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what's going on you beautiful scalers in this video i'm going to walk you through the specific 20 different automations that we use inside my eight-figure company in order to simplify workflows keep a very lean team and honestly stay hilariously profitable if you stay all the way until the end i'm going to show you how you can copy and paste these exact automations inside of your business in just two clicks if you're new to the channel my name is ravi abubala founder of scaling with systems where we build client acquisition machines for our customers so they can get new clients on autopilot and i'm a little bit of an automation wizard i have created literally thousands of automations and back when i first started my advertising agency three years ago i was doing well over a hundred and fifty thousand dollars a month using just myself my virtual assistant and some automation so we have grown quite a bit then i have a 30 plus person team but we still rely heavily on automations and in this video i'm gonna do an in-depth tutorial of my 20 favorite automations that produce literally that save really us hundreds of thousands of tasks every single month now before i dive into my screen here and show you each one of these i do have to give you two words of warning number one if you've never used an automation tool like zapier what i'm gonna show you in this video here then i do not recommend you start with this video it's maybe a good idea to look at it to see what's possible but if you're a total beginner to automations you have no idea how what zapier is or what automations is what integromat is i recommend you click the link in my description get access to my zapier beginning video which talks to you about how to set up your first automations inside your company and the second word of warning i have to give you is that when i show you these incredible zaps you are going to be frothing at the mouth and want to implement them inside your business immediately and i just caution you that although i'm going to give you the links that you can copy and paste this inside your business at the end of this video not to go ahead and just do every single one of these right off the bat because with automation does come a little bit of complication and also really just identify which one of like two or three of these are the biggest ones that can unlock hidden potential for you to get back more time or make more money and start with those to implement so without further ado let's dive right in all right so let's start with number one which is our kajabi inactive email zap now what this means is that inside of one of our companies scaling with systems we have course modules so part of our program includes a curriculum that shows a lot of our clients how to do some of these things instead of having to rely on agencies to generate their leads for them and what we've noticed is that sometimes clients will get on board and they'll get their onboarding call and then they won't actually log into the portal for 7 10 14 days after that and it's really hard for us to actually ensure and guarantee our client success like we usually do if they're not even going through some of the minimum required content in order to see success in our program so one of the things that we've done is actually created it so that inside of kajabi if someone is inactive with the products meaning the actual course itself within seven days you can add a tag to that contact right and then we have a zap here here that says that if that person has the tag inactive in seven days then we do a few things number one we send them an email from our client success manager which is brian each one of our clients gets their own personal one-on-one coach and it comes from brian's email and it says hey bob i saw that you joined our program in the last seven days but you haven't logged in to your website yet and here are the login details in case you get didn't get it and if you need any additional support here's my one-on-one link so instantly as soon as they aren't maybe an active as much as we'd like them to we are doing touch points to try to save that client and get them on the right path immediately the other thing that we also do is we use close i o as one of our crms inside of our company and so we'll then find that lead inside close i o and then we'll set an action item within three days in the future to have a task for our customer success manager to make sure that they at least got in some kind of contact with that client within the past three days because this initiates the conversation but we want to make sure we do one-on-one touch points in addition to the automation to make sure that our clients are seeing success and they're doing the things that they need to do all right our second automation on zapier is going to be whenever we get a new lead coming into our sales funnel so one of the things we do in scaling systems is build sales funnels for our clients so that they can have those new customers coming in already nurtured already warmed and just showing up on their calendar and one of the ways that we do that is through a sales funnel which is pretty much just a way to educate that prospect and capture their lead information before they book the call so what we use one of the websites we use in order to host sales funnels is a website called convertree and then this is very interesting for my tech nerds out there uh once the lead comes into our sales funnel gives us their name email and phone number what we actually do is we try to verify their email address in a software called never bounce because one of the issues that we were having in the in the past is that we have an appointment setting team and they would try to send email auto messages to the people that are opting in to push them to book an appointment or we would have email drip sequences that did the same thing and our deliverability would be really low because sometimes people use gmail's like kiss my you know what gmail.com or whatever else it is so what we actually set up here is so that now before we even put these people inside of our crm inside of our slack channels inside of our email drips we actually verify if the email address is accurate first then if the email address is valid only then do we put them inside of our crm our slack channels our you know email drip sequences et cetera et cetera and if they're not valid then what we do is we actually don't put them inside of there and we just delete that lead from our system so no one's following up with a lead with incorrect information and then uh once it is valid like i said put them inside the email drip campaign an active campaign we send a message inside of our slack channel to our appointment centers to say hey we got a new lead that has come in and this final little step here once again a little bit advanced and i'm trying to go in order of simple to advance on some of these automations but what we do a lot of times inside of our company is we run split tests so we try to we're a data driven company so we always try to see which you know here's a funnel that's working that i'm putting one dollar in and getting eight dollars out if i maybe do this other thing over here can i put one dollar in and get twelve dollars out or thirteen dollars out so we're constantly trying to improve things and this and once we get that data we actually pass along to our clients but one of the things that we're testing here is one of our sales letters i created the whole sales letter and there was no evidence or proof on the sales letter right so i created a rough draft of a sales letter with no like testimonials or case studies on it and then i created another version of it with a bunch of case studies and testimonials but it was a little bit longer and we ran a test to see which one of those two would produce more closed deals for our company not just more leads but more close deals for our companies and so this actually tagged them based on which of these opt-in pages and which of these sales letters that they looked at if they had proof or no proof on that tag an interesting little insight for you those are paying attention it actually turned out that the one that had no proof less social proof converted into more closed deals for our company which is kind of crazy but i think it's because the presentation was shorter okay so hopefully you guys are getting value out of this if you are be sure to smash the like button on to the next one and oh oh my goodness what is this so this is an interesting automation you guys might not have ever seen before so actually what this is is if you subscribe uh to this channel then what happens is your life will be filled with more happiness more love and more money okay so this is in here i did not create this on a whiteboard two seconds before i shot this video this is totally legitimate so if you are getting value on this video and if you do want more happiness love and money please be sure to smash the like button and hit subscribe moving forward here uh the next one that i actually really love as well is as we're starting to really grow and we're hitting million dollar months inside of my company one of the issues we have is people's payments failing so for whatever reason right they fall under hard times or maybe uh you know they switch credit cards or the bank froze the money any kind of reason the charge fail so what we actually do is create an automation to both alerts my company and the client that their charges failed in order to get it back so new event in stripe meaning there's a new charge that has happened in strike that triggers this events we only continue if the event was a payment failed instead of a payment success we format the number to figure out what the number amount was inside of that failed amount so we can send that to our client and then we do a few things right first thing we'll do is we'll send it to our slack channel inside of our payment fail channel and we'll say hey team or hey customer success manager this client name failed their this amount payment 500 payment thousand dollar payment uh we've sent the automated email to reach out to them but please sure to also reach out as well then we send an email to our client from our support team that says pretty much the same thing hey bob i hope you're doing well i saw that your most recent payment of x failed in order to make sure that we continue to serve you correctly please be sure to complete you know this invoice link down below so we can get you back on track and another little hack for you guys here is what we do is we just put a link inside of there for a one dollar charge and that way as soon as we see a one dollar charge come in we know that that's somebody putting their new credit card information in there and then our team can go in and charge the rest of the amounts okay and then also they go inside of a spreadsheet inside of google sheets that our team has of all delinquent people and we put them a note and a lead status inside of our crm close i o so we know as well if we're ever looking at the lead hey that person's in delinquent right now okay uh coming up next is going to be a really really simple one that we use but still i'm shocked that a lot of my clients when you have this set up we get around 1200 inbound booked appointments a month inside of our companies and so one of the things that we do is when someone books an appointment with us we make sure there's a filter here to make sure it's the right appointment for the right offer because we have a few different offers but write appointment for that offer and then what we do is put them inside of an email drip sequence that warms them up engages them nurtures them and makes them excited for the call that they're gonna get on a lot of people don't have this and so they book a call and they might they might be booking a call five six days in advance and there's no material there's no content there's nothing there to remind that person they have the call but not just remind them but also get them excited and get them educated and answer a lot of the questions and send them social proof and testimonials so by the time they get on the call they're ready to go which really shortens that sale cycle okay moving forward is going to be this is one of my favorite ones for my creative director i should say one of my creative director's favorite ones we outsource our thumbnails so obviously i shoot two youtube videos a week just like these are getting value out of it please be sure to smash like button hit subscribe and what happens is we're using a thumbnail designer from fiverr in order to design all these thumbnails that we're pushing out we don't have someone in-house but we are looking for someone currently and so in order to make it so that my creative director can know when a thumbnail is done because he doesn't he'd have to continuously check fiverr for when the thumbnail is done what we've actually done is i've created an email search option inside of zapier so that when someone i get an email from fiverr that has the words your thumbnail order is done from a certain seller and that's what this filter is right here then we send a message to our content team that says hey creative director whose name is jack yeah the thumbnail is done and ready for review click here to check it out and that link goes directly to what the thumbnail is so he's not waiting around for a thumbnail to be done and he can just as soon as he gets that thumbnail gets completed he can go in there and look at that immediately so we can put our videos out on a timely basis our next zapier automation this is an incredible one if you do have a lot of inbound booked appointments every single month so another mistake i see a lot of my clients doing especially in the b2b world is they are getting on the phone with every single client that ever you know gives them a ring and i'm sure that that is decent when you're first starting out but over time like for us we curate meaning we cancel 67 of the booked appointments that we have on our calendar every month 67 because they're either not looking forward to they're not looking to move forward today or soon or they're just window shopping or you know they're not the right fit they're not financially qualified whatever the reason is they're not able to pretty much work with us for our services so what we've done is we have a appointment center that calls all the inbound appointments that we have coming in and they give the appointment that's coming in a number from one to five right one to two means that we cancel it automatically three to four means that we call them and we figure out and qualify and then five just means that hey this is a perfect client this is a perfect deal just shoot this person right on over you don't even need to call them and confirm their application okay so what happens is they just put inside of slack the emoji number one two three four five and then that will actually run so that we can read we have a formula that says okay if it's a one automatically cancel this appointment inside of our crm if it's a two automatically cancel if it's a three you know leave it alone et cetera et cetera so this is something i really recommend you doing as well uh so that you're not getting on the phone with just every single person that decides to get on your calendar be respectful of your time and your sales team's time another great automation that we use inside our company i don't even know what number one right now because we were just laying on the value for you guys um is actually our gift so inside of both of our companies i love giving gifts to our clients i'm super grateful for what i do i love what i do and i love helping my clients and one of the ways that we've noticed in order to increase client retention make them happy and honestly turn them into better customers is by giving them gifts but not just like a wine opener because i think that's useless but instead we give them like books that have really transformed my life so we'll give them gifts that have books that have like made me into the person that i am or maybe i want them to read this book because it'll help them be a better customer for us et cetera et cetera so what happens is when somebody becomes on board inside of our company they fill an onboarding form out when that onboarding form is submitted we delay for 30 days because we don't send the gift right away we delay for 30 days and then we delay for four more days after that just to make sure that they're not delinquent because we don't want to send gifts to people that are delinquent so delay for 30 days to get to the second month then delay for four days just to make sure they're not delinquent and then we send a channel message to our virtual assistant to say hey this person is good to go they're not delinquent and we should send them the gift that we usually give our clients 30 days in if you want to know what that is become one of our clients next automation this is one that i have actually been known for in the online b2b worlds because i created this a few years ago and totally transformed people's companies if you remember me talking about the very beginning of this video i was doing 150 000 a month in my first company with just me and a virtual assistant and one of the ways i was able to do that was because my fulfillment for my advertising agency was so streamlined all i was doing was just getting on sales calls all day and i could have literally my virtual assistants which we place with our clients run the entire client fulfillment and use systems and automations to do all the work for them so one of the ones that we do is when somebody on a sales call says yes i really want to work with you guys i'm looking forward to moving forward with you guys we send them an online proposal to seal the deal once they sign that online proposal they get an automated email that we put inside of activecampaign that says hey welcome to the family here are the rules and regulations and here is your onboarding form um and where you can get help in order to do your next steps and then in one of our offers like i said we give an online curriculum for them so then we then grant them access to the online curriculum so as soon as the salesperson is done with the sales call they send that proposal and they know that that person is going to get onboarded at the end of the onboarding form they fill out their onboarding call and then they're going to instant access to the curriculum and i'm going to show you how they get also invited to the coaching calls as well that we have every single week so sales guy sends the or girl sends the proposal out after that we're done no other work needs to happen and uh and they're on to the next sales call and that's how we have thousands of clients and only a few client success managers okay this brings me into the next part here which is actually the auto invite so inside of our company's scale systems we have five coaching calls a week that we're able to get on screen share and do one-on-ones with our clients at set times and then they also have a calendar that they can book one-on-ones on their own times so as soon as somebody fills out the onboarding form not only do they get access to the course curriculum they schedule their onboarding call but we also invite them to all of the coaching calls every single week on our calendar um for a certain amount of months that's how long our program runs so once again salesperson sends it over and when they sign it they know that they're getting access to all the material you know they're getting their onboarding call books they're getting all of their invites you know they're getting everything in order to ensure success and that lets the sales person focus on what matters and also know in their mind that hey i just put this person on board and i know they're getting taken care of i've unlocked literally millions of dollars for some of my clients because they do stuff like walmart automation and whenever they onboard somebody they just put them in a whatsapp group message and there's no automation there's no systemization and everybody's upset nobody knows what's going on and so most of my you know walmart or amazon youtube automation clients could only take two to three clients a month and now they're able to take 15 20 clients a month right and so i'm literally creating millions of dollars in profit for some of my clients doing this exact same stuff i think we're about halfway done hopefully you guys are still with me i know there's a lot but i was like let me just give everybody everything that i need to teach them here so uh next one is actually going to be another booked appointment one this is for our back end call so we have a few different offers and after someone reaches the transformation that we guarantee in the first offer we invite them to our higher level program which includes in-person masterminds you know events with me one-on-ones with me et cetera et cetera and so what happens is when somebody books a call for one of our ascension call essentially we notify everybody inside of the slack channels like hey this person's thinking of upgrading and then we also find their information inside of our crm we update them that they're thinking of ascending and then we put a little note inside of there as well so what happens is one of our customer success managers brian can look when he gets a notification and can go inside of closed io and know to prepare the right information for that ascension call in order to ensure that it goes well and potentially ascends that person into our next program another one that i like to do obviously i shoot a lot of content every single day and one of the things that we've done is i have a whole content calendar like system and if you guys want um to get access to that want me to do a video on how i do you know literally dozens of videos a week in only three hours just comment down below but what we do is i use a content calendar and then i use a tag inside of asana for my content calendar that says this needs to be posted and that goes inside to my content team and says hey team uh revvy's now created something that needs to be posted or needs to be starting to be worked on you know click here to get access to that document or to that you know file whatever else it is so that keeps my team on notice that hey ravi posted something today and it needs to be due in three days and we need to make sure we get the video edited thumbnails up everything else okay next one is going to be whenever we have canceled appointments so sometimes our clients cancel appointments and that happens all the time or i should say our prospects cancel appointments and that happens right things happen in life so what we like to do is if someone cancels the appointment on their own and we filter it in saying that they canceled it and they did not reschedule it okay so if they cancel it and did not reschedule it then what we do is we update them inside of close i o and we put them underneath a smart view called no shows and one of the things that my sales reps or my appointment setters will do is literally just pick up the phone and dial all the no shows every single day because they've made it past the vsl the sales letter the curation the one to five like they were so close to getting on the phone with us and they didn't show up so those are really some of the people that are closest to the money so we have our appointment centers and our sales reps pick up and dial those people every day to try to get them back on the calendar next is also inside our crm we do text messages i really recommend if you're a b2b company or a b2c company and you're having your sales reps text from their own phone i do not recommend that number one it's very hard to train and coach them number two and you need to make sure you have a record of all the leads communications in case something happens later on you can be able to reference all of it number three if that sales rep ever leaves they're going to be leaving with all of your sales and lead data and so they're going to go to another offer and sell your information and number four it usually gets lost you know in their personal text messages as well so we make all of our sales reps use our crm and a phone number inside of there and then what happens is if they get an inbound text just to make sure that they might not see it they might not have their app pulled up for the crm whatever else it is um we actually find the number that they're texting to and then we look inside of a google sheet and say okay who's the rep that has this number and then we send a direct message to them inside of slack that says hey you just got a text here's what it is you know click here to respond back next one is going to be this is something i created recently which is like i said we canceled about 67 of the booked appointments we have every month so one of the things i did was we were canceling appointments but then they were still getting that email nurturing sequences that i was talking about earlier so one of the things that i did was i created it so that when we cancel that appointment because we curate them because they're not the right fit then we put them inside an active campaign automation that removes them from all other automations that are going on right now so it's not like we're saying hey cancel the appointment and then they're getting more reminders that are saying can't wait for your appointment right it was like kind of very confusing for them so now they're removed from all other automations that happen okay another thing that we do is we have a team of eight sales reps three appointment centers and one sales team leader and so that sales team leader needs to listen to all of the sales reps recordings on a day-to-day basis coach them give them feedback and if you have a sales team leader and you're making them like go log into zoom or log into this thing and try to find these it's gonna be almost impossible anytime you add that much friction they're going to not likely do it so one of the things that we did is we made it so anytime there's a new recording we filter it by a specific user so this is for brian once again our customer assess manager anytime there's a new recording from him it automatically goes inside of a slack channel that my sales team leader has access to so he can see on a day-to-day basis just randomly choose three or four meetings that he wants to listen to and give feedback on or maybe brian messages our sales team leader and says hey i thought i could have closed this person but they threw me a curveball at the end and i didn't really understand it here's the name our sales team leader can go back and look at who that person was and give them some feedback okay next one's gonna be the zoom extraction form so i like i said shoot a bunch of content every single week and i also have multiple coaching calls with six seven eight and even nine figure business owners and on those coaching calls there are a lot of valuable things that go on we talk about a lot of really incredible stuff and so sometimes what i get from that coaching call i'm like wow that was a gem and we need to save that so i actually created a form that myself or any one of my other coaches can fill out and it says hey what was the name of the recording you know what was the date of the recording and what was said and they just had to type that out in a form and then that will go to my content team inside my content calendar they'll log back into the zoom recordings and they will pull and extract that coaching call and then they will post it on my social media so for example if you're not following me on instagram it's at review valla i do recommend that you do it you can actually see a bunch of coaching call examples of me teaching and it's because at the end of the call i hop into a form type it out in 10 seconds and then from there i know that i have the systems animations that i'll be posting my instagram in a day or two moving forward to the next one is going to be we started implementing weekly check-ins for both of our companies so that every single week we send a form out to our clients and says hey what was your biggest win this week what was your biggest loss this week if we had a magic wand and we could solve something for you what would it be so that we can figure out okay cool can we actually solve this for this person and so as soon as they get onboarded we will create a loop inside of that onboarding that sends them an email from our customer assess manager you know each client has a different customer assess manager and says hey it's the end of the week hope you're doing well please fill out this form and that form zaps over to our slack channel so that they can get feedback and then send a loom video back and answer any questions they may have and this has been really great for increasing i mean we have some of the best customer success results in our entire industry because we do stuff like this nobody else is willing to go in depth as we are and you guys can do the same thing if you just leverage automation for it as well okay another thing that we do also like i talked about earlier is anytime we have a new payment so i talked about payment failure but the other great thing is when you got a new payment success and i absolutely hate notifications on phones i think it's a waste of time and a distraction so one of the things that we did was i turned off all my notifications except for slack because i think it's really important and so now i have a payment success channel and anytime we have a new payment success inside of our uh channel we do two things number one we update that person inside of our crm close io and says hey this person paid and then the second thing we do is put it inside of slack and say hey this person paid as well so the whole company gets to see we all get it's like hanging around the water cooler someone gets like a big paid and full and everyone's like yeah and also it goes inside of our crm so that we can register that person and understand what their you know movements are inside of our company uh next one is also going to be for whenever somebody books an appointment for one of our other companies i'm not going to go too in depth on this i saved these for one of the later ones but what we pretty much do is figure out where this person so one of the things we do for our higher level clients is we assign tracking systems so if you're somebody and you have you know you're maybe doing 50 80 100 000 a month plus and you have all these different traffic sources coming in one of the things that we'll do is actually identify what was the content you know what was the source so youtube ads youtube organic what was the content what was the specific youtube video or specific youtube ad um and then we look up like things like agent id meaning was there appointments that are involved so i'm not gonna go too in depth on this one because honestly it's probably gonna go over 99 of your head but if you are doing a few hundred thousand dollars a month and you want to start tracking stuff more i do recommend you reach out to us and i think that this is also whenever someone books an appointment we put them inside of our crm so that we can say hey this person books an appointment at this date um you know these are all the information and details you need so we can never see hey we want to look up inside of our crm anybody that maybe filled out an application but never booked an appointment with us and here's all the information so that then we can reach out and call them so if you don't have in your crm automatically when someone books an appointment with you then you could be reaching out to people that already got on a call with you and you're saying the same message as somebody who's never spoken you guys before so it's important that you have those different tags and different automations that let you know this person's never spoken to us this one has spoken west because there's two different messaging so there you have it ladies and gentlemen the 20 automations that we use inside of our company in order to keep a lean team keep our workflows really simple and remain hilariously profitable if you guys got value out of the video please be sure to smash the like button and hit subscribe and as i promised before i want to talk to you about how you can get your hands on all of these automation so you can copy and paste them inside of your business in just two clicks all you do is click the link in the description down below that says scalingwithsystems.com zap enter in your information and we will email you over every single one of these automation so you can copy and paste it inside of your business immediately if you want to learn a little bit more about zapier and how to set it up in your business i also recommend you check out the video on the screen here which is my beginner's tutorial for zapier so that you can then implement all of this with ease hopefully you guys got value and i'll see you in the next video uh [Music]