Automate the Busywork: 7 Workflows That Give Solopreneurs Their Time Back
In short: Automation tools like Make and Zapier connect the apps you already use, so tasks like onboarding, invoicing, and lead tracking happen on their own. The best place for a solopreneur to start is one repetitive workflow, documented first, then automated and tested.
If you run your business solo, you already know the work that drains you most isn't the work you're best at. It's the copy-paste, the follow-up reminders, the "did that invoice go out?" moments that eat an hour here and an hour there.
After 17 years in administrative and operations work, including 7 supporting founders and solopreneurs as a virtual assistant and fractional operations partner, I've seen the same pattern again and again. Talented founders spend their best hours on tasks a well-built workflow could handle in seconds.
That's where automation platforms like Make and Zapier come in. They connect the apps you already use so information moves on its own. This post walks through what automation is, seven workflows worth building first, and how to start without overwhelming yourself.
What a workflow automation actually is
Every automation follows the same simple pattern: a trigger and one or more actions. Something happens in one app, and that event tells other apps what to do next.
For example: a new client signs your contract (trigger), so an invoice is created, a welcome email is sent, and a project folder appears in your Google Drive (actions).
Make calls these "scenarios," and Zapier calls them "Zaps," but the idea is the same. Both connect thousands of popular tools; you can browse what's supported in Make's integrations directory and Zapier's app directory. The right platform depends on your budget, your tools, and how complex your workflow is. What matters most is choosing the right workflow to automate first.
7 workflows every solopreneur should consider automating
1. Client onboarding
Onboarding is where first impressions are made, and where details slip most often. When a contract is signed in a tool like SignWell, an automation can create the client's record in your CRM, set up their project folders, and add their kickoff tasks to Asana or ClickUp. Your client gets a smooth, consistent start every time, even on your busiest week.
2. Invoicing and payment follow-ups
Chasing payments is uncomfortable, and it's easy to put off. Automations can generate an invoice in QuickBooks, Zoho Books, or Wave the moment work is approved. They can also send polite reminders when a payment is late, so you protect your cash flow without the awkward emails.
3. Lead capture and CRM updates
Every inquiry form, discovery call booking, or newsletter signup is a potential client. Instead of copying contact details by hand, an automation can send each new lead straight into HubSpot or your CRM of choice, tag where they came from, and notify you in Slack. No lead gets lost in your inbox.
4. Scheduling and meeting prep
When someone books through Calendly, the work doesn't stop at the calendar invite. An automation can send a pre-call questionnaire, create a notes document for the meeting, and remind you to follow up afterward. You walk into every call prepared instead of scrambling.
5. Email marketing and nurture sequences
New subscribers and past clients deserve thoughtful follow-up. Automations can add contacts to the right list in MailerLite or a similar platform based on what they downloaded or purchased. Your audience hears from you consistently, even when you're heads-down on client work.
6. File organization
Attachments, signed contracts, and receipts tend to scatter across email and downloads folders. A simple workflow can save them automatically into a consistent Google Drive folder structure, named the same way every time. Finding a document becomes a five-second task.
7. Reporting and weekly snapshots
It's hard to make good decisions without a clear view of your numbers. An automation can pull new leads, booked calls, and paid invoices into a single spreadsheet or dashboard each week. You get a quick snapshot of how your business is doing without digging through five different apps.
A free option for Google Workspace users: Google Apps Script
If your business runs on Gmail, Google Drive, Sheets, and Calendar, you may not need a paid automation platform for every workflow. Google Apps Script is a free tool built into Google Workspace that lets your Google apps work together on their own.
A few things Apps Script handles well:
New client folders: When a client fills out a Google Form, a script creates their Drive folder from a template and sends a welcome email from Gmail.
Documents from templates: Client details in a Google Sheet fill in a proposal or agreement in Google Docs automatically.
Inbox tidying: Attachments from specific senders, like receipts or signed forms, are saved to the right Drive folder.
Daily or weekly summaries: A script emails you a snapshot of new form responses, upcoming calendar events, or outstanding tasks from a Sheet.
The trade-off is that Apps Script uses code (a version of JavaScript), so it takes more setup than Make or Zapier. It also only works within Google's ecosystem. For founders who live in Google Workspace, though, it can replace several paid automations at no extra cost. If you're not sure which route fits your business, I can help you decide whether Apps Script or a no-code tool is the better fit.
What not to automate
Automation is powerful, but it isn't a replacement for care. Some moments in your business deserve a real person's attention.
A heartfelt thank-you after a big project, a check-in with a client who seems stressed, or a sensitive conversation about scope should stay personal. The goal of automation is to free up your time for those moments, not to remove them.
A good rule of thumb: automate the repeatable, keep the relational. If a task follows the same steps every time, it's a strong candidate. If it requires judgment, empathy, or reading between the lines, keep a human in the loop.
How to get started without the overwhelm
You don't need to automate your whole business this month. In fact, you shouldn't. Start small:
Audit your week. For five days, jot down every task you repeat. Note how long each one takes.
Pick one workflow. Choose the task that's most repetitive and most annoying. That's usually where the biggest relief is.
Document it first. Write out each step as you do it today. A clear process is far easier to automate, and it doubles as a standard operating procedure for anyone who supports you later.
Build, test, and watch it. Run a few test records through before you trust it fully. Check on it weekly for the first month.
If you'd like more ideas on building systems that support you, browse the rest of my Journal or see how I work with founders on my For Founders page.
Frequently asked questions
Is Make or Zapier better for a small business?
Both are good choices. Zapier is often easier for beginners and supports a very large number of apps. Make uses a visual builder and is often more budget-friendly for multi-step workflows. The better pick depends on which apps you use and how complex your process is.
Do I need to know how to code to automate my business?
No. Both Make and Zapier are built for non-developers, using drag-and-drop or step-by-step setup. Coding knowledge only helps for advanced connections, like custom webhooks.
Can I automate Google Workspace without Make or Zapier?
Yes. Google Apps Script is free and built into Google Workspace. It can connect Gmail, Drive, Sheets, Docs, and Calendar, though it requires some code to set up.
How much does automation cost?
Both platforms offer free plans that cover simple workflows, and paid plans scale with how many tasks you run each month. You can compare current plans on Make's pricing page and Zapier's pricing page.
What should a solopreneur automate first?
Start with the task you repeat most often that follows the same steps every time. For most of the founders I support, that's client onboarding, invoicing, or moving new leads into a CRM.
Will automation replace the need for a virtual assistant?
Not entirely. Automation handles repeatable steps, but someone still needs to design the workflows, maintain them, and handle the work that takes judgment. Many founders find the best results come from pairing the two.
Let's build the workflows that give you your time back
You started your business to do work you love, not to spend your evenings moving data between apps. The right automations can quietly handle the busywork so you can focus on clients, growth, and rest.
At Savvy Assistant Inc., I help solopreneurs and founders map their processes, choose the right tools, and build workflows that actually fit how they work. Explore my Services, or if you're ready to talk through what to automate first, book a free discovery call. I'd love to help you find your first hour back.