Business automation for the admin nobody should do twice
Build rules that run themselves: when a lead arrives, assign an owner and notify the team. When an invoice goes overdue, create the chase task. Six real triggers, five actions, and a log of everything that fired.
Fires when a website form or CRM lead is captured
The problem
The admin is small. Doing it fifty times is not.
Where repetitive manual steps quietly cost a small business its response time.
The same five minutes, every time
A new enquiry means assigning someone, tagging the record and telling the team — identical steps, repeated for every lead.
Overdue invoices depend on memory
Nobody has a job title called "notice the invoice went past due", so chasing happens late or not at all.
Handoffs fall through gaps
A booking comes in, but the person who should prepare for it does not find out until they look at the calendar.
Triggers
Six events that can start a workflow
These come from your CRM, your bookings and your invoices — all one system, so no integration is needed.
New lead created
Fires when a website form or CRM lead is captured.
Appointment booked
Fires when a client books through your public booking link.
Invoice generated
Fires when a draft or sent invoice is created.
Invoice overdue
Fires when the due date passes without payment.
Payment received
Fires when funds clear successfully.
Deal stage advanced
Fires when a deal moves along the pipeline board.
Actions
Five things a workflow can do
Chain several onto one trigger — a single event can assign, tag and notify at once.
Send email notification
Alert the right person the moment something happens.
Create a task
Turn an event into a piece of work on someone’s list.
Assign a team member
Route the record to an owner instead of a shared inbox.
Add a tag
Classify the customer record automatically for later filtering.
Dispatch an AI task
Hand the event to the AI Assistant to analyse or draft a response.
Examples
Workflows worth building first
When
A new lead is captured
Then
Assign a team member, add a tag, and email the owner
The lead has a name against it within seconds, not the next morning.
When
An invoice goes overdue
Then
Create a chase task and notify by email
Collections stop relying on somebody noticing.
When
A client books an appointment
Then
Create a prep task and notify the assigned staff member
Whoever takes the call knows before the day of the call.
When
A deal moves to a new stage
Then
Dispatch an AI task to draft the next follow-up
The next message is already waiting when you get to it.
Automations are a paid feature. The Professional plan includes 10 workflow automations; Business Scale and Enterprise are unlimited. Compare plans →
The outcome
What changes when the rules run themselves
Response time drops to seconds
Assignment and notification happen when the event happens, not when someone checks.
Nothing depends on remembering
The rule fires whether or not anyone is watching the dashboard that day.
Every run is on the record
A log shows which workflow fired, on what event, and what it evaluated.
Consistent handling, every time
The tenth lead of the week gets treated exactly like the first.
Who it’s for
For teams doing the same steps too often
Sales teams
Route new leads to an owner automatically and never lose one to an unassigned queue.
Agencies
Trigger prep tasks from bookings so client work starts before the meeting does.
Small businesses
Automate overdue-invoice chasing instead of adding it to a mental list.
Consultants
Let a deal stage change kick off the AI draft of your next client email.
Why WorkBar Flow
No integrations to wire up first
Automation tools usually spend their first hour asking you to connect things. Here the triggers already come from your own CRM, bookings and invoices, and one of the actions hands work to the AI Assistant — because all of it is one workspace, not several products held together by connectors.
FAQ
Common questions about automations
It lets you define rules in the form "when this happens, do that" — so routine admin like assigning a lead, tagging a record or creating a follow-up task happens automatically instead of someone doing it by hand every time.
Six real events: a new lead is created, an appointment is booked through your public link, an invoice is generated, an invoice goes overdue, a payment is received, or a deal moves to a new pipeline stage.
Five actions: send an email notification, create a task, assign a team member, add a tag to the customer record, or dispatch a task to the AI Assistant.
No. Automations are a paid feature — the Free plan does not include them. The Professional plan includes 10 workflow automations, and Business Scale and Enterprise are unlimited.
Yes. Every execution is written to a run log showing which workflow fired, the trigger event and a summary of what it evaluated, so you can confirm a rule is doing what you expected.
Yes — a workflow can be run manually so you can watch it execute its actions and check the result before leaving it to fire on its own.
That is the point of them. The triggers come from CRM leads and deals, from bookings, and from invoices and payments — because those all live in the same workspace rather than in separate tools that would need integrating.
Ready when you are