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SOP-26: Administrative Automation Protocol

The AutomationSurgeon's Operational Efficiency System
Version 1.1
Owner Founder
Purpose This document outlines the automated systems and workflows that handle administrative tasks, reducing overhead and protecting founder time for high-value client work. It ensures the business can scale without proportional increases in administrative burden.

1. Overview

1.1. Primary Objective

Automate all non-billable administrative tasks to maximize founder time for client delivery, strategic work, and business development while ensuring professional service delivery.

1.2. Critical Success Factors

  • Time Protection: Minimize founder time spent on administrative tasks
  • Accuracy: Ensure all automated processes maintain data integrity
  • Scalability: Systems must handle increased volume without proportional time investment
  • Professionalism: All automated communications maintain brand standards

2. Core Administrative Systems

2.1. Invoice Generation & Payment Tracking

Automated Workflow (n8n):

Trigger: Project completion or milestone achievement Process: 1. Generate Invoice: Pull project details from CRM 2. Calculate Amount: Apply pricing rules and discounts 3. Send Invoice: Email via Stripe/Invoice with professional template 4. Track Payment: Monitor payment status and send reminders 5. Update CRM: Mark project as paid when payment received

Success Metrics: - Payment Speed: Average 7 days from invoice to payment - Collection Rate: >95% on-time payments - Processing Time: <5 minutes per invoice

2.2. CRM Updates & Lead Scoring

Automated Workflow (n8n):

Trigger: Lead interaction or status change Process: 1. Capture Lead Data: From website forms, emails, calls 2. Score Lead: Apply qualification criteria automatically 3. Update Status: Move leads through pipeline stages 4. Schedule Follow-ups: Set reminders for next actions 5. Generate Reports: Weekly lead pipeline summary

Pipeline Stages: - New Lead: Initial contact - Qualified: Meets IPP criteria - Proposal Sent: Treatment plan delivered - Negotiating: Active discussion - Closed Won: Project confirmed

2.3. Client Communication Scheduling

Automated Workflow (n8n):

Communication Schedule: - Project Start: Welcome email with timeline - Day 3: Progress update with status - Day 5: Completion notification - Day 7: Support check-in - Day 14: Final support and testimonial request

Template Library: - Welcome Email: Project overview and expectations - Progress Update: Status and next steps - Completion Email: Delivery package and support information - Support Check-in: Performance and satisfaction survey - Testimonial Request: Easy-to-complete feedback form

3. Quality Control & Monitoring

3.1. Automated Error Detection

System Monitoring: - Failed Workflows: Immediate alerts for workflow failures - Data Inconsistencies: Validation checks for CRM data - Payment Issues: Alerts for overdue invoices - Communication Failures: Notifications for undelivered emails

Error Response Protocol: 1. Immediate Alert: Email notification to founder 2. Automatic Retry: System attempts to resolve issue 3. Manual Intervention: Founder addresses if needed 4. Process Update: Modify workflow to prevent recurrence

4. Success Metrics

4.1. Time Efficiency

  • Administrative Time: <15% of total founder time
  • Automation Coverage: >90% of repetitive tasks automated
  • Processing Speed: <5 minutes for standard administrative tasks
  • Error Reduction: <5% error rate in automated processes

4.2. Business Impact

  • Revenue Protection: Maintain >95% collection rate
  • Client Satisfaction: >4.5/5 rating on administrative interactions
  • Scalability: Handle 3x volume without proportional time increase
  • Cost Efficiency: Reduce administrative costs by >70%