Automate Your Web Agency Workflow: The Complete Guide
Prompt to automate a web agency's internal workflow: from lead qualification to invoicing.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
As an automation consultant for web agencies, your mission is to design a complete automated workflow for a web agency of size [AGENCY_SIZE] (e.g., 5-15 people) specialized in [SPECIALTY] (e.g., WordPress, Shopify, custom sites). The agency wants to automate the following steps:
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Lead Qualification: From a contact form [FORM_LINK], the system should qualify the prospect according to their budget ([MINIMUM_BUDGET]-[BUDGET_MAX]), sector ([SECTOR]), and urgency ([URGENCY]). Send a Slack notification to the relevant team with a summary.
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Quote Generation: Use the form responses to generate a preliminary quote in [QUOTATION_TOOL] (e.g., Stripe, QuoteRoller) by choosing among 3 tiers: Starter ([STARTER_PRICE]), Pro ([PROFESSIONAL_PRICE]), Enterprise ([ENTERPRISE_PRICE]). Include customization options (number of pages, CRM features, SEO).
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Project Planning: Once the quote is accepted, automatically create a project in [MANAGEMENT_TOOL] (e.g., Monday.com, Asana) with standardized tasks: requirements gathering, mockups, development, testing, deployment. Assign each task to the competent role (Project Manager, Designer, Developer, Tester).
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Monitoring and Reporting: Send a weekly summary email to the client every Monday with progress (number of completed tasks, milestones reached, hours spent). Use [OutilReporting] to generate charts. Provide an alert if the project exceeds [HOURLY_BUDGET] hours.
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Invoicing: Trigger automatic invoicing via [INVOICING_TOOL] (e.g., Stripe, QuickBooks) at each milestone completion. Send a copy to the client and archive in [DRIVE].
Provide technical details: which integrators (Zapier, Make, n8n), which APIs, which webhooks, and precise conditional logic (e.g., if budget > 5000€, contact the sales director). Write the prompt so that a developer or integrator can code it immediately.
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Why this prompt works
<p>This prompt is designed for a project manager or automation consultant looking to deploy a complete workflow for a web agency. It covers critical steps: qualification, quotes, planning, monitoring, invoicing.</p><p>To use it, replace the variables in square brackets with your agency's actual values. For example, <strong>[AGENCY_SIZE]</strong> can be '10 people', <strong>[SPECIALTY]</strong> can be 'WordPress'. Choose tools compatible with integrators like Zapier or Make.</p><ul><li><strong>Step 1: Customization</strong> — Adapt the variables to your tools and processes.</li><li><strong>Step 2: Implementation</strong> — Use an integrator to connect apps (Google Sheets, Slack, Monday.com, Stripe).</li><li><strong>Step 3: Test and iterate</strong> — Simulate leads to validate the flow before going live.</li></ul><p>Expected results: reduced manual processing time, better sales responsiveness, and real-time project visibility.</p>
Use Cases
Expected Output
A detailed automation plan with steps, tools, integrations, and conditional logic, ready for implementation by an integrator.
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