Workflows in WillowSpace help you automate routine tasks in your client journey — so you can spend less time managing logistics and more time doing meaningful work. Whether it's sending a follow-up after a proposal is accepted or kicking off an onboarding process once a form is submitted, Workflows streamline your operations in a few clicks.

Use Workflows to:

• Automate next steps based on key events

• Reduce manual follow-ups

• Standardize your client experience

Triggers can include:

• Proposal accepted or declined

• Invoice paid (partially or fully)

• Form submitted

• Lead converted to client

• Status updates on clients or projects

How to Set Up a Workflow (Step-by-Step Guide)

1. Go to Workflows: Log in to your WillowSpace account and head to Workflows in the left menu.

2. Click New Workflow and give it a clear name.

3. Set Your Trigger: Choose from events like “Proposal has been accepted” or “Form has been submitted.”

4. Choose Your Action(s): Depending on the trigger, choose what happens next.

5. Click Save. Your workflow is now live!

Workflow Trigger Glossary

Proposal has been accepted – Great for triggering your onboarding flow.

Proposal has been declined – Follow up to ask why or offer next steps.

Invoice paid in full – Send a thank-you message or final files.

Invoice paid partially – Notify your team or send a reminder for remaining balance.

Form submitted – Kick off the next phase of the project.

Lead converted to client – Welcome them with a personalized email.

Client status changed – Update project board or internal notes.

Project status changed – Trigger a client-facing update or meeting reminder.

Creative Workflow Examples

Onboarding Flow: Trigger: Proposal accepted Actions:

• Send a deposit invoice

• Change client status to "Active"

• Send form to gather project details

Offboarding Flow: Trigger: Invoice paid in full Actions:

• Send a link to feedback form

• Change project status to "Complete"

Lead Nurturing Flow: Trigger: Proposal declined Actions:

• Send follow-up email in 3 days

• Add internal note for future follow-up