A 90 Day Automation Roadmap for Service Businesses

Weeks 1 to 2: Map the current workflow

Start by documenting the core client journey: lead intake, qualification, scheduling, delivery, and follow up. Use a whiteboard or simple doc, then capture where handoffs break.

Identify the top three bottlenecks. These are often lead response time, inconsistent updates, or manual reporting. Your automation plan should focus here first.

Weeks 1 to 2: Prepare the data foundation

Clean up the fields your workflows will rely on. Decide where the source of truth lives and remove duplicate data that could cause conflicting updates.

If your tools are not connected yet, list the integrations that matter most. Start with your CRM, email, and scheduling platform before adding anything else.

Weeks 3 to 4: Launch a lead intake system

Set up a structured intake form that feeds directly into your CRM or task manager. Automate the confirmation email and alert the right person immediately.

Add lead routing rules so high value inquiries get the fastest response. If your sales team lives in email, push the lead summary there with a clear next action.

• Standardize lead data fields
• Auto create tasks or pipeline entries
• Send internal alerts within minutes

Weeks 5 to 6: Automate scheduling and reminders

Scheduling is a common friction point. Automate booking confirmations, calendar invites, and reminder sequences. This reduces no shows and keeps everyone aligned.

If you dispatch field teams, add a workflow that sends a daily schedule summary and updates the internal board when appointments change.

Weeks 7 to 9: Systemize delivery and handoffs

Create a repeatable project kickoff checklist and automate the creation of project folders, checklists, and client updates. This keeps delivery consistent even when the team is busy.

Build a client update workflow that sends progress reports on a fixed schedule. Consistent updates reduce inbound status requests.

Weeks 10 to 12: Add reporting and refinement

Now that the basics are automated, add reporting. Track response times, conversion rates, and delivery timelines. Use the data to improve the workflow.

Refine based on team feedback. Automations should reduce friction, not add it. If a step feels clunky, adjust it.

Change management and adoption

Automation succeeds when the team understands the why. Communicate the purpose of each workflow and show the benefits in real time saved.

Set a simple feedback loop. A quick weekly check in helps you catch issues before they create workarounds.

Key metrics to track

A roadmap only works when you measure outcomes. Track a small set of metrics that align with your business goals and review them every month.

• Lead response time
• Conversion rate by channel
• On time delivery percentage
• Client update consistency