A Peek Inside My Workflow (Admin)

Like most virtual business owners, apps, programs are EVERYTHING! I’ve tried tons of different software and programs from the popular to the unknown. Now I feel like I finally got a workflow that seems to be working for me the way I want it to.

1. Help Scout: I use this services as a tool for communication with clients. The client fill out a form on my site (Gravity Forms) then it forward that information to a mailbox in Help Scout. From there I can answer all their questions, use pre-made scripts for frequently asked questions, and more. I love how it keep those emails organized, leave myself notes and see if the client read the email or not.

2. ConvertKit: I use ConvertKit to send out my info packets. Having an info packet prescreen clients for me. It eliminated those who are ready to get the ball rolling and those who aren’t ready to go full force. My info packet includes information on my rates and process. Here’s how it works, when they fill out the form on my site it will automatically send them via email.

3. Dubsado: I was looking for a more simplified solution to help my workflow. Now with Dubsabo I have both Pancake and HelloSign combine. I can create the contract, questionnaires and invoice with payment reminders all at once and send just one email to the client. No more waiting for confirmation because I have a Dubsado workflow create to trigger to send the rest of my after when it receives confirmation.

Pancake: So here’s the thing, I have tried tons of invoicing systems and I mean tons. When I found pancake I feel in love, just like any other person who’s ever used pancake.

1. This invoicing system is self-hosted so it’s only a one-time payment and not monthly fees with lifetime upgrades.
2. I can style more than just the invoice. Pancake allows me to brand the entire thing, like the admin dashboard, the client portal, support tickets and more.
3. I can use both PayPal and Stripe without having to purchase an add-on.

HelloSign: Paper contracts were never an option for me and the old way of doing things wasn’t easy. HelloSign makes it so easy to send contracts to clients and save me tons of time. All I have to do is upload the contract, set the areas that need to be filled and hit send. It send notifications and has an audit trails for each contract sent.

Slack: Slack is this new amazing communications software that is raging right now. Normally online business owners are using it to replace Facebook groups. I use it a bit differently since I have so many tools that I use, I use the API of all those services and send all my notification to my slack. This way I’m not getting tons of emails everywhere. I get alerts from slack about all my services. *If you sign up using my link you’ll get a $100 credit.