Throughout this year, I've worked with

dozens of agencies to automate their

business. And in this video, I will map

all of the 47 workflows and systems that

I would automate in an agency, whether

you're a marketing agency, a content

agency, or a lead genen agency. For each

system, I'll go into what exactly it

does and also how to build it, like

which AI tools to use, that you get an

idea of all of the workflows that you

can automate in a service business, and

then hopefully inspire you to want to

build some of these automations for your

own business. And if you build all of

these, you will automate your business

almost 100%. If you don't know who I am,

my name is Moritz. I'm a German engineer

with over 10 years experience in tech.

I've built my own software business to

over 200k in revenue. And now my mission

is to help transform service businesses

to run more like software businesses. So

let's dive in. Okay, now let's go into

the automation systems that I would

build for an agency. And I put them into

several buckets here. First one is

acquisition, then sales automations,

fulfillment automations, client

management and retention, operations and

team and internal. These are pretty much

all of the automations I've seen working

in agencies and that bring a positive

ROI for your business. Hey, real quick.

If you want access to this entire list

of the automation systems, then I've

also just put that into a notion

database, you can download it directly

from the link that I'll put below this

video and just get it there for free.

All right, back to the video. Okay, so

let's start with the acquisition

systems. And I've again split this into

content here, paid ads systems, and then

outreach systems. And so let's start

with the content systems. Now, the first

thing that you can do is to build some

kind of idea scraper. Obviously, when

you make content, you need the first

step is always to get ideas for the

content. And what you can build here is

some way to monitor YouTube or Instagram

or other social media platforms for

topics and scrape those topics and give

them to you as ideas. The way you would

do that is if you want to do it through

YouTube, which is a good way to do it,

you can do it directly through the

YouTube API. And if you want to access

other social media platforms, for

example, Instagram, I would recommend to

do it rather through Appify because

Appify lets you access these platforms a

little bit easier and you can get

information out a little bit easier. And

so you would basically access it this

way. Pull out the information that you

need and have some prompt to design so

that you can generate ideas based on

what you've pulled out. Okay. The next

one is once you have the ideas you would

then want to write maybe you know help

in the script and postwriting process.

Now obviously you would just use an AI

tool to do this. You can define some

custom skills to to do that. And the

best way to do that is to typically have

a lot of like a library of examples of

how exactly you want your video scripts

or your posts to be written because this

way you can reference those examples,

give it some inputs and then based on

that combination, it will give you a

much higher quality output. And what

I'll say about this is that this

automation is an example of the human

approval automation. So what I mentioned

before which means that you can set up

this automation and it can maybe get

your content to like 80 or 90% there

depending on what type of content but

usually if you want to make sure that

the content is very good and not too

AIish then you will want a human in the

end to add the remaining 10%. Now, for

the exact same reason, an automation

like a content repurposer is actually

also very useful because AI is very bad

at coming up with stuff by itself. If

you just tell it to write a post for a

social media platform, it will do a

horrible job. But what it's good at is

to take something and then just like

transform or change the format of it,

which basically content repurposing

does, right? And so there are several

different ways that you can do that. For

example, you can take a long form

YouTube video and just cut it into

clips. If you have a certain format of

your long form video, so for example, if

you have a podcast format, then what

works really well is to use something

like Opus clip or you have that also

built this functionality basically to

clip on the long form video. You have

that functionality also in in Riverside,

but I think Opus clip is is the leader

there. So, this is one way to do it. You

also have a different way which is you

can take a long form video and kind of

just look at the contents of that which

means you would take the transcription

auto transcribe it and you can use a

tool called YT the LP for that which is

hooked into your cloud and then uh when

it reads the transcription it will then

understand what this piece of content is

about and based on that it can then

suggest topics to extract from that and

help you write these new pieces of

content. But the key thing here is that

the original piece of content is the

content that gives the context for

everything. So the AI doesn't come up

with some random stuff. It just uses

what you've already produced. So

therefore, it's a content repurposer

automation. And then for the actual

scheduling of the content, you can use

something like buffer. Connect that to

your cloud through MCP and this way you

can easily schedule out your content.

Now another automation that you can

build is to create lead magnets in an

automatic way. You just like have also

feed it the topic of your content or you

know whatever context you need to create

the lead magnet. Have the lead magnet

created. Let's say you're creating a

document and just put it into notion. So

that's the giveaway. The lead magnet

that you're giving away can of course be

in any other format like a presentation

format or something like that. And then

you will usually want to create some

kind of opt-in page where you can CTA

after your video onto this opt-in page.

And when people enter their information

on this opt-in page after that they

would get access to the lead magnet. And

the way you can build this opt-in page

in a very easy way is with lovable. So

you can set up one as a template and

then if you create more you would

basically automate the process how it

just creates use that template to create

a new opt-in page and you would hook

that up to your email sending tool or

your tool basically where you collect

the email addresses of the people that

opt in and their typical tools to use

are kit or beehive. Okay, next up in

this list here are the paid ads

automations. We're still inside of the

acquisition category here. Now, one of

the things that you can do here is to

basically have an ad creative generator.

And here it depends what kind of ads

exactly you want to create. If you want

to create static image ads, those are

relatively easy to do with cloud code.

You can have a template of a static

image basically being created or you can

have Canva templates and have Canva

hooked into your cloud. And this way

these templates are basically used. And

then the benefit here is that you can

make minor edits then also in Canva

before you publish them. Now, that's for

image ads, which is easier to create.

And then if you want to create video

ads, you could hook it up directly to a

tool like Hicksfield, which is, you

know, basically just a tool that, you

know, aggregates a bunch of AI video

generators and, you know, you can just

type a prompt and it will generate the

video for you. That's one way to do it.

Or you can also, if you do more like

talking head videos and you want them to

be authentic and you actually want to

record it yourself, then you can also

just have the AI create the scripts for

you and you can then speak the scripts

into the camera and have some automated

workflows that come after this step

which do like the post-processing and

help you do the upload and so on.

Another automation system that you can

then build is essentially have your meta

ads manager, for example, it works for

Google Ads as well. you can have that

hooked up into your your cloud to the

MCP and this way it can on the one hand

monitor and give you reporting on what

is working right now when you're running

these campaigns but also it allows you

to save a lot of time that you spend on

first of all checking the account then

also uploading creating new campaigns

creating new adsets uh things like that

this can also be automated okay and the

third bucket here in this acquisition

category is basically outreach and I'll

focus on cold email here. Now, the first

step that you can do here is essentially

have it automated that you're scraping

the leads. Again, here I would use

something like Amplify is really good if

you want to, for example, tap into

Google Maps leads. If you're targeting

local service businesses or just local

businesses in general, then you can go

through Ampify and scrape these leads

from their Google Maps actor. LinkedIn

is a good source as well. And then there

are these basically databases like

Apollo where you can essentially get

leads but then also enrich leads. So you

once you have a list for example from

appy you could push it back into Apollo

to enrich them to get more details about

these leads. What you can do then do

after that after you have this list of

leads you can then basically score them.

So you just put them into a sheet and

have AI score them based on uh one to

100 fit based on your criteria and what

quality of leads they are. After that

you can have an automation that writes

the uh for you and this is similar to

the way that you would write content. So

you would also give it templates. You

would give it like a document which has

some AI writing rules and what sentences

not to use just to make it sound

supernatural. And this way you can, you

know, make sure that there's no like AI

slop sounding writing in there and you

can like remove like 95% of that. And

then finally what you can do is you can

hook it up to a tool like instantly and

have that copyrightiting essentially

just be uploaded for you. And on top of

that you can also build it in a way

because you know instantly is pretty

much like they have an API and you can

just access it or your claude or your

charge can basically access it directly.

You can also have it manage your inbox

for you. So if something comes in, you

can have it respond to a potential lead

for you through AI and you would just

essentially do the same thing. Hook it

up to to instantly and hook it up to an

intelligence and and have like Claude or

or ChadBt read the replies and then

draft a reply. Okay, let's go into this

next category here which is sales

automations. And the first one I would

like to start with is essentially DM

automation. So, you know, it handles DMs

like inbound comments. This is like one

of the examples where it's pretty hard

to build a custom tool. And so, I would

always try to use an existing software

for that. And the two best ones that I

know if you're doing it through

Instagram is just Manyhat. You can build

out these AI workflows inside of ManyHat

so that it answers for you, can qualify

the leads for you. And you can do

something similar inside of GoHigh Level

if you want to tie it to your WhatsApp.

Another automation that you can build

here on the sales side is a sales call

prep brief. So you can create something

that your prospects will be researched

before the sales call actually happens.

And the way this would work is it would

tie into your CRM. It would tie into

your calendar and then the AI has the

ability to pull that information and do

a web search about the prospect and give

you a document so that you are briefed

or you or your salesperson is briefed on

the details of this prospect and can

personalize your answers a bit better

and you would get that document before

the sales call. The next thing here is a

sales script generator. So this

technically is kind of a custom tool.

I've seen some companies do this. You

can imagine it like a variable sales

script like a dynamic sales script

basically and this sales script is a

website and you can go through it and as

you're having the sales call the the

person doing the sales call can have the

script in front of them but then can

also click on different things fill out

things and so the sales script like

adapts for you on the fly and so you can

give better answers during the sales

call. Then there is also the sales call

reviewer. So that's to review your sales

call after they have happened. If you've

done a sales call, right after it

happens, it would tie into the call

recording software, which in my case

would be Fathom, but you can use any

other like Fireflies also. It would tie

into that, pull the transcript from

there, analyze it based on any criteria

that you've given. So given it, for

example, some sales frameworks or, you

know, you can pull these also from let's

say some Alex Hermosi videos. pull these

frameworks and then use that as a

criteria to evaluate your sales calls

and then give you a report and just

output that into your Google Drive or

notion for your sales people to see. So,

you know, every day they kind of have

like live feedback on what they did well

in their sales calls and also of course

what they need to improve. You can do a

similar thing here which I call the

objection handling report which is more

on a longer time frame. It's also kind

of a review, but it would work the same

way that let's say at the end of the

month, you want to go in and have all of

your sales calls being pulled directly

from your sales call recording tool like

Fathom and just have like a batch

analysis of all of the sales call to

pull out the top objections. Using those

top objections, you can obviously like

then refine your funnel and make sure

that you're speaking the actual language

of your prospects in your funnel and

this way improve your marketing. Next

up, we have a proposal generator. So

this works in a way that again it can

pull the context from the calls that

you're having with your clients or

prospects in this case and then based on

the call transcript it can generate a

proposal. Of course this will be

customized to how exactly you want the

proposal but through the combination of

your let's say template for your

proposal and the call transcript it can

be customized to your prospect and this

of course helps increase the closing

rate. And then these two automations

both kind of have to do with your CRM.

And so the follow-up sequencer is

essentially just like sequences to

follow up with leads or people that

maybe haven't booked a call. And these

typically like you don't need to build

them yourself. You have features within

tools like if you're using kit or

beehive or if you're using for CRM for

example I'm using atio you have some

workflows that you can define in there.

A very good email sending tool is also

resend which you can connect to your

cloud code or you know uh other tool and

you can use these to build these

follow-up sequences and then you'll want

your CRM to also be able to auto update

and some of the modern CRM like atio

another example is folkier are very good

in a sense that they've opened up to

your AI tool like claude and so you can

connect atio via mcp to claude and this

way you can essentially build

automations around how your CRM gets

updated. So you can chat with your CRM,

you can just ask like which leads are

scheduled for today or something like

that. Uh and you can say like update the

status and then you can of course

automate these steps depending on what

exactly you need. Okay, next we're in

the fulfillment category. And what I

would start off here with is the

automations around onboarding. So a lot

of agencies have a very lengthy

onboarding process which costs them a

lot of time but also gives the clients a

very bad experience from the moment that

they end our program or or your services

which is bad because the first 30 days

actually determine how long your

customer is going to stay and so the

onboarding is a huge part of that. The

onboarding automations that you can

build around that is essentially you can

create custom onboarding forms. This

then allows you to just skip using tools

like tally or type form and you know

these forms can just easily be like

created with one prompt inside of cloud

code put it on a custom website and then

after that you can essentially have it

do all kinds of automations for you

after the onboarding stuff has been

collected. So the client enters their

onboarding details then you may want to

have like a workspace being provisioned.

So this is different for every company,

but in a lot of agencies, what they do

is they would create like one Google

Drive folder and have a certain folder

structure in there for all of the assets

that the client should have and then

also create the assets that the client

would need based on the information that

they've entered based on other

information they've given. Create the

assets that they would need. So these

can be things like offer documents or

VSSL scripts or even ads or landing page

copy because a lot of these assets you

can basically create them once the c the

customer has given you some information

and if your service is a done for you

service you can pretty much create these

assets for your client in a very quick

way right after onboarding and this of

course gives them a very good experience

because they pay for something and then

they immediately get value. Now, one of

the problems here is that you often also

need to chase for some information from

the client. So, for example, chase some

login or some other brand assets that

they need to hand to you. This you can

automate by having essentially a

connection into the communication

platform that you have with the client

and then you can automate the reminders

so that your client knows okay these are

the things that are missing like they're

being reminded that they need to hand

this into you. So the other thing that

can be done here is to and this is

similar uh to what I talked about before

of the assets being created but what you

can create also is some kind of kickoff

deck a presentation of let's say the

road map and also a like to-do list all

based on what the customer has entered

into the onboarding form but also pulled

from the information that they've

already given you in the calls that

you've had with them. So it could be a

sales call or maybe the onboarding call

just so you know the customer doesn't

need to repeat themselves all the time

and you can just pull that information

and fill it out for the customer. And as

your relationship is ongoing with the

customers, of course, what you can do on

an ongoing basis is pull the calls that

you're having with your customer.

Summarize them, put them into meeting

notes, extract to-dos from those calls,

and then also document them somewhere.

And this just like keeps everything

super clean. your customer has like one

page or or one folder where everything

they have is being stored in one central

location and it's kind of like a living

document or like a living directory and

just you know delivers a lot of value

for the customer. And then there's tons

of things that you can do on the actual

delivery side. And this of course

heavily depends on what kind of agency

you are. But just to give you one

example here of let's say you're a

performance marketing agency and your

job is once your client has been

onboarded, you will build them the

funnel that they will need to to run

like let's say meta ads. Then they will

need ad creatives and then they will

also need some kind of management of the

ads that you run for them and obviously

some kind of reporting. So all of these

fulfillment stuff can be automated and

the automations that you would build

here are very similar to the the things

that I've already mentioned in the

acquisition category because these are

basically the same automations, right?

You build funnels, you would build like

ad creatives and like some kind of

reporting stuff. Now you can build these

either just directly with by having some

cloud skill do that and then you would

depending on the the creative here you

would connect them to tools like Canva

or Hicksfield the same ones that I've

mentioned before. Now these automations

would of course be different if you're

let's say a ghostwriting agency right

you would have very different

automations here but uh these

automations that you built here then if

you're ghostriting agency would be more

similar to the ones I mentioned in the

earlier content section of the

automations okay let's go into the next

bucket here which is client management

and retention so how do you make sure

that you can you know increase the

chances that your clients will stay with

you now one of the things that I

mentioned in the delivery bucket as well

also is like some kind of reporting

generator. So it just should like make

sure that the client has the visibility

and the transparency into what you're

doing and how well it's performing. So

you can automate the reports that it

generates for the clients maybe on a

weekly basis or on a monthly basis. Now

you can hook that up either into just

Google Sheets and have it be created in

in Google Sheets. And the information

can be pulled depending on what agency

you are, but it could be pulled again

from the ads MCP or some other place.

You can automate workflows around your

communications too. So if you have a lot

of clients, let's say in your Slack

channels and then you can have those

channels being monitored by Slack bots.

And the way I would do that is actually

I would use a tool called Victor.

Actually, I'll I'll add that here. And

you can essentially put Victor into your

Slack channel with your client

essentially and then set up a skill and

a automation that just monitors things

that you want to keep an eye on. So this

can be simple things like the client has

written you and you haven't responded in

you know a day and then you get a

reminder that you need to respond there

or it can obviously be more complex

workflows. It could also be done in a

way that your client is actually able to

get the simple stuff done with your bot.

So your client can just tag the bot and

get some of the simple things done

directly by the bot. So you don't even

need to do the communication yourself.

So there are several possibilities here.

You can set up a weekly updator which I

guess is similar to the reporting. You

can also set up a common question spot.

The way I would do that is either use

the custom GPT function by chat GBT or

just go into cloud and create an

artifact and then just give it all of

the information that you know you have

documented about how your processes are

or like basically like if you've

documented Q&As's in the past just put

it in there and this way your customers

if they have some question to you you

can tell them like hey you can also just

ask this bot first and the bot will most

likely have the answer and if the bot

doesn't have the answer then you can

come to me and and ask me. There's a

whole another category here which I

would label as detectors and warnings.

So you can set up turn risk detectors

upsell spotters testimonial collectors.

Now the thing about these automations is

that you need to create some place where

you collect a lot of the customers data

so to say and I don't mean data in in a

like private data or anything. I mean

like all of the interactions you've had

with the customer. This can be through

the communication channels. These can be

the sales calls. So you want to track as

much as possible and put that in one

place of everything you have about the

customer. And this way you can set up

automations that then check for these

things on a regular basis. So check

whether they are at risk of turnurning.

Maybe you have certain criterias that

would you know tell you hey this

customer is at risk of turnurning

because you know they've complained two

times about something being too slow or

something like that. The opposite is

also true. You can also track whether

this C customer is super happy and maybe

it's the right time to do an upsell.

Same thing here. You can check whether

it's the right time to ask for a

testimonial. Okay, let's go into this

bucket here of operations. And these I

would say are really pretty simple. So

obviously you want to have the boring

tasks here just automated in a way that

you don't really need to think about it.

And what's part of this is like

invoicing and chasing for payments. So

typically the accounting tools and

payment tools that you have nowadays,

you can do that within that. So you can

use something like Stripe or Wise to for

example create your invoices. And

because the invoice generators of these

tools just didn't work for me and I

wanted like a really quick way to

generate invoices. So I just built a

quick custom tool and it has like a

template of everything and I can just

like oneclick create invoices. Then you

can use contract generators and there

again you can do the same thing. You can

like create a custom tool. If you need

like some kind of e signature, a good

tool to use is e-signature.com

and they have an API where you can

basically you can also tie it into your

onboarding where every time after the

onboarding the e signature basically

triggers and the client gets an email

and then they need to sign some kind of

contract. And then another thing to do

is a financial dashboard that you can

create whether it's an UI or you can

also just create it as like a simple

Google sheet which is what I've done and

essentially once a month it triggers it

just pulls information from your Stripe

from your CRM in my case at gathers all

of that information and then fills out

all of my KPIs all of the metrics that

I'm tracking and just puts it into a

nice sheet so that I don't have to do it

and all of that is done for me. Okay.

Okay. And the final category here is

team and internal automations. So one

thing which is kind of the foundation

and it's like actually one of the most

important things to have if you have a

team or you can also actually use that

for managing the clients but like some

kind of project management tool. So you

can use notion for that you can use

clickup for that which is really good.

But yeah, whether you're using the

project management tool to help you in

the management of your internal team or

whether it is to manage the projects for

your clients, it definitely makes sense

to have these tools like I would

describe it as the back end where the

data is stored and then you have your AI

which can hook into those. So through

the notion MCP for example or through

the ClickUp MCP it can hook into Claude

and your Claude is the brain on top of

that and control these project

management tools and that just speeds up

the management of these tools. Daily

standup compiler is a good thing to to

have to keep your teammates accountable.

It can be as simple as something that

again records the standup call and then

just puts the summary of the call into a

document and everybody has visibility

into that. It can also be something like

using Victor, the tool I mentioned

before, which you can just essentially

give it access to your Slack. And this

way, Victor can help you manage your

teamwide to-dos. Then you have

automations around contractor

onboarding. You might have SOPs. The way

I would do that is usually just write

like some kind of cloud skill. I don't

know how how often you would onboard

contractors, but usually it would not be

on like a daily basis. And then you

would have one skill that you can

trigger that goes through certain steps

to just get your contractor onboarded.

You can even build out something like a

custom GPT or an artifact again for your

contractor if they have any questions

which kind of ties into this last one

here as well. Internal knowledgebased

bot. Again, you can use something like

chatbas. The easiest way is to to build

a custom GPT or an artifact with just a

bunch of your knowledge and like common

questions. And then whether it's the

customer that is able to chat with it or

whether it's someone internal that's

able to chat with it, it's the same

thing, but it helps in answering common

questions and it helps remove you as the

bottleneck of being the person that can

answer these questions. So that's it for

this video. I appreciate you watching to

the end. I hope it helped. If you want

to see more of these kinds of video,

feel free to subscribe to the channel.

And if you want help implementing these

automations into your business, then

reach out to me on my website. I'll put

the link below. It's join agentos.com.

All right, thanks for watching. See you

in the next video. Bye-bye.