automation

Stop chasing leads.
Let the follow-up run itself.

Every day you spend copying leads from a form into a spreadsheet, sending the same "just checking in" email by hand, or forgetting to follow up with someone who was ready to book — that's money walking out the door. Not because you're bad at your job. Because no one can do all of it manually and still actually do their job. We build the automation layer your business needs to stop dropping balls

{ Coaches } { HVAC } { Cleaning Services } { Real Estate }

the honest truth

You're not losing leads because your service is bad. You're losing them because the follow-up never happened.

Here's what usually happens: someone fills out your contact form on a Tuesday night. You see it Wednesday morning, get pulled into a job, and by Thursday you finally send a reply. They've already booked with someone else.

It's not negligence. It's just reality. Running a small business means you're doing five jobs at once. The follow-up falls to the bottom of the list because there are twenty other things fighting for your attention right now. Meanwhile, the lead that would have been a great customer quietly disappears.

The answer isn't to work harder. It's to build a system that does the follow-up the moment it needs to happen — whether that's 11pm on a Sunday or during a job site walk-through. The right automation setup doesn't replace the relationship. It protects it, by making sure you show up before the moment passes.

what you actually get

Automation that actually runs your follow-up. Not your life.

"Automation" gets thrown around a lot. Usually it means: here's a software subscription, good luck with the 47-step setup wizard. What we actually do is different — we learn how your business works, map out what should happen and when, and build the flows ourselves. You get the result, not the homework.

{ lead capture }

Every new lead goes exactly where it needs to go — instantly

When someone fills out your contact form, DMs you on social, or calls and leaves a voicemail, that lead needs to land somewhere useful within seconds — not in an inbox you'll check tomorrow. We connect your lead sources to your CRM (or help you pick one if you don't have it yet) and set up routing rules that make sense for how you work.

A cleaning lead at 9pm? It gets logged, tagged, and triggers a confirmation text before you've even looked at your phone. A referral from a past client? It gets flagged as high-priority and routed differently than a cold web form. The system treats different leads differently, because that's how you'd treat them too.

{ follow-up sequences }

Automated emails that sound like they came from a real person — because they did

The fastest way to kill a follow-up sequence is to make it sound like one. Nobody responds to "Hi {FIRST_NAME}, just following up on your inquiry!" We write the actual email copy in your voice, based on your real business context, and build sequences that read like something you'd actually send.

A prospect who asked about HVAC service in January gets a different message than someone who downloaded your pricing guide last week. We build the logic so the right message goes to the right person at the right time. You review it, approve it, and then it just... runs. When someone replies, the automation stops and it goes to you. That's how it's supposed to work.

{ booking + payment }

From "I'm interested" to booked and paid — without a phone tag marathon

The moment someone's ready to move forward is the moment you want friction to disappear. An automated booking flow lets interested prospects pick a time, answer a few pre-qualifying questions, and lock in an appointment — all without waiting for you to reply. For service businesses that charge deposits, we connect payment triggers so the invoice goes out and the receipt comes back, automatically.

No more back-and-forth on scheduling. No more chasing down paperwork before a job starts. The admin work gets handled before you ever show up.

{ background workflows }

The stuff that runs while you sleep

Beyond lead capture and follow-up, there's a whole layer of work that eats time without producing anything — new client intake forms that need to be filed somewhere, review requests that never get sent, job completion notifications that someone has to manually trigger. We automate the parts of your workflow that shouldn't need a human in the loop.

New client books a cleaning? They get a welcome email with what to expect, and your team gets a notification with the job details. Job closes? A review request goes out two days later at a time when people actually open emails. No one had to remember to do any of it. It just happened.

lead capture

Every new lead goes exactly where it needs to go — instantly

When someone fills out your contact form, DMs you on social, or calls and leaves a voicemail, that lead needs to land somewhere useful within seconds — not in an inbox you'll check tomorrow. We connect your lead sources to your CRM (or help you pick one if you don't have it yet) and set up routing rules that make sense for how you work. A cleaning lead at 9pm? It gets logged, tagged, and triggers a confirmation text before you've even looked at your phone. A referral from a past client? It gets flagged as high-priority and routed differently than a cold web form. The system treats different leads differently, because that's how you'd treat them too.

  1. { Week 1 }

    Discovery — we learn how your business actually runs

    We start with a working session, not a form to fill out. We want to hear what happens when a lead comes in right now — every step, every tool you're already using, every thing that falls through the cracks. We look at your existing setup: your website forms, your email, your CRM if you have one. Then we ask the questions that surface what's actually costing you time and money.

  2. { Week 1–2 }

    Map your workflow — every trigger, every action, laid out clearly

    Before we touch any software, we map your automation on paper. What triggers what. Who gets notified. What happens if someone doesn't respond. What the timing looks like. You see the full picture as a simple flowchart and approve it before we build anything. No surprises downstream, and no assumptions baked in.

  3. { Week 2–3 }

    Build and test — we run it hard before you do

    We build the automations on your actual tools and test every path — the happy path, the edge cases, the "what if someone fills out the form twice" scenarios. We send ourselves through the sequences, check the timing, review the copy, and confirm everything lands the way it should. You get a walkthrough before it goes live so you can see exactly what your leads will experience.

  4. { Week 3–4 }

    Launch and tune — live doesn't mean done

    Once it's live, we watch it. The first 30 days we monitor open rates, response rates, and conversion data to make sure the sequences are performing. If something isn't working — a subject line that nobody's opening, a step that's getting skipped — we adjust it. Automation should improve over time. We make sure it does.

what's in the box

One plan. Every automation your business actually needs.

Some agencies sell you automation strategy, then charge separately for the build, then charge again every time you need a new flow added. By the time you've got a working system, you've had four invoices and a Zapier subscription you don't fully understand. Here's everything that's included in your Red Cedar automation plan — no itemized billing, no surprise add-ons:

  • CRM setup or integration — we connect your existing CRM or help you set one up if you're starting from scratch
  • Lead routing rules — new leads sorted, tagged, and delivered to the right place instantly, regardless of source
  • Email follow-up sequences — multi-step, written in your voice, with logic that adapts based on what the lead does
  • SMS / text notifications — lead alerts and follow-up messages to the right person at the right time
  • Booking flow setup — calendar integration, pre-qualifying questions, and confirmation sequences
  • Payment trigger automation — deposit requests, invoices, and receipts sent automatically at the right moment
  • Form-to-notification routing — every web form submission triggers the right action, every time
  • Review request sequences — automated asks that go out after job completion, when the timing is right
  • New client onboarding flow — welcome emails, intake forms, and team notifications handled without anyone lifting a finger
  • Monthly automation audit — we review what's running, what's converting, and what needs to be adjusted
  • Ongoing support — when your business changes, your automations change with it