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.

🔔 Trigger

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

🔍 Conditions (optional)

Filters that narrow when the automation runs. You can add multiple conditions — 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

⚡ 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

Log in to Lessen Pro.

Select Business Settings from the left navigation menu.

Select Automations.

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

🎯 Lead Automation

📋 Work Order Automation

🧾 Quote & Invoice Automation

Select + Add Automation.

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

Select the trigger event.

Add conditions if needed.

Select one or more actions.

Review the automation settings.

Select Save. The automation will begin running once enabled.

📋 Customer communication notifications — previously managed under Customer Communications in Business Settings — are now managed here as default automations. Existing settings are automatically migrated.

Communication automations automatically send emails or text messages to customers or your team based on activity. When creating a communication automation, you can use a rich editor with:

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

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.

💡 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

📌 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.