Marketing agencies manage multiple clients simultaneously — each client requiring email drip campaigns, follow-up leads, payment reminders, and weekly reports. If done manually, you'd need one employee solely for sending emails and messages. With automation, the machine does it all — 100% accurate, 24/7 .

10 Essential Workflow Agencies to Set Up

1. Lead Nurturing

Trigger : New leads from landing page / Facebook Lead Ads

```

New lead (from Facebook Ads → landing page → form)

Down (immediately)

📧 Email 1: Welcome + Free Documents

Down (2 days)

📧 Email 2: Case study in a similar industry

Down (4 days)

📧 Email 3: Comparing solutions

Down (7 days)

📧 Email 4: "Schedule a free consultation"

Down (if no response after 14 days)

⚡ Create a task for sales: "Make follow-up calls"

```

2. Welcome New Client

Trigger : Client signs contract (deal won in CRM)

```

"Won" Deal

Down (immediately)

📧 Email: Welcome new client + Onboarding checklist

Down (1 day)

⚡ Create a separate workspace for the client.

Down (2 days)

📧 Email: Instructions on accessing the dashboard

Down (7 days)

📧 Email: "First week — How are things?"

```

3. Appointment Reminder

Trigger : Meeting/appointment created

```

Meeting creation

Down (before 24 hours)

📧 Email + 💬 Zalo: Meeting reminders

Down (before 1 hour)

💬 Zalo: "Meeting in 1 hour — Zoom link: ..."

Down (after the meeting)

📧 Email: Meeting notes + action items

```

4. Monthly Report Automation

Trigger : The 1st of each month

```

The 1st of every month

↓

📊 Automatically generate a report for the previous month

↓

📧 Send an email to the client: "Report for month X attached"

↓

⚡ Create task: "Review report with team"

```

5. Abandoned Cart Recovery (E-commerce Client)

Trigger : Customer adds items to cart but does not proceed with checkout.

```

Abandoned cart (30 minutes)

↓

📧 Email: "What did you forget in your shopping cart?"

Down (if not purchased within 4 hours)

📧 Email: "10% Discount — Complete your order now"

Down (if not purchased within 24 hours)

💬 Zalo: "Product X is almost out of stock!"

```

6. Social Media Content Calendar

Trigger : Weekly posting schedule

```

Every Monday, Wednesday, and Friday

↓

🤖 AI creates draft content

↓

⚡ Create task: "Review & approve content"

Down (when approved)

📱 Automatically post to Facebook and Instagram

```

7. Customer Feedback Collection

Trigger : After service/project completion

```

The project is complete.

Down (after 2 days)

📧 Email: "Rate our service" + Survey link

Down (if rating > 4 stars)

📧 Email: "Thank you! Please write a review on Google"

Down (if rating is less than 3 stars)

⚡ Alert: Notify the manager to handle the issue.

```

8. Invoice Reminder

Trigger : Invoice created/due

```

Invoice created

Down (immediately)

📧 Email: Send invoices to clients

Down (3 days before the due date)

📧 Email: "Reminder: Invoice #X is due on date Y"

↓ (due date, if not yet paid)

💬 Zalo: "Invoice #X is due — Please pay"

Down (overdue by 7 days)

⚡ Alert: Notify the account manager

```

9. Upsell / Cross-sell

Trigger : Client completes the project + good results

```

Project completed + KPIs achieved

Down (after 7 days)

📧 Email: "Great results! Want to scale up?"

↓ (suggestion)

📧 Email: Advanced service package / additional services

↓ (if interested)

⚡ Create a new deal in CRM

```

10. Win-Back (Restore Old Client)

Trigger : Client contract expires more than 30 days ago.

```

Contract expires in > 30 days

↓

📧 Email: "What's New — Updates for You"

Down (7 days)

📧 Email: Special offer for "returning clients"

↓ (14 days, if no response)

⚡ Create task: "Account manager call"

```

How to Set It Up on GTG CRM

GTG CRM Automation Builder allows you to create workflows using a visual editor :

1. Select Trigger : New Contact, Deal Change, Time, Custom Event
2. Drag and drop Actions : Send Email, Send Zalo, Wait, If/Then, Create Task
3. Personalization : Use merge tags ({name}, {company}, {product})
4. Test : Run a test with one contact.
5. Enable : Workflow runs 24/7

Agency Package Offer

Conclude

Automation significantly reduces the amount of manual work agencies do, such as sending emails, setting reminders, or following up with clients. When workflows are properly established, many marketing and customer service processes can run automatically 24/7. With GTG CRM, agencies can build these workflows within a single system, enabling more efficient management of leads, clients, and campaigns without the need for multiple separate tools.

Start for Free

66,888 credits → Set up the first 3 workflows → View results in the first week.