Gmail automation templates

• Research

  Brief me before each meeting

  Who you meet, what their company does, and what you discussed last time.

  On an event: Before each meeting with an external guest

  • Google Calendar
  • LLinkedIn
  • Gmail

• SalesAsks first

  Draft a reply to each new lead

  Research the sender, answer each question and offer two times for a call.

  On an event: When an e-mail from a new lead arrives

  • Gmail
  • HubSpot
  • Google Calendar

• Sales

  Find stalled deals in your pipeline

  Each open deal with no activity for weeks, with the likely reason and one next step, largest first.

  On a schedule: Every Monday at 8:00

  • SSalesforce
  • Gmail

• Sales

  Prepare the renewals due next quarter

  Each renewal with usage, open tickets and a risk level, plus a draft e-mail or a save plan for each.

  On a schedule: On the 1st of each month at 9:00

  • SSalesforce
  • Zendesk
  • Gmail

• SalesAsks first

  Follow up with leads from a trade show

  Each lead you met added to the CRM, with a personal follow-up e-mail based on your notes.

  You start it: When you start it

  • Google Sheets
  • HubSpot
  • Gmail

• Sales

  Find out why you lost deals last quarter

  The real loss reasons from notes and e-mails, counted, with competitors, price gaps and fixes.

  You start it: When you start it

  • PPipedrive
  • Gmail
  • Google Sheets

• Sales

  Log your e-mails and meetings in the CRM

  Each sales e-mail and meeting of the day added as an activity to the right contact and deal.

  On a schedule: Every weekday at 18:00

  • Gmail
  • Google Calendar
  • PPipedrive

• SalesAsks first

  Draft win-back e-mails to former customers

  For each lost customer, what changed since they left and a personal e-mail, sent after your OK.

  You start it: When you start it

  • HubSpot
  • LLinkedIn
  • Gmail

• SalesAsks first

  Clean bounced e-mails out of your CRM

  Contacts whose e-mail bounced or who left the company, marked in your CRM after your approval.

  On a schedule: Every Monday at 7:00

  • Gmail
  • HubSpot

• SalesAsks first

  Rebook prospects who missed a sales call

  A short, kind e-mail with two new times to each no-show of the day, sent after your OK.

  On a schedule: Every weekday at 17:00

  • Calendly
  • Google Calendar
  • Gmail

• MarketingAsks first

  Build a press list and draft pitches

  Reporters who covered your topic recently, with their articles, and one pitch for each, sent after your OK.

  You start it: When you start it

  • Google News
  • Any news site
  • Gmail
  • +1 more: Google Sheets

• MarketingAsks first

  Find best-of lists that leave out your product

  List articles that name your competitors and not you, with the site's contact and a pitch for your OK.

  You start it: When you start it

  • Any website
  • Gmail
  • Google Sheets

• MarketingAsks first

  Find creators for a paid partnership

  Creators in your niche with audience size, views, past sponsors and business contact, and 5 pitches.

  You start it: When you start it

  • YouTube
  • Instagram
  • TikTok
  • +1 more: Gmail

• Ops

  Sort my inbox every morning

  A label on each new e-mail, and a short list of what needs a reply.

  On a schedule: Every weekday at 7:30

  • Gmail

• OpsAsks first

  Follow up on e-mail with no reply

  A polite follow-up in each thread. Nothing goes out before you approve it.

  On a schedule: Every weekday at 16:00

  • Gmail

• Ops

  Collect last month's invoices

  The vault signs in to each account. All PDFs go to one folder.

  On a schedule: On the 1st of each month at 9:00

  • Gmail
  • Google Drive

• OpsAsks first

  Find a meeting time and reply with options

  Three free times from your calendar in a draft reply to each meeting request. You approve each reply.

  On an event: When an e-mail asks you for a meeting

  • Gmail
  • Google Calendar

• Ops

  Send me my agenda and tasks every morning

  Today's meetings with their links and documents, and the tasks that are due, in one e-mail.

  On a schedule: Every weekday at 7:00

  • Google Calendar
  • Asana
  • Gmail

• OpsAsks first

  Accept or decline meeting invitations by your rules

  A suggested answer and a reason for each new invitation, with a short note for each decline.

  On an event: When a new meeting invitation arrives

  • Google Calendar
  • Gmail

• OpsAsks first

  Send a recap and action items after each meeting

  Decisions, owners and due dates from the meeting transcript, in a draft e-mail to the guests.

  On an event: When a meeting with a transcript ends

  • Google Calendar
  • Google Meet
  • Google Docs
  • +1 more: Gmail

• Ops

  Turn e-mail requests into tasks

  A task with a due date and a link to the e-mail for each new request that needs work from you.

  On an event: When an e-mail with a request arrives

  • Gmail
  • ClickUp

• OpsAsks first

  Unsubscribe from newsletters you never read

  The mailing lists you leave unread, with counts. You approve each unsubscribe.

  You start it: When you start it

  • Gmail

• OpsAsks first

  Prepare a handover before you go on leave

  Open threads, tasks and meetings for your cover in one doc, and a draft out-of-office reply.

  You start it: When you start it

  • Gmail
  • Google Calendar
  • Asana
  • +1 more: Google Docs

• Finance

  Find card payments that have no receipt

  Each card payment matched to a receipt from your inbox or folder, with the missing ones listed first.

  You start it: When you start it

  • Any bank site
  • Gmail
  • Google Drive
  • +1 more: Google Sheets

• FinanceAsks first

  Create an expense report from your trip receipts

  Each receipt read and entered with its category and currency, in a report that you check before it goes.

  You start it: When you start it

  • Expensify
  • Gmail
  • Google Drive

• FinanceAsks first

  Send reminders for overdue invoices

  Unpaid invoices past their due date, with a polite reminder for each client. You approve each one.

  On a schedule: Every Tuesday at 9:00

  • QuickBooks
  • Gmail

• FinanceAsks first

  Answer a Stripe dispute with evidence

  The order, the delivery proof and your messages for the disputed payment, with a draft answer.

  You start it: When you start it

  • Stripe
  • Shopify
  • Gmail
  • +1 more: Any carrier site

• FinanceAsks first

  Collect W-9 forms from your contractors

  The contractors with no W-9 on file, a request to each one, and the forms saved when they arrive.

  You start it: When you start it

  • QuickBooks
  • Gmail
  • Google Drive

• FinanceAsks first

  Enter new supplier bills into Xero

  A draft bill with the supplier, dates, lines and VAT for each new invoice e-mail, saved after you approve it.

  On an event: When a supplier invoice e-mail arrives

  • Gmail
  • Xero

• RecruitingAsks first

  Schedule interviews with candidates

  Times when all interviewers are free, sent to the candidate after you approve the e-mail.

  You start it: When you start it

  • Google Calendar
  • Gmail
  • Google Meet

• RecruitingAsks first

  Draft reference check e-mails and questions

  Questions on the open points from the interviews, and a short e-mail to each referee the candidate gave.

  You start it: When you start it

  • WWorkable
  • Google Docs
  • Gmail

• RecruitingAsks first

  Update candidates who are waiting for news

  A short update or a kind decline for each candidate with no news for a week. You approve each e-mail.

  On a schedule: Every Thursday at 15:00

  • WWorkable
  • Gmail

• RecruitingAsks first

  Add applicants who e-mail you to your ATS

  Each application e-mail added as a candidate with the resume attached, after you approve it.

  On an event: When an application e-mail arrives

  • Gmail
  • WWorkable

• Career

  Track your job applications in a sheet

  Each application, reply, interview and rejection from your inbox, kept up to date in one sheet.

  On a schedule: Every day at 19:00

  • Gmail
  • Google Sheets

• CareerAsks first

  Sort recruiter messages and draft replies

  Each recruiter message checked against what you want, with a reply that says yes, no or asks for details.

  On an event: When a recruiter writes to you

  • Gmail
  • LLinkedIn

• CareerAsks first

  Write a counter-offer e-mail for a job offer

  A polite counter with your number and the market data behind it, sent after you approve it.

  You start it: When you start it

  • Gmail
  • Levels.fyi
  • Glassdoor

• CareerAsks first

  Follow up with people you met at an event

  A personal note to each person on your list about what you talked about. You approve each one.

  You start it: When you start it

  • LLinkedIn
  • Gmail

• CareerAsks first

  Send a thank-you note after each interview

  A short note to each interviewer with a point from your talk, drafted when the interview ends.

  On an event: When an interview in your calendar ends

  • Google Calendar
  • Gmail

• PersonalAsks first

  Find subscriptions to cancel

  Each recurring charge in one list. Each cancellation waits for your approval.

  You start it: When you start it

  • Gmail
  • PayPal

• Personal

  Track all my parcels in one list

  Each parcel on its way, with the carrier status and the expected date, in one morning message.

  On a schedule: Every day at 8:00

  • Gmail
  • Any carrier site

• Personal

  Make a list of my product warranties

  Each device and appliance you bought, with its warranty end date and a link to the receipt.

  You start it: When you start it

  • Gmail
  • Google Sheets
  • Any website

• PersonalAsks first

  Start a warranty claim for a broken product

  The receipt, the warranty terms and the maker's claim form filled in. You check it before it goes.

  You start it: When you start it

  • Gmail
  • Google Drive
  • Any web form

• Personal

  Add school and club dates to the family calendar

  Dates from school and club e-mails become calendar events with the place and a reminder.

  On an event: When an e-mail from a school or a club arrives

  • Gmail
  • Google Calendar

• Personal

  Compare the quotes I got for a home job

  Each quote in one table with the total, the dates and the terms, and the gaps to ask about.

  You start it: When you start it

  • Gmail
  • Google Sheets
  • Any government site

• PersonalAsks first

  Change my address on all my accounts

  A list of the accounts that have your old address, and each update after your approval.

  You start it: When you start it

  • Gmail
  • Any website
  • Google Sheets

• ShoppingAsks first

  Claim a price adjustment after a price drop

  Recent orders that now cost less, checked against each store's policy, with each claim sent after approval.

  You start it: When you start it

  • Gmail
  • BBest Buy
  • Any online store

• Shopping

  List the orders I can still return

  Each recent purchase with its last return date and the return cost, the nearest deadline first.

  You start it: When you start it

  • Gmail
  • Any online store
  • Google Sheets

• ShoppingAsks first

  Report a missing or damaged order

  The tracking facts, the store's policy and a clear claim, sent after your approval.

  You start it: When you start it

  • Gmail
  • Any online store
  • Any carrier site

• TravelAsks first

  Rebook my hotel when the price drops

  A daily check of your booked hotel. When the same room costs less, it rebooks after your approval.

  On a schedule: Every day at 10:00

  • Gmail
  • Booking.com
  • Any hotel site

• TravelAsks first

  Claim compensation for a delayed flight

  Your right to compensation checked against the rules, and the airline's claim form filled in.

  You start it: When you start it

  • Gmail
  • Any airline site
  • Any web form

• Travel

  Put all my bookings in one trip plan

  Flights, hotels, trains and cars from your e-mail in one timeline, with each code and address.

  You start it: When you start it

  • Gmail
  • Google Docs
  • Google Calendar

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