What Changes for the Business
- Client emails are labelled, drafted and turned into tasks on the project board.
- After each sales call you get the to-dos, a proposal draft and a quote ready for approval.
- Content is matched to each client's voice and fact-checked before it is delivered.
- Unpaid invoices get firmer reminders on a schedule you control.
Where It Slips Today
- Requests get lost in long email threads and resurface as complaints.
- Proposals go out days after the call, when the client has cooled.
- Senior people spend their week on admin instead of client work.
The Setup
- Route the inbox. Labels and reply drafts on the shared inbox, with each request filed as a task.
- Speed up the proposal. Call notes go to a proposal builder; you review the draft and the quote before it is sent.
- Standardise delivery. Store each client's voice and rules so every draft starts on brand and gets a fact check.
- Collect on time. Keep open invoices in one sheet and approve each reminder before it goes.
Start with the first step, run it for a few weeks, then add the next. Bots draft, you approve.
Matching Use Cases and Bots
Turn an Agency Inbox into Tracked Projects
Label and draft replies, turn requests into tasks, run projects and book the calls people agreed to. Read the blueprint.
- Inbox Managerby @mvanhornLabels and drafts replies.
- Inbox to Asanaby @lennysanTurns requests into tasks.
- Projects Managerby @ericzakariassonRuns projects in Notion.
- Dispatchby @FilippoFonsecaBooks agreed calls.
Go from Sales Call to Signed Proposal to Paid Invoice
After each call, get to-dos, a proposal deck, a quote routed for approval and invoice chasing.
- Post Call Assistantby @itspriyaptlDrops to-dos and a follow-up draft.
- Post Call Proposal Builderby Gerald DenorBuilds the proposal deck.
- Quote Request Routerby Baptiste FortRoutes the quote for approval.
- Deal Desk Autopilotby ericosiuFlags stalled deals.
- Invoice Hunterby @scheemunaiChases invoices.
Deliver Content for Agency Clients on Time
Pick up client requests, match each voice, fact-check and deliver with a clear lead in charge.
- Content Request Fulfillmentby @fatjoedaviesPicks up requests and drafts in Docs.
- Marketing Team Leadby Community submissionAssigns and reviews work.
- Voice-Matched Content Pipelineby @siyabuiltLearns each client's voice.
- Crosscheckby @the_Arow_HChecks claims.
- Invoice Hunterby @scheemunaiChases invoices.
Sell an Ads and Tracking Audit
Fix conversion tracking, audit ad accounts and hand over a prioritized plan, with optional monthly management.
- Conversion Tracking Setupby converlyioGets conversion tracking working.
- Google Ads Performance Analystby @benlnAudits the ad account.
- Campaign Autopilotby Community submissionReviews cross-channel results.
- Marketing Context Collectorby @codyschneiderBuilds the context brief.
- Google Ads Optimizerby @codyschneiderRuns daily optimization if retained.
Chase Unpaid Invoices from One Sheet
Keep open invoices in one sheet and send firmer reminders on a schedule, each one approved by you. Read the blueprint.
- Unpaid Invoice Reminder Flowby Nick SaraevDrafts polite, escalating Gmail reminders from a Google Sheet.
Costs We Checked
From the matching blueprints. Each line keeps its label: V with the vendor page and the date we checked it, E with the basis for our estimate. Check each vendor page before you buy.
- VRun It With Us setup: $1,500 founding price for the first 3 setups (normally $2,500), one time for one bot setup, starting with a $300 deposit that counts toward it. Source, checked 30 Oct 2026.
- EMonthly tools, Agency Inbox Triage: About $91 a month for a 3-person agency Basis: The example monthly bill in this blueprint, at list prices.
- EYour time, Agency Inbox Triage: About 20 minutes each morning to approve drafts and check new tasks. Basis: Our estimate for an inbox with a few dozen emails a day.
- EMonthly tools, Invoice Chasing: About 20 euros a month plus under $1 of API use Basis: The example monthly bill in this blueprint, on n8n Cloud Starter.
- EYour time, Invoice Chasing: About 15 minutes twice a week to approve drafts and update the sheet. Basis: Our estimate for 10 to 30 open invoices.
Rules to Follow
- Client accounts stay in the client's name. Bots get the narrowest access that does the job.
- Every client deliverable gets a human review before it is sent.
FAQ
Will clients notice bots in the process?
They notice faster replies. Everything that reaches a client is approved by your team first.
Which part should we start with?
Usually the inbox, because it feeds every other step. The agency inbox blueprint covers it with costs.
Does this replace our project tool?
No. The bots file tasks into the tools you already use.