Five flows every CRM team should automate first
The five Custom Flows we set up on day one with every new prodash.ai customer. They take an afternoon to build and pay back the rest of the quarter.
Every team has its own pipeline. But after rolling out prodash.ai with hundreds of operators, the same five flows show up first — because they're the highest-leverage things a small team can automate before doing anything else.
Here they are, in the order we usually build them.
1. Inbound lead routing
The trigger is a new lead from a form, an inbox, or your website. The flow enriches the contact, scores it against your ICP, and routes to the right rep — round-robin if it's a fit, archived if it's not.
Why this is first: every minute a hot lead waits, the conversion rate drops. A flow that runs in under 90 seconds is worth more than any nurture program.
2. Stale-deal nudge
Pick a stage and a threshold — say, Proposal with no activity in 7 days. The flow pings the deal owner in Slack with a one-click "I'm on it" or "snooze." Anything still stale at 14 days bumps to the manager view.
Reps hate forgetting. Managers hate chasing. This flow handles both without becoming a nag.
3. Renewal lifecycle
Trigger 90, 60, and 30 days before contract end. Each step pulls fresh usage data, flags risk indicators, and pings the AM with a tailored playbook. The 30-day step opens a renewal task and pre-drafts an email.
A renewal that surprises you is a renewal you've already lost.
4. Onboarding handoff
The moment a deal hits Closed Won, the flow:
- Creates the customer record
- Posts the deal context into a fresh Slack channel
- Schedules a kickoff in the AE and CSM calendars
- Drops onboarding tasks into the project view
The handoff is where most CRMs leak. A flow makes sure nothing falls between sales and CS.
5. Weekly forecast roll-up
Friday morning the flow snapshots the pipeline, computes weighted commit/best-case, compares against last week, and posts a one-screen report into the leadership channel. Your forecast meeting becomes a 10-minute "any questions?" instead of a 45-minute scramble.
None of these are clever. That's the point. Most teams know they should be doing all five — they just never get the time. A flow you build once runs forever.
When you're ready, book a demo and we'll wire the first one up with you live.