Hectic can automate processes in your business that don't require decision-making from you and make your life easier. Many automations are built in to the feature itself. For automations related to your sales pipeline and opportunity management, you can use workflow automations.
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You'll need to begin by creating a client. Once you have your client set up, you can click the blue + and choose invoice. Then choose recurring. You'll have the option to choose when it starts, how often the invoice sends, what to include in the invoice each time it sends, and if you want to approve it before it is sent.
Manage all recurring invoices by clicking the client then invoices. Under your invoice health metrics, you'll see a dropdown with all of your recurring invoices. Click any of them to edit.
For tasks that you repeat at a set interval, you can create recurring tasks. Click on the client and then the project that you want to create the recurring task under (if this is an administrative task for yourself, you can create yourself as the client and the project can be admin). Click tasks and then choose the recurrence icon (arrows pointing to each other) to view all of your recurring tasks. Click the blue + from this screen and select task to create a recurring task.
You'll be able to choose how often this task appears, when it starts and ends (optional) and add any other necessary information including rolling due dates.
Manage your automatic invoice reminders and their frequency in your workspace settings in the lower left corner then click preferences. Click invoices. Here you can set the cadence for automatic reminders or turn them off completely.
To customize the email that gets sent to your clients, create an email template. Your template can include tokens that will pull information from the invoice you are trying referencing including due date, late fees, days past due, or amount due.
Once you have created your template, you can navigate back to your invoice preferences and use the dropdown boxes to select the appropriate email template to send as your new invoice, payment confirmation, due date approaching, or past due notification reminder.
Custom email response - Meeting scheduler
Create your meeting scheduler with your set availability and connect it to your calendar to basically put your scheduling on auto-pilot. When you set up your confirmation & reminder, you can use the dropdown to select your email template to send a custom meeting confirmation.
When you create your email template, You can use the "Meetings" tokens to include the meeting name as well as other reminders within your custom confirmation email.
Custom email response - Form fill
After you create your form, click settings in the upper left. Use the drop down to choose the email template that you'd like to automatically send every time someone fills out a form.
In your form, make sure you have used the lead capture block to properly direct the automatic email response.
In your email template, you'll want to use the tokens for "Form submission." This will automatically pull information that was entered in the lead capture block in the form.
Agreement (contract, proposal, or quote) sends an invoice and/or creates a project
Create an agreement or an agreement template. Insert a fee structure with deliverables or a saved project template. When you click to set up fees (or click on 3 dots next to the set fees if you used a template), you'll be able to edit the settings for what happens after the agreement is signed.
Opt to allow your agreement to create the selected project or projects and create an invoice.
One of the best ways to utilize our workflow automations is to embed a discovery or intake form on your website and use it to trigger an automation. This section will give step by step instructions on these select use cases, but you can combine any of the below steps to create the automation that works for you.
Form fill to scheduled meeting
Create your form and include the lead capture block. You'll also want to utilized "field id" for your questions. Click on any content block to add or edit the field id.
You'll use this field id to trigger a decision automation. Depending on the answer to this question or a group of questions, you can create an automation to direct appropriately. For example, if you ask for what their approximate budget is, you'll be able to create an automation that sends a meeting scheduler to continue the process if they fall within the range that you accept clients. If they fall outside of that range, you can trigger an automatic email response instead.
Click settings and add submissions to a stage in your pipeline. We designed the default stage "Inquiry" for this purpose, but you can update these settings to match your personal pipeline stages.
Click share and embed on your website or add your link to your social channels or email signature. When a submission comes in, it will enter into your pipeline in the stage you chose. You'll be able to see all of the form answers linked to their opportunity in pipeline.
To create an automation, click workspace settings > workflow automations then the blue + and enter the name of your workflow for easy reference later. Your entry event will be "Opportunity enters stage" and you'll choose the pipeline stage that your form submissions are sent to.
Anytime an opportunity enters this stage - automatically or manually, this automation will begin.
If you entered a decision question or questions in your form, you can add the "Decision" block here. Label the block and choose "Form answers" from the dropdown. Enter the field ID from your form to direct the automation to the correct block. Use the second drop down to set your parameters. Enter the data in the last box. In this example, I want to only schedule meetings with someone whose budget is greater than $45.
You can make this automation as simple or complex as you'd like. You can add more conditions and choose whether your decision is based on all conditions being met ("and" operator) or just one of the conditions being met ("or" operator).
Your next stage will be to send an email to schedule the meeting. Click and drag the "Send email" block onto the grid and connect the dots from the "yes" dot to the send email. You can also add another "Send email" block and connect the "no" dot to that. In the email that is sent to your no block. click "Send email" to add your email template that lets your prospect know that you aren't the right fit. You can then add the "Change stage" block to your grid. Connect your email block to that block and click on it to edit it. Choose which stage your "no" prospects will be added to. We recommend using the stage type "closed lost". You can label this stage type anything you'd like.
For your "yes" block, you'll want to create an email template specific to scheduling a meeting. When you set up this email template, make sure you use the tokens under "scheduler links" to add your meeting link. This will keep your meeting associated with this opportunity. Click the token to add it to your email template. If you'd like to display alternate text instead of the link, you can type the text you want, then link it to the token the same way you would with any other link.
If your email template is already created, click "Send email" to choose your from and to addresses and select your email template. You can make edits here as necessary as well.
Click and drag the "Change stage" block onto your grid and connect it to your meeting email block. Click on it to choose which stage you'd like it to be in. We recommend the "in progress" stage type. You can label this stage whatever you'd like.
Any pipeline stage sends an agreement (contract, proposal, quote)
You can send an agreement automatically based on the stage your opportunity is in. You'll want to have an email template for sending agreements as well as a designed agreement template if you are sending an agreement.
Start by creating a new workflow automation at the blue + and name this stage with something that will help you remember. Choose the pipeline stage that is just before your agreement. Every time you enter this stage, automatically from a form (as described above) or manually, this automation will trigger.
Click and drag "Send agreement" onto your grid. You'll choose the agreement template that you've created from the dropdown box. You can also edit the template from here if you'd like.
Fill out the email fields and select your email template. Your email template should include the token under "Proposals" for the proposal url. You can click it to enter it in your template. If you'd like to display text other thank the link text, type the text that you want, cut the token you entered and link it to the display text the same way that you would with a regular link.
Click and drag the "Wait for" block onto your grid and connect it to the agreement. Click it and use the dropdown box to select "Agreement to be signed." Then click and drag the "Change stage" block onto the grid. Connect it and choose which stage you'd like an opportunity with a signed agreement to be moved to.
Any pipeline stage sends an invoice
You can send an invoice automatically based on the stage your opportunity is in. You'll want to have your deposit or other paid item or service added to your product and service library as well as an email template created for sending an invoice.
Start by creating a new workflow automation at the blue + and name this stage with something that will help you remember. Choose the pipeline stage that is just before your invoice. Every time you enter this stage, automatically from a form (as described above) or manually, this automation will trigger.
Click and drag "Send invoice" onto your grid. Connect it and click it to edit. "Click +Add line item" to pull up your product and service library. Add any of your products or services - whether that's a product or a set deposit amount - and update the quantity of that product or service as necessary.
Fill out the email fields and select your email template. Click and drag the "Wait for" block onto your grid and connect it to the invoice. Click it and use the dropdown box to select "Invoice to be paid." Then click and drag the "Change stage" block onto the grid. Connect it and choose which stage you'd like an opportunity with a signed agreement to be moved to.
You could also use the paid invoice to trigger the "Create project" block to create a new project in project management automatically.
Review email or text
Send an automatic email or text as a follow up to any stage in your pipeline.
For example, you could use your "on hold" stage type as a place to keep opportunities you know you want to follow up on. Automate your follow up process by using the "Wait for" block and selecting a reasonable time frame. Then add "Send email" or "Send text" to the grid and connect it. Click "Send email" to choose from your email templates. Or click "Send text" and type in the text you want to send asking for updates or just reminding a client of your awesome services.