Workflow and automation

Work that moves forward without anyone chasing it

Work queues, approvals, automations, forms, rules and reminders turn the way you already work into a system. Every request lands somewhere, gets owned by someone and ends with a record of what happened.

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No-code automation builderTest before anything goes liveEvery step recorded
Suprata month calendar filled with color-coded jobs and appointments

Suprata is a versatile workflow and business intelligence platform that delivers the power of custom software with ease and affordability. Buy Suprata Suite tonight and be set up in minutes. Then shape it as far as your business logic, intelligence and workflows need.

How a request flows

From the first request to the final report

One request touches the work queue, approvals, the field, billing and reports. Automations (in teal) do the routine steps for you along the way.

How a request flows through workflow, billing and reportsA request enters, is queued and owned, approved when needed, worked in the field, turned into an invoice, paid and then reported. Automations handle form intake, queueing, customer texts, draft invoices and past-due reminders.RequestCall, form or bookingForm submittedstarts the workflowQueueOwned by someoneCalls and renewalsline up in orderApproveWhen rules say soApprove, rejector request changesDo the workForms, photos, signsStatus changetexts the customerInvoiceBuilt from the jobJob closes intoa draft invoiceGet paidCard, bank, autopayPast-due nudgesat 7, 14 and 21 daysReportLive dashboardsEvery numberupdates on its ownHow a request flows through workflow, billing and reportsRequestCall, form or bookingForm submittedstarts the workflowQueueOwned by someoneCalls and renewalsline up in orderApproveWhen rules say soApprove, rejector request changesDo the workForms, photos, signsStatus changetexts the customerInvoiceBuilt from the jobJob closes intoa draft invoiceGet paidCard, bank, autopayPast-due nudgesat 7, 14 and 21 daysReportLive dashboardsEvery numberupdates on its own
Where work startsWorkflow stepsWhat automations doWhere it ends: your reports

The building blocks

Eight tools that keep work moving

Use them on their own, or combine them into a workflow that fits your organization exactly.

Work queue

One list of every customer you need to reach: renewals, visits to book, calls and follow-up surveys. Nothing leaves the list until someone records what happened.

Working the Work Queue

Approvals

Route contracts, refunds and pricing exceptions to the right approver. A document waiting for a decision cannot be sent until someone decides.

Document approvals

Forms

Industry forms attach to the right jobs on their own, based on the job type. Adjust their fields with the form builder, or have a new one built.

Industry Forms — What Attaches When

The work queue

One list of everyone you need to reach, in the right order

Agreements run out because nobody called. Visits sit on the calendar as “sometime in March”. The work queue fixes that leak.

  • First in, first out, unless it is urgent. Priority always goes ahead of age, so a manager can push an angry customer to the top.
  • Saved views for each job you do. Renewals on Monday, spring tune-ups on Tuesday. Managers can share a view with a whole role.
  • Call one customer after another. Each item is reserved while you work it, so two people never call the same customer.
  • Every item ends with a reason. Dismiss and decline need one, so the answer is in the notes six months later.

Help articles:Working the Work Queue

Suprata notification feed on a tablet showing an approved estimate and recurring payment alerts that need action

The automation builder

When this happens, and the situation is right, do that

Every automation has a trigger, optional conditions and one or more actions. If you can say it in one plain sentence, you can build it without code.

  • Triggers for record changes (job status, invoice, payment, agreement), for time (every morning, 24 hours before, 14 days unpaid) and for outside events (email, text, form).
  • Conditions narrow it down: only this job type, only above this amount, only accounts with this tag.
  • Actions send email and texts, change statuses, update fields, create tasks or invoices, wait, call a webhook or add a call to the work queue.
  • A test runner simulates the trigger on a known record, so you see exactly what would be sent before a customer does.

Help articles:The Automation Builder in 90 SecondsTriggers and Actions — the Vocabulary

Suprata automation rule builder on a tablet with a trigger, conditions and a webhook action

Start here

Automations most organizations build first

The help center recommends starting with dull, repeatable steps. These are the ones that pay back fastest.

AutomationTriggerWhat it does
Appointment reminderTime before: 24 hours before the visitSend email and text
Past-due nudgeTime since: invoice unpaid 7, 14 and 21 daysSend email, firmer each time
Post-job follow-upJob status changed to CompleteWait until the next morning, then thank the customer and ask for a review
Tech on the wayJob status changed to In ProgressSend text
Renewal outreachAgreement nearing its end dateSend email, add a call to the work queue
Big-invoice alertInvoice created above an amount you setNotify a manager

Read the recipe. Three Automations Most Businesses Want on Day One gives the trigger, conditions, timing and wording for each. Automations are part of GrowthSuite and Pro Suite; see pricing.

Approvals and signatures

A second set of eyes, built into the work

Some documents should never go out without review. Approvals make that review explicit, fast and on the record.

  • Route to one or more approvers, with a backup, or by amount: a manager up to a limit, the owner above it.
  • Approve, reject or request changes, with comments that teach the next person.
  • Blocked until decided. A document waiting on approval cannot be shared or sent.
  • Every decision is logged with the approver, the time and the comment, and stays with the document.

Help articles:Document approvalsJob Attachments — Photos and Signatures

Approval routing screen with three numbered approval steps, each with its own approver, reminder and escalation timer
Approval steps with reminders and escalations, in Suprata Forms, a solution built on the same platform.

From the help center

Read exactly how it works

Every capability on this page is documented in the Suprata help center. Start with these articles.

Communications Working the Work Queue One list of every customer you need to reach: renewals, appointments to pin down, on-site jobs with no visit booked, calls, and follow-up surveys... Read the article Automation & Workflows The Automation Builder in 90 Seconds What the automation engine actually is, when to use it instead of doing things manually, and the rough mental model for building your first workflow. Read the article Automation & Workflows Triggers and Actions — the Vocabulary The common triggers (job created, status changed, payment received) and actions (send email, change status, create task) you'll combine into... Read the article Documents Document approvals Some documents shouldn't go out the door without a second pair of eyes — estimates with pricing exceptions, contracts with riders, refund letters... Read the article Jobs & Work Orders Industry Forms — What Attaches When Industry forms — HVAC evals, marine boat info, IT equipment lists, chimney inspections — auto-attach to jobs based on the job type. Here's the... Read the article Jobs & Work Orders Job statuses and what each one means Job statuses aren't just labels — moving between them sends notifications, creates invoices, and updates the dispatch board. Knowing what each move... Read the article Scheduling & Calendar Appointment Confirmations and Reminders Confirmations and reminders cut no-shows in half — but only when they're tuned right. Here's the timing, what each message should say, and the... Read the article Documents Staying ahead of expiring documents Insurance certificates lapse. Liability waivers age out. Captain's licenses need renewal. The Expiring Soon dashboard is where you catch all of that... Read the article Communications Running a Help Desk with Tickets How to run customer and internal requests as tracked tickets: the queue, claiming vs assigning, public replies vs internal notes, statuses and... Read the article

More of the platform

Keep exploring the platform

Intelligence Role dashboards, custom reports, goals and an AI report builder.
AI Assist Daily briefs, summaries, AI search and note cleanup where the work happens.
The power of custom software Your rules, workflows and reports, built on a platform that already works.

Ready when you are

Put your workflow on autopilot tonight.

Suprata is a versatile workflow and business intelligence platform that delivers the power of custom software with ease and affordability. Start with Suprata Suite on your own tonight, or let our team shape it around the way you work.

Start tonight Book a demo
Or call 888-494-4335 hello@suprata.com