Recommended workflows

A handful of automations that work well for most agencies. Use them as a starting point and adapt to your own.

New client onboarding (after Store purchase)

Trigger: Invoice paid (filtered to invoices generated from your Store)

Actions:

1. Create a task on your "New clients" pipeline board so your team picks up the new arrival
2. Send a welcome chat message: "Hi {client.name}, thanks for signing up. Here's what's next…"
3. Assign an intake form so they can give you the details you need to start

This turns a Store sale into your team noticing immediately, with the client already nudged toward sending you their project details.

Project kickoff (after contract signs)

Trigger: Contract signed (filtered to your "Project Agreement" template)

Actions:

1. Create a kickoff task on your team's project intake board
2. Send a kickoff message in the client's chat with next steps
3. Assign an internal "Kickoff checklist" form for your team to fill in as they spin up

Once your team picks up the task, they can spin up the actual project board and bring the client in. (Creating boards isn't itself an automation action, it's a manual step your team takes after seeing the kickoff task.)

Form intake routing

Trigger: Form submitted (filtered to your public "New project inquiry" form)

Actions:

1. Create a task on your "Sales pipeline" board with the inquiry details
2. Send a message in your team chat, include @{your name} in the message body to ping whoever handles intake

Lets you publish a public form on your website and have submissions land in the right place automatically.

First-login welcome

Trigger: Client signs in for the first time

Actions:

1. Send a welcome chat message: "Welcome aboard, {client.name}! Reach me here any time."
2. Assign an onboarding form if you didn't already

A small touch that makes the first portal login feel less empty than it would otherwise.

Post-payment thank you

Trigger: Invoice paid

Actions:

1. Send a chat message: "Thanks for the payment, {client.name}, confirmed and on file."

A small touch, but clients appreciate the acknowledgment without you having to remember to send it.

What about overdue invoices?

Almox's automations are event-driven, not time-driven, so "nudge clients about overdue invoices weekly" can't be expressed as an automation today. The current workaround: use Almox's built-in overdue notifications (see Client notifications), which automatically email the client when an invoice goes past due.

Adapting these

Each of the above is a starting point. Inspect the actions, change the messaging to your voice, swap forms, add or remove steps. Save your variations and they become your recommended workflows.