check is the dependable route.
07.04

Hit 75% of Toggl allocated hours → Slack message

Gives an early heads-up at three-quarters of budget, while there's still time to course-correct.

TogglSlack
How to set it up
  1. Same scheduled check as above, filtered at the 75% mark.
  2. Post an early heads-up so there’s runway to adjust scope.
07.05

Upload signed DocuSign envelopes to Google Drive

Auto-files completed signed documents in Drive, building your records without manual saves.

DocuSignGoogle Drive
How to set it up
  1. Trigger on DocuSign “Completed.”
  2. Download the signed PDF.
  3. Upload it to the correct Drive folder for a clean archive.
08 / Social Media

Social Media

Let new content and incoming engagement create their own follow-up.

08.01

New WordPress blog → ChatGPT summarizes + pulls one key point → Buffer

Turns each new blog post into a ready-to-schedule social snippet, automatically.

WordPressChatGPTBuffer
How to set it up
  1. Trigger on a newly published WordPress post.
  2. Send it to ChatGPT to summarize and extract one main point as a caption.
  3. Add the post to your Buffer queue with that caption and the link.
08.02

When a social account disconnects, post to a Slack channel

Alerts you when a connected social account drops, so scheduled posts don't silently fail.

Social toolSlack
How to set it up
  1. Trigger on the account-disconnected event or alert email.
  2. Post to Slack so someone reconnects it before posts start failing.
08.03

Incoming Facebook message → add to HighLevel to follow up

Pulls Facebook DMs into your CRM, so inbound leads land in the follow-up pipeline.

FacebookHighLevel
How to set it up
  1. Connect Facebook Messenger to HighLevel (native) or via your automation platform.
  2. Trigger on a new message.
  3. Create or update the HighLevel contact and add a follow-up task.
08.04

Monthly mini-case-study → ChatGPT expands into case study, video script, and post

Turns a few sentences about a win into a full case study, a video script, and a social post.

Google SheetsChatGPT
How to set it up
  1. Trigger on a new row in the case-study Sheet (or run monthly).
  2. Send the 3–4 sentence win to ChatGPT to draft a full case study, a video script, and a social post.
  3. Save the outputs to Docs and ping the team to review.
08.05

New YouTube comment → Asana task to reply

Queues each new YouTube comment as a task, so engagement doesn't slip.

YouTubeAsana
How to set it up
  1. Trigger on a new comment on your channel.
  2. Create an Asana task “Reply to YouTube comment” with the text and a link.
Session 04 sponsored by