Automation Examples

See How AutoFlow Works

Real automation flows showing how AI handles leads, books meetings, follows up, and provides insights.

AI Books a Meeting

auto-reply

Lead asks about services, AI qualifies and books a call automatically

How it works

Trigger

New WhatsApp Message

Lead asks about services

AI Processing

AI responds & qualifies

Conversation

Lead score: 8/10 (Hot)

Scoring

Result

Meeting booked

Google Calendar

Example conversation

Hi! I saw your ad about marketing services. What do you offer?

2:34 PM

Hey! Great to hear from you. We help businesses grow through digital marketing - SEO, paid ads, and social media. What kind of business do you run?

2:34 PM

I run an e-commerce store selling fitness equipment. Looking to scale up.

2:35 PM

Perfect! We've helped several e-commerce brands in fitness. Would you like to book a quick 15-min call to discuss your goals? I have slots tomorrow at 10am or 2pm.

2:35 PM

2pm works!

2:36 PM

Meeting booked for tomorrow 2:00 PM

Smart Follow-Up

followups

Lead goes quiet after pricing inquiry, AI re-engages automatically

How it works

Trigger

Instagram DM received

Lead asks about pricing

AI Processing

AI sends pricing

Auto-response

48 hours, no reply

Wait Condition

Result

Lead re-engages!

Conversation Resumed

Example conversation

Hey! How much for the coaching program?

Mon 3:15 PM

Hi! Our 1-on-1 coaching is $497/month. Includes weekly calls, custom workout plans, and 24/7 chat support. Want me to share more details?

Mon 3:15 PM

48 hours passed - no response

Hey! Just checking in - I know coaching is a big decision. Happy to answer any questions or share some client results if that helps!

Wed 3:20 PM

Actually yes! Do you have any testimonials I can see?

Wed 4:02 PM

Meeting Intelligence

calls

AI joins video call, transcribes, summarizes, and extracts action items

How it works

Trigger

Video call scheduled

Google Meet

AI Processing

AI joins call

AutoFlow Bot

Transcription

Speech-to-Text

Result

Summary generated

Action Items Extracted

Example conversation

Yeah 2pm works for me!

10:30 AM

Perfect! Here's the link: meet.google.com/abc-defg-hij

10:30 AM

AI note-taker joined • Call: 32 min

AI Summary

Client interested in full marketing package. Budget $3-5k/month. Main concern is ROI tracking. Ready to start next month.

Action Items:

Send proposal by Friday
Include ROI dashboard demo

Cross-Channel Context

auto-reply

Lead interacts across Email, WhatsApp, and Phone - AI maintains full context

How it works

Touchpoints

Email inquiry

Monday

WhatsApp questions

Tuesday

Discovery call

Wednesday

AI Intelligence

Unified context

Full History

Result

Score: 9/10

Ready for Proposal

Example conversation

Hi, I found you through Google. Interested in your CRM services.

Mon 9:00 AM

Thanks for reaching out, Sarah! I'd love to learn more about your business. What CRM are you currently using?

Mon 9:05 AM

Switched to WhatsApp

Hey it's Sarah from the email! Quick q - do you integrate with Shopify?

Tue 2:30 PM

Hi Sarah! Yes, we have a native Shopify integration. Since you mentioned you're using HubSpot, we can sync both. Ready for that discovery call tomorrow?

Tue 2:31 PM

Discovery call completed - 28 min

Lead Nurturing Sequence

followups

New lead from Telegram gets personalized nurturing based on interests

How it works

Trigger

New Telegram message

Lead interested

AI Processing

AI qualifies

Initial Response

Added to sequence

7-day Nurture

Result

Converted!

New Customer

Example conversation

Interested in your course but not sure if it's right for beginners

Day 1

Great question! The course is designed for all levels. We start with fundamentals - 80% of our students had zero experience. Want me to send you a free preview lesson?

Day 1

Yes please!

Day 1

Preview lesson sent

Hey! Did you get a chance to check out the preview lesson? Students who complete it are 3x more likely to succeed. Any questions I can answer?

Day 3

I watched it! Actually ready to sign up. What's the best way?

Day 4

Lead CRM Dashboard

analytics

All your leads in one place with scores, labels, and conversation history

How it works

Features

All leads centralized

From All Channels

AI scoring & labels

Auto-categorized

Full conversation history

All Channels

Result

Complete overview

Never Lose a Lead

Example conversation

Your Leads47 total

Sarah Mitchell

2 hours ago

Hot 9/10

John Davis

Yesterday

Warm 6/10

Amy Lee

3 days ago

New

Hot Leads

Warm

New

AI Sales Coaching

analytics

AI analyzes conversations and provides actionable recommendations

How it works

Trigger

Weekly analysis

Automated Review

AI Processing

Analyze conversations

Pattern Recognition

Identify patterns

What's Working

Result

5 actionable tips

Team Improvement

Example conversation

Weekly AI Coach Report

Response time improved 40% - Keep it up! Fast responses convert 2x better.

Ask more discovery questions - Top closers ask 3+ questions before pitching.

Use social proof more - Mentioning case studies increased conversions 28%.

Conversations

68%

Response Rate

Meetings

Webchat Widget

auto-reply

Website visitor starts chat, AI qualifies them and captures their info

How it works

Trigger

Website chat started

Webchat Widget

AI Processing

AI engages visitor

Real-time Response

Qualifies & scores

Lead Scoring

Result

New lead captured

Contact Info Saved

Example conversation

Hi, do you offer custom integrations?

Website

Hey! Yes we do - we can integrate with most CRMs and tools. What system are you looking to connect?

Instant

We use Salesforce and need it synced with our support system

Website

Perfect, we have a native Salesforce integration! Can I grab your email to send over some details? Our team can set up a quick demo too.

Instant

Sure - mike@acmecorp.com

Website

Lead captured: Mike from AcmeCorp

Chat to Call

calls

Lead shares phone number on WhatsApp, AI calls them instantly

How it works

Trigger

WhatsApp conversation

Lead engaged

Phone number shared

Ready for call

AI Processing

AI initiates call

Instant Outbound

Result

Demo scheduled

On the call

Example conversation

This looks interesting! Can someone walk me through how it works?

3:45 PM

Absolutely! I can give you a quick 5-min overview right now. Want me to call you?

3:45 PM

Sure! My number is +1 555-123-4567

3:46 PM

Perfect, calling you now! 📞

3:46 PM

AI calling +1 555-123-4567...

Call Summary • 6 min

Walked through product demo. Lead impressed with automation features. Scheduled full demo for Thursday with their team.

AI Phone Receptionist

calls

AI answers inbound calls, qualifies leads, and books meetings

How it works

Trigger

Inbound call received

AI Phone Line

AI Processing

AI answers & qualifies

Voice Conversation

Captures details

Transcription

Result

Meeting booked

Calendar Synced

Example conversation

Incoming call • 3:42 min

Call Transcript

AI: "Hi, thanks for calling! How can I help you today?"

Caller: "I'm interested in your marketing services for my restaurant."

AI: "Great! We've helped several restaurants grow. Would you like to schedule a call with our team?"

Caller: "Yes, Thursday afternoon works."

Meeting booked: Thursday 2:00 PM

Knowledge Base Q&A

integrations

AI searches your docs to answer specific product questions accurately

How it works

Trigger

Specific question asked

Product Inquiry

AI Processing

Searches knowledge base

Vector Search

Finds relevant docs

Your Uploaded Files

Result

Accurate answer sent

Source: Your Docs

Example conversation

What's included in the Pro plan? And is there a limit on team members?

2:15 PM

Searching knowledge base...

The Pro plan includes unlimited leads, all integrations, priority support, and custom AI training. You can have up to 10 team members - need more? Enterprise has unlimited seats!

2:15 PM

Perfect, what about API access?

2:16 PM

Yes! Pro includes full API access with 10,000 requests/month. We have SDKs for Python, Node.js, and REST endpoints for everything else.

2:16 PM

24/7 Auto-Response

auto-reply

AI handles leads at 11pm so they're qualified by morning

How it works

Trigger

Message at 11:47 PM

After Hours

AI Processing

AI responds instantly

No Wait Time

Full qualification

While You Sleep

Result

Hot lead ready

By Morning

Example conversation

Hey, just saw your ad. Looking for help with my e-commerce store

11:47 PM

Hey! Thanks for reaching out. We specialize in e-commerce - what platform are you on? Shopify, WooCommerce?

11:47 PM

Shopify. Doing about $50k/month but want to scale to $200k

11:48 PM

Nice! That's a great position to scale from. We've helped similar stores 3-4x their revenue. Want to hop on a call tomorrow to talk strategy?

11:48 PM

Yeah that works. Anytime after 10am

11:49 PM

Meeting booked: Tomorrow 10:30 AM

AI Reply Suggestions

ai-assist

You reply manually, AI suggests what to say based on context

How it works

Trigger

New message received

Manual Mode

AI Processing

Analyzes conversation

Context Aware

Generates suggestions

3 Reply Options

Result

You pick & send

One Click

Example conversation

I like what I see but $497/month is a bit steep. Any flexibility on pricing?

3:22 PM

AI Suggestions

"I get it! We do offer quarterly billing at $397/month - saves you $300. Want me to set that up?"

"Totally understand. What budget range works better for you? Happy to find a solution."

"Fair point! Most clients see 3-5x ROI in month one. Want to start with a trial?"

I get it! We do offer quarterly billing at $397/month - saves you $300. Want me to set that up?

3:23 PM

Live Conversation Insights

ai-assist

You chat with leads, AI analyzes in real-time and updates scoring

How it works

Mode

You reply manually

Human Conversation

AI Background

Watches conversation

Real-time Analysis

Updates lead score

Dynamic Scoring

Result

Insights extracted

Auto-tagged

Example conversation

We're a team of 15, looking to automate our sales outreach

2:10 PM

15 people is a great size! Are you currently using any tools for outreach or starting fresh?

2:12 PM

Using HubSpot but it's getting expensive. Budget is around $2k/month

2:14 PM

AI Insights (Live)

Lead Score8/10 → 9/10

Budget$2k/month

Team Size15 people

Current ToolHubSpot

Conversation Summary

analytics

After chatting, AI summarizes key points and next steps

How it works

Trigger

Conversation ends

Any Channel

AI Processing

Analyzes full thread

All Messages

Extracts key info

Auto-tagging

Result

Summary in timeline

Action Items

Example conversation

12 messages exchanged over 2 days

AI Conversation Summary

Sarah from TechStart (Series A startup) needs help with lead gen. Currently doing cold outreach manually. Team of 5 sales reps. Interested in automation + CRM integration. Budget approved, decision maker.

Next Steps:

Send demo video
Prepare custom proposal
Follow up Thursday

Score: 9/10High Intent

Smart Functions

integrations

Conversation triggers external actions - CRM updates, Slack alerts, Zapier

How it works

Trigger

Lead says they're ready

Intent Detected

AI Processing

AI detects buying signal

Smart Analysis

Triggers webhook

External Action

Result

CRM + Slack updated

Automated

Example conversation

I've talked to my team and we're ready to move forward with the annual plan

4:15 PM

That's great news! I'll send over the contract right away. Anything specific you'd like included?

4:15 PM

Smart Function triggered

Actions Executed

Lead status → "Ready to Close" in HubSpot

Alert sent to #sales-wins Slack channel

Contract template created in PandaDoc

Handoff to Human

ai-assist

AI detects complex situation and alerts you to take over

How it works

Trigger

Complex request

AI Uncertain

AI Processing

Detects edge case

Needs Human

Sends alert

Notification

Result

You take over

Smooth Handoff

Example conversation

We have a very specific compliance requirement - we need SOC2 Type II and the data must stay in EU servers only

11:20 AM

Great question! We do have SOC2 certification. For the EU data residency requirement, let me connect you with someone from our team who can give you the exact details.

11:20 AM

Handoff requested

Human Takeover Alert

Lead asking about EU data residency - needs technical confirmation

Compliance QuestionHigh Value Lead

Hi! This is Mike from the team. Yes, we offer EU-only data storage on our Enterprise plan. Happy to walk you through our compliance docs - want to hop on a quick call?

11:25 AM

Multi-Language Support

auto-reply

Lead messages in Spanish, AI responds fluently in Spanish

How it works

Trigger

Message in Spanish

Language Detected

AI Processing

Auto-detects language

Spanish 🇪🇸

Responds in Spanish

Native Fluency

Result

Lead qualified

No Language Barrier

Example conversation

Hola! Vi su anuncio sobre servicios de marketing. ¿Trabajan con empresas en México?

9:30 AM

Language detected: Spanish

¡Hola! Sí, trabajamos con empresas en toda Latinoamérica. ¿Qué tipo de negocio tienes y cómo podemos ayudarte?

9:30 AM

Tengo una tienda de ropa online. Quiero aumentar las ventas con publicidad en redes sociales

9:32 AM

¡Perfecto! Hemos ayudado a varias tiendas de moda a crecer 3x sus ventas con Meta Ads. ¿Te gustaría agendar una llamada para hablar de tu estrategia?

9:32 AM

Sí, me interesa. ¿Mañana a las 10am?

9:33 AM

Reunión agendada: Mañana 10:00 AM

Cross-Channel Recognition

auto-reply

Lead switches from WhatsApp to Email - AI recognizes them and continues seamlessly

How it works

Day 1

WhatsApp conversation

Initial Contact

Day 3

Email from same lead

Different Channel

AI Processing

Recognizes same person

Auto-matched

Result

Continues with context

No Repetition

Example conversation

Day 1 - WhatsApp

Hi! I'm interested in your SEO services for my law firm

Mon 2:30 PM

Hey! We've helped several law firms rank #1 for local searches. What areas do you practice? And what city are you targeting?

Mon 2:30 PM

Personal injury, based in Miami. I'll get back to you with more details

Mon 2:32 PM

Day 3 - Email

Hi, I'd like to continue our conversation about SEO. Here's my partner's email too: john@smithlaw.com

Wed 9:15 AM

Matched to existing lead: Miami Law Firm

Hi again! Great to hear from you. So for your personal injury practice in Miami - I've put together some ideas. Should I loop John in on this email, or would a quick call with both of you work better?

Wed 9:15 AM

PDF Knowledge Base

integrations

AI answers from your uploaded product catalog, pricing sheets, or docs

How it works

Setup

Upload PDF files

Product Catalog (86 pages)

AI Processing

Searches your docs

Vector Search

Finds exact info

Page 47, Section 3

Result

Accurate answer

From Your Docs

Example conversation

What's the weight capacity of the Pro Standing Desk? And does it come with cable management?

2:45 PM

Searching: Product_Catalog_2024.pdf

Found in Knowledge Base

Source: Product_Catalog_2024.pdf, Page 47

The Pro Standing Desk has a 150kg weight capacity - plenty for multiple monitors! Yes, it includes built-in cable management with a cable tray and 3 cable grommets. Want me to send you the full spec sheet?

2:45 PM

Yes please! Also what colors is it available in?

2:46 PM

Available in Oak, Walnut, White, and Matte Black. The Oak is our bestseller! I'll send the spec sheet now 📄

2:46 PM

Google Sheets Export

integrations

Lead data automatically synced to your Google Spreadsheet

How it works

Trigger

New lead qualified

Score 7+

AI Processing

Extracts lead data

Name, Email, Intent

Adds to Google Sheet

Smart Function

Result

Sheet updated

Real-time Sync

Example conversation

I run a fitness studio with 3 locations. Looking to get more members through Instagram ads

10:15 AM

3 locations - nice! We've helped gyms increase membership signups by 40% with targeted Meta ads. What's your monthly ad budget?

10:15 AM

Around $5k/month. My email is david@fitzone.com

10:17 AM

Adding to Google Sheets...

Added to "Leads Q1" Sheet

Name	Email	Business	Budget	Score
David	david@fitzone.com	Fitness (3 loc)	$5k/mo	9/10

Instagram Lead Magnet

auto-reply

Someone DMs a trigger word, AI instantly sends your freebie

How it works

Setup

Trigger phrase set

e.g. "GUIDE"

Trigger

Someone DMs trigger

Instagram DM

AI Processing

AI replies instantly

With Lead Magnet

Result

New lead captured

Conversation Started

Example conversation

GUIDE

Just now

Trigger phrase detected

Hey Jessica! 🎉 Here's your free 7-Day Workout Guide as promised! 👇

Instant

📄 [7-Day-Workout-Guide.pdf]

Instant

Quick question - what's your main fitness goal right now? Building muscle, losing weight, or general health?

Instant

Thanks! Mainly looking to lose weight, I have a wedding in 3 months 😅

2 min later

Oh exciting! 3 months is actually perfect timing. We have a 12-week transformation program that'd be ideal. Want me to share some before/after results from other brides?

Instant

Ready to Automate Your Lead Management?

Start your free trial and build your own automation flows.