Workflow Automations in Lessen Pro

Workflow Automations in Lessen Pro

Learn how to create and manage automations in Lessen Pro to reduce manual work and automate repetitive tasks across Leads, Work Orders, Quotes, and Invoices.

What Are Automations?

Automations help save time by automatically performing actions when specific events occur in the platform. Instead of manually managing every workflow step, you can create rules that run in the background.

Set the rule once and let Lessen Pro handle the process automatically.

Examples include:

  • Automatically accepting incoming leads
  • Sending customer notifications
  • Assigning technicians
  • Adding customer or Work Order tags
  • Sending reminders for unpaid invoices
  • Notifying internal teams when updates occur

How Automations Work

Every automation follows the same structure:

πŸ”” Trigger

The event that starts the automation. Each automation can have only one trigger.

Lead

Lead received β†’ Lead amount updated β†’ Lead status changed

Work Order

Work Order created β†’ Work Order status changed

Quote & Invoice

Quote created β†’ Quote approved β†’ Quote rejected β†’ Invoice created β†’ Invoice status changed β†’ Invoice amount updated

πŸ” Conditions (optional)

Filters that narrow when the automation runs. You can add multiple conditions β€” all conditions must be true for the trigger to execute.

  • Service category equals HVAC
  • Lead amount greater than $500
  • Two days have passed since trigger
  • Customer has a specific tag
  • Work Order status equals Scheduled

ℹ️ Conditions can be used for both self-managed and Lessen work orders.

⚑ Actions

The tasks performed once the trigger and conditions are met. You can include multiple actions in a single automation.

  • Accept lead
  • Assign technician
  • Add tag
  • Add note
  • Send communication
  • Send invoice reminders

ℹ️ Actions can be used for both self-managed and Lessen work orders.

Access Automations

1

Log in to Lessen Pro.
2

Select Business Settings from the left navigation menu.
3

Select Automation.
4

Review existing automations grouped by module: Lead Automation, Work Order Automation, and Quote & Invoice Automation.

Default Automations Included

Lessen Pro includes prebuilt automation options to help you get started.

Existing Customer Communication Automations

The platform automatically migrates existing customer communication settings. These automations:

  • Cannot be edited
  • Keep current email and text preferences
  • Replace previous Customer Communication functionality

Suggested Automations

The platform also includes suggested automations that can be customized:

  • Accept Lead
  • Remind Customer on Scheduled Work Orders
  • Notify Team on Quote Rejection
  • Remind Team on Unanswered Revision Requests

πŸ“Œ Suggested automations can be edited or deleted and are turned off by default.

Create a New Automation

1

Select + Add Automation.
2

Choose the module: Lead, Work Order, or Quote & Invoice.
3

Select the trigger event.
4

Add conditions if needed.
5

Select one or more actions.
6

Review the automation settings.
7

Select Save. The automation will begin running once enabled.

Communication Automations

πŸ“Œ Communication automations are only available for self-managed workflows. They do not apply to Lessen work orders.

Communication actions allow you to automatically send emails based on activity. Features include:

  • Rich text email editor
  • Dynamic variables (e.g. Lead ID, Customer name, Scheduled arrival time, Quote amount, Work Order details)
  • File attachments
  • Email preview

This helps create personalized, automated communication without manual effort.

Manage Existing Automations

From the Automation page you can:

  • Enable or disable automations
  • Edit existing automations
  • Delete automations
  • Filter by automation outcome type: Action or Communication

Use the toggle in the Enable column to turn automations on or off without deleting them.

πŸ’‘ Best Practice

  • Start with one or two automations before creating more complex workflows
  • Use conditions to prevent unnecessary actions
  • Review automated communications before enabling them
  • Periodically review active automations to ensure they still match your workflow
  • Test new automations before relying on them in daily operations

πŸ“Œ Automations are designed to reduce repetitive tasks and create more efficient workflows, helping teams spend less time on manual processes and more time managing work.

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