AI Automation Starter Guide
Step-by-step guide · 5 systems · Free
Five automations most small businesses can set up with free or low-cost tools. Each one lists what you need, the steps, and how to check it works.
How to use this
- Start with system 1; each system builds on the one before.
- Test every automation yourself before customers see it.
- Write down which tools and accounts you used so someone else can maintain it.
1. WhatsApp auto-reply
Needs: WhatsApp Business app.
- 1.Install WhatsApp Business and verify your business number.
- 2.Business tools → Greeting message: welcome people, say when you usually reply, and link to your prices or booking page.
- 3.Business tools → Away message: set your business hours and a message for outside them.
- 4.Business tools → Quick replies: create shortcuts for prices, location, booking and delivery.
- 5.Test: message your number from another phone during and outside business hours.
2. Lead capture → CRM
Needs: a website form or Meta lead form, a free CRM or Google Sheet, and an automation tool (e.g. Make or Zapier).
- 1.Create a sheet or CRM pipeline with columns: date, name, phone, source, need, status.
- 2.In your automation tool, trigger on 'new form submission'.
- 3.Add an action that creates a new row/contact with the form fields and the source.
- 4.Add an action that sends you a WhatsApp or email alert with the lead's details.
- 5.Test: submit the form yourself and confirm the row and alert appear within a minute.
3. Missed-call text-back
Needs: a phone system or VoIP number that supports missed-call webhooks, or an SMS tool.
- 1.Check whether your phone provider can trigger an action on missed calls.
- 2.Write a short message: 'Sorry we missed your call. How can we help? Reply here or book: [link].'
- 3.Connect the missed-call event to send that SMS or WhatsApp template.
- 4.Log the missed call in your CRM so someone follows up.
- 5.Test: call from another phone, don't answer, and confirm the message arrives.
4. Appointment reminders
Needs: an online booking tool (e.g. Calendly or your booking system) with reminders, or an automation tool.
- 1.Turn on instant booking confirmations with date, time, address and how to reschedule.
- 2.Add a reminder 24 hours before and another 2 hours before.
- 3.Include a one-tap reschedule or cancel link to reduce no-shows.
- 4.Send a short thank-you after the appointment.
- 5.Test: make a booking for yourself a day ahead and check every message.
5. Review requests
Needs: your Google review link and the confirmation/reminder tool from system 4.
- 1.Get your direct review link from Google Business Profile → Ask for reviews.
- 2.Send a message 24 hours after the visit or delivery: thank them and include the link.
- 3.Only ask customers whose experience was good; handle complaints personally first.
- 4.Reply to every review within a few days.
- 5.Test: send the request to yourself and click through to make sure the link works.
Want help putting this in place?
We can set up the website, automations or campaigns for you, or review what you've got.