ai-workflows

Step-by-Step AI Workflow Guide to Get Clients

Charles Higgins

Charles Higgins

— 10 min read
Featured
Featured

In a recent video, Andrew George showed a simple but powerful idea: we can use voice commands together with an AI workflow builder in the platform to create lead follow-up automations faster than ever. We want to take that idea further in written form—showing why voice-built workflows matter, how to use them effectively, and a practical, step-by-step playbook you can apply today to automate client acquisition, save time, and scale without adding complexity.

Table of Contents

Why voice-built workflows are a game changer

We all love tools that give suggestions, but suggestion alone still requires time to assemble, test, and launch. Voice-built workflows shorten that path from idea to execution. Instead of picking triggers, dragging actions, and configuring delays manually, we speak what we want and the AI translates that into a working automation. This changes the barrier to entry for building automations in three big ways:

  • Speed: We can prototype a complete workflow in seconds just by describing it aloud.
  • Accessibility: Team members who aren’t automation experts can still create reliable processes. If you don’t know which trigger or action to use, the AI fills in the gaps.
  • Clarity: Speaking a workflow forces us to think in plain steps—trigger, action, delay, condition—so our automations are easier to maintain and improve.

As Andrew demonstrated, we can say something like, "make me a workflow that follows up with my leads," and the AI will return a complete sequence: trigger on new lead created, send an SMS, wait a few days, send a second SMS, check for a response, and then send an email follow-up. That core sequence is one of the most effective ways to convert leads into clients when done thoughtfully.

What the AI workflow builder actually does

At its core, the solution listens to plain language and maps it to automation components the platform understands. The main elements it creates are:

  • Triggers: What starts the workflow (e.g., new lead created, form submitted, appointment booked).
  • Actions: What happens after the trigger (e.g., send SMS, send email, create task, add tag).
  • Delays: Wait periods between actions to space out outreach (e.g., wait 2 days).
  • Conditions/Checks: Branches that check if a lead has responded, booked, or met a condition, then route them accordingly.
  • Follow-up Sequences: Multi-step outreach combining SMS and email and possibly phone tasks for the sales team.

When we use voice to create these elements, the AI chooses sensible defaults that we can accept, tweak, or replace. That means less guesswork and faster implementation, especially when we’re unsure which specific trigger to use or how to name tags and actions for consistency.

Step-by-step: Create a client-acquisition workflow with voice

Below is a practical walkthrough that mirrors what we saw in the demonstration. We’ll take a plain-language request and turn it into a robust follow-up automation. You can use these steps whether you build by voice or type the same instructions into the builder manually.

  1. Plan your objective first. Decide what outcome you want from the workflow. Typical objectives for client acquisition include:
    • Convert new leads into booked appointments.
    • Qualify leads automatically and notify the sales team for high-value prospects.
    • Bring unresponsive leads back into the pipeline with a multi-touch cadence.
  2. Phrase the workflow in plain language. Keep it short and clear. Examples we can use out loud or type:These sentences are precise and map directly to triggers, actions, delays, and conditions.
    • "Make me a workflow that follows up with my leads."
    • "When a new lead is created, send an SMS immediately, wait two days, send a second SMS, wait three days, check if they responded, and send an email if not."
  3. Let the AI convert the language into components. The AI will usually build:We should accept the suggested names and actions, but plan to review and customize the content and timing to match our audience.
    • Trigger: New lead created
    • Action: Send SMS follow-up (use a concise, friendly template)
    • Delay: Wait 2 days
    • Action: Send second SMS
    • Delay: Wait 3 days
    • Condition: Check if lead responded
    • Action: If no response, send email follow-up
  4. Customize message content and personalization. Replace generic text with messages tailored to your niche. Use personalization tokens (first name, business name, service requested) to increase response rates. Example templates:
    • SMS 1: "Hi {first_name}, thanks for your interest. Are you available for a quick call this week?"
    • SMS 2: "Just checking in, {first_name}. We can help with {service}. Reply 'Yes' to schedule."
    • Email: Short subject line, 3–4 sentence body, clear call to action and one-button CTA to book.
  5. Add branching rules for responses. Configure the "check if responded" condition so that:
    • If the lead replied or booked, stop the outbound sequence and create a task for the rep or tag as "engaged".
    • If the lead did not reply, continue to the email and possibly a final outreach attempt a week later.
  6. Test the workflow before enabling it live. Send test leads through the workflow, confirm SMS and email content, ensure personalization tokens populate correctly, and verify that the condition branches behave as intended.
  7. Monitor and iterate. Once live, track open rates, reply rates, booking rates, and conversion to clients. Make small adjustments to timing, message copy, and segmentation based on results.

Example workflow blueprint: Lead follow-up cadence

Here’s an expanded blueprint of the workflow the AI can create from a simple voice command. This is a practical template we can copy and customize for most service businesses.

  1. Trigger: New lead created in the CRM.
  2. Action 1: Send immediate SMS.Content example: “Hi {first_name}, thanks for reaching out about {service}. Are you free for a 10-minute call? Reply 'Yes' or pick a time here: {booking_link}.”
  3. Delay: Wait 2 days.
  4. Action 2: Send second SMS.Content example: “Hey {first_name}, just following up — we’ve helped similar businesses with {pain_point}. Want to chat this week?”
  5. Delay: Wait 3 days.
  6. Condition check: Has the lead responded or booked?
  7. If yes: Stop sequence, tag lead as "engaged", create a task for sales to call, and log the interaction.
  8. If no: Send an email follow-up with a stronger value proposition and case study snippet, plus a direct booking CTA.Email example: Subject: “Quick question, {first_name}” Body: “We’ve helped {similar_client} increase leads by X%. If you’d like, we can run a quick audit and show you where you can capture more leads. Book a 15-minute slot here: {booking_link}.”
  9. Final step: If still no response after the email, add the lead to a long-term nurture list with a monthly check-in and valuable content (case study, tips, invitation to webinar).

Message templates and copy tips

Short, clear, and personal messages perform best for SMS. For email, keep the subject line specific and the body concise. Here are quick copy rules we follow:

  • SMS: 1–2 short sentences, personalize with first name, end with a clear next step (reply or book).
  • Email subject: Use curiosity or benefit-driven language (e.g., “{first_name}, quick question” or “A quick idea to get more {desired_result}”).
  • Email body: Tell them why you’re reaching out, offer a small social proof or quick result, and include a single CTA to book a call.
  • Tone: Friendly, professional, and helpful. Avoid pushy language.

Timing and cadence best practices

Timing matters. Too many messages too quickly feel spammy; too few and we lose momentum. Common cadences that work for service businesses:

  • SMS immediately, second SMS 2 days after, and then an email 3–5 days later if there’s no response.
  • For higher-ticket services, slower cadences with richer value content can work better—a first outreach, educational email after a week, and a personal check-in two weeks later.
  • Always include opt-out information in SMS where required, and be mindful of local compliance rules related to messaging.

How voice-built workflows reduce friction for busy teams

We often face three common blockers when trying to automate outreach:

  • Lack of time to build automations.
  • Uncertainty about the right sequence or exact actions to use.
  • Technical friction and naming conventions that make workflows hard to manage.

Using voice to describe what we want addresses all three. We can capture the plan verbally while it’s still fresh, let the AI generate a reasonable structure, and then fine-tune the details later. This makes the automation process feel natural and removes the intimidation factor for team members who are less technical.

Practical scenarios where this approach shines

Here are real-world examples showing where voice-built workflows deliver the most impact for client acquisition and operations:

  • New lead intake: An inquiry form submission automatically triggers a multi-touch outreach sequence that books initial consultations.
  • Inbound calls converted to follow-up: If a lead calls and voicemail is left, an automated SMS and email sequence follows to recover the lead.
  • Missed appointments: A missed appointment triggers a re-engagement workflow offering new times and reducing no-shows.
  • Reactivating cold leads: A long-dormant lead is added to a reactivation sequence with educational content and a direct offer to book a short discovery call.

Testing, metrics, and iteration

Once a workflow is live, we measure performance and iterate. Key metrics to watch:

  • Reply rate: Percentage of leads who respond to SMS or email.
  • Booking rate: Percentage of leads who book a call or appointment.
  • Conversion rate: Leads that become paying clients.
  • Time to response: How quickly leads respond after the first touch.

Small changes in timing, message wording, or the number of touches can move these numbers, so we recommend A/B testing one variable at a time. For example, test a 2-day vs. 4-day delay between SMS touches, or test two different email subject lines for open rates.

Common pitfalls and how to avoid them

  • Over-automation: Don’t let automations replace the human touch entirely. Use automations to surface qualified leads and create tasks so reps can engage personally where it matters.
  • Poor message personalization: Personalization tokens are useful but only if data is complete. Don’t send messages with blank fields—add fallbacks like “there” or “friend” or give the AI a default phrase.
  • Compliance and consent: SMS and email rules vary. Always include opt-out options for SMS and honor unsubscribe requests for email.
  • Not testing enough: Always test the full journey from lead creation through conditional branches to ensure triggers, delays, and checks work as expected.

Team roles and collaboration

Voice-built workflows democratize automation, but we still need good governance so automations remain clean and manageable:

  • Creators: Team members who use voice to generate initial workflows. They focus on outcomes and message intent.
  • Editors: Team members who review, refine content, and ensure naming conventions and tags are consistent.
  • Operators: Sales or support staff who act on tasks generated by workflows and provide feedback on the quality of leads.
  • Analysts: Team members responsible for monitoring metrics and running A/B tests to improve performance.

Having clear roles reduces duplicate automations and confusion. It also creates a feedback loop so the AI-generated workflows improve over time as we refine prompts and naming standards.

Saving time and removing tech headaches

Two consistent benefits we see with voice-to-workflow are:

  • Faster setup: We go from idea to live automation much quicker, which is especially valuable when we need to respond to seasonal campaigns or new service offerings.
  • Less technical friction: Team members no longer need to memorize the exact trigger or action names. Speaking an intent and letting the AI pick defaults cuts the cognitive load.

This is particularly useful for small teams and agencies where time is limited and each team member wears multiple hats. We can prototype an outreach plan in minutes, start driving leads into it, and iterate based on real responses rather than speculation.

Transparency and practical value

We believe automation should save time, not create hidden costs or complexity. With voice-created workflows, we get:

  • Clear, predictable actions in the workflow so everyone knows what will happen after a lead enters the system.
  • No surprise fees tied to how we build or change the workflow—just straightforward use of the platform’s features.
  • Direct, measurable benefits in time saved and improved responsiveness to leads.

That transparency matters: when teams know what the automation does and why it’s in place, it’s easier to trust and use it.

Practical checklist before you flip the switch

  1. Confirm trigger selection matches how leads enter your system (form submission, manual import, third-party integration).
  2. Review each message for personalization token fallbacks and compliance wording.
  3. Test the workflow with a sample lead to ensure tokens populate and branches behave correctly.
  4. Set up a task or notification for your sales team to act on engaged leads.
  5. Define success metrics and a timeframe for initial review (e.g., 2 weeks).

Frequently Asked Questions

Can we edit the workflow created by voice?

Yes. The AI-generated workflow is a starting point. We should always review and customize content, timing, and tags to match our brand voice and sales process.

How accurate are the AI-generated triggers and actions?

The AI uses sensible defaults that work for most common scenarios. Accuracy is high for standard flows like lead follow-up, but for complex or highly custom processes, we should verify and refine the suggested components.

Is voice input required? Can we type the same instructions?

Voice is optional. The same plain-language instructions work when typed. Voice simply speeds up the process and captures intent naturally when we think out loud.

What are good timing rules for follow-up cadences?

A practical default is immediate SMS, follow-up SMS after 2 days, then an email 3–5 days later if no response. For higher-ticket services, space the touches out more and include more value-driven email content.

How do we handle leads who respond after being in a long nurture sequence?

Set up conditions to detect responses or bookings and immediately stop the outbound sequence. Create a task for the sales team to follow up within a defined SLA so the lead gets a fast, personal response.

Can the AI suggest message copy?

Yes. The AI can generate message templates for SMS and email. Always review and personalize them to ensure they sound authentic and align with your value proposition.

What if the lead data is incomplete and personalization tokens are blank?

Use default fallbacks in your message templates to avoid awkward blanks (e.g., “Hi there” instead of “Hi {first_name}” when empty). We should also improve lead capture forms to collect minimal required fields for personalization.

Conclusion: Speaking workflows into existence

Using voice with an AI workflow builder transforms the way we create automations. We go from concept to functioning workflow in seconds, removing much of the friction that previously made automation feel slow and technical. The approach is especially valuable for busy teams and small agencies because it saves time, reduces tech headaches, and helps us focus on high-value selling and relationship-building activities.

Start with a clear objective, describe the sequence in plain language, accept the AI’s sensible defaults, and then fine-tune the content and timing. Test thoroughly, monitor performance, and use the data to iterate. With this method, we can build consistent, high-performing client-acquisition funnels that free us to do the work that grows the business.

“We can literally speak a workflow into existence.”

That simple idea is the key takeaway: automation should accelerate what we do, not slow us down. When we treat workflow creation as a conversation—describe the result we want, accept a practical starting point, and then refine—we get better outcomes, faster.

Read more