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What to do about the same work, over and over
Repeat work with clear steps is often the fastest place to get time back. Here is a first step for each common kind, and when to fix the process before automating anything.
Retyping info into different systems
Connect the two systems before automating anything else
Retyping between systems is the easiest repeat work to hand off, because the information already exists. The job is getting it to move on its own, with a person spot-checking.
Write down every field you retype and where it comes from. If the list is short, this may be a small job.
If one of the systems can already import a spreadsheet, try an export and an import first. That may be all it takes.
Scope depends on how often you retype, how many fields move, and how many systems they pass between. The first step may use import and export tools your systems already have. Custom work is quoted after a look.
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Building the same document or quote
Turn the quote into a template with the exceptions written in
Quotes and agreements repeat, but the exceptions are what eat the time. Map those first, and a template can handle the normal case and flag the odd one for you.
Pull your last five quotes and circle what changed between them. Everything you didn't circle is the template.
If no two quotes follow the same pattern, write down your standard terms and usual exceptions first. Automation isn't the first purchase.
Scope depends on how many quotes or documents you make, how many exceptions they have to handle, and which systems the details come from. A template in software you already use may cover the first step. Custom work is quoted after a look.
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Chasing people for the same info
Ask once, in one place, and let reminders do the chasing
Chasing usually means the request lives in someone's head or inbox. One request form with automatic reminders takes it off your plate.
List what you chase people for and who you chase. If it's the same three things every time, that's a form.
If what you ask for changes every time, standardize the request first. A form with reminders only helps once the same questions repeat.
Scope depends on how often you ask, how many people you chase, and where the answers need to end up. A form and reminders in tools you already use may cover the first step. Custom work is quoted after a look.
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Something else
Write the process down, then automate one piece of it
Repeat work with clear steps is usually the fastest place to get time back. The goal is one small, human-reviewed automation, not a new system.
Next time you do it, write every step down, exceptions included. If it won't fit on one page, it isn't ready to automate yet.
If the steps change every time, standardize the process first. Automation isn't the first purchase.
Scope depends on how often the task happens, how many steps it has, and how many systems it touches. The first step may use tools you already have. Custom work is quoted after a look.
Opens the estimate on the homepage with this answer already filled in.
Contract workflow for a local contractor
Agreements now account for job-specific payment terms, and exceptions get flagged before anything goes out. The contractor still reviews final terms.
Read the case studyGet your own first step
Answer two or three quick questions and get one recommendation, with a rough size for the work. No email needed.
See a contractor workflow in action
The agreement workflow we built for a local contractor, run on sample jobs. Try the standard job, then the unusual one, and watch where the contractor stays in charge.
- Job details come in
- The agreement drafts itself
- Checked for exceptions
- The contractor reviews and approves
- The customer gets the agreement
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