Simple, proven workflows for small businesses. Pick one, adjust the steps to how you work, and First Apps creates the tasks for every new customer or job.
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Sales & leads
Turn an enquiry into a customer without anyone slipping through.
Day 0Intro call
Call within a day. Ask what they need and when.
Day 2Send proposal
Offer, price and timing in one message.
Day 5Follow up on the proposal
Any questions? Offer a short call.
Day 10Decision call
Agree on next steps or close the lead.
Sales & leads
Quotes that get an answer instead of going quiet.
Day 0Send the quote
Day 1Check it arrived
Quick message: did the quote reach you?
Day 4Follow up
Answer questions, adjust if needed.
Day 10Last follow-up
Ask for a yes or no so you can plan.
Sales & leads
A friendly nudge for customers you haven't heard from in a while.
Day 0Personal check-in
How are things? Anything you need?
Day 3Send an offer
Something useful: a discount, a new service, a reminder.
Day 14Last nudge
One short message, then let it rest.
Sales & leads
From the first call to a quote the customer actually answers.
Day 0First call
Understand what they want; ask for photos and the address.
Day 2Remote check
Satellite view, photos or plans: is it feasible, roughly how big?
Day 5Site visit
Measure on site, check the details, answer questions face to face.
Day 7Send the quote
Clear options and price; mention financing or subsidies.
Day 12Follow up on the quote
Call to answer questions and ask for a decision.
Sales & leads
A great first visit, and the next one booked.
Day 0Welcome message
Thank them for choosing you.
Day 0Write down preferences
Treatment, products, allergies, what they liked.
Day 28Rebooking reminder
About four weeks later: time for the next appointment?
Onboarding & delivery
A warm start, so new customers know what happens next.
Day 0Welcome message
Thank them and explain the next steps.
Day 2Kickoff call
Goals, dates, who does what.
Day 3Collect details and documents
Everything you need to get started.
Day 14First check-in
Is everything going well so far?
Onboarding & delivery
Every job prepared, done and billed on time.
Day 0Confirm scope and date
Send the customer a short confirmation.
Day 1Prepare
Materials, tools, people.
Day 3Hand over and explain
Show the result, answer questions.
Day 3Send the invoice
Onboarding & delivery
More reviews, without feeling pushy.
Day 0Thank-you message
Thank them for the job.
Day 3Ask for a review
Send the link to your review page.
Day 10Friendly reminder
Only if they haven't left one yet.
Onboarding & delivery
From signed contract to handover and paid invoice, nothing in between forgotten.
Day 0Contract and deposit
Countersign the contract and send the deposit invoice.
Day 2Order material
Order everything for the job and confirm delivery dates.
Day 7Confirm the date
Agree the installation date with the customer and the team.
Day 14Installation
Install, test and document with photos.
Day 15Handover
Walk the customer through it and hand over the documents.
Day 16Final invoice
Send the final invoice; ask for a review when they're happy.
Onboarding & delivery
Fewer no-shows: a confirmation and a reminder before every appointment.
Day 0Confirm the appointment
Date, time, treatment and how to cancel.
1 day before appointmentReminder the day before
Short message: see you tomorrow at …
On appointment dayPrepare for the client
Check notes from last time, products ready.
Money & admin
Get paid on time with polite, timely reminders.
Day 0Send the invoice
Day 14Payment reminder
Friendly note with the invoice attached.
Day 21Second reminder
Mention the due date and how to pay.
Day 30Call about the payment
A short call usually solves it.
Money & admin
Renew contracts before they run out.
Day 0Review the contract
What worked, what should change?
Day 7Propose the renewal
New terms and price.
Day 14Follow up
Confirm and update your records.
Money & admin
Bring customers back for their regular service.
Day 0Remind the customer
Their yearly service is due: offer two dates.
Day 3Book the appointment
Confirm date and address.
Day 7Prepare parts and tools
Holiday rentals
Everything ready before your guest arrives: clean place, fresh linen and a door code.
Day 0Confirm the booking
Thank the guest, confirm dates and number of guests.
2 days before check-inCreate a door PIN for this guest
New code in the smart-lock app, valid from check-in to check-out.
1 day before check-inClean the apartment
Kitchen, bathroom, floors, bins. Check the previous guest left nothing behind.
1 day before check-inFresh bed linen and towels
Make the beds, towels on the bed, spare set in the cupboard.
1 day before check-inSend arrival instructions with the PIN
Address, parking, door PIN, Wi-Fi, house rules.
On check-in dayWelcome message
Short message on arrival day: anything you need?
Holiday rentals
From departure to ready for the next guest, nothing forgotten.
Day 0Deactivate the guest's door PIN
Delete the code in the smart-lock app.
Day 0Walk through and check for damage
Photos of anything broken or missing, report it on the platform within the deadline.
Day 0Clean the apartment
Day 0Change the bed linen
Used linen and towels into the laundry bag.
Day 0Restock
Toilet paper, soap, coffee, dishwasher tabs, bin bags.
Day 1Do the laundry
Wash, dry and fold the linen and towels.
Day 1Ask for a review
Thank the guest and ask for a review on the platform.
Day 1Mark ready for the next guest
Calendar and cleaning checklist up to date.
Holiday rentals
Keep the place in top shape between bookings.
Day 0Deep clean
Oven, fridge, windows, behind the furniture.
Day 0Check smoke detectors and appliances
Test alarms, check the dishwasher, washing machine and heating.
Day 1Restock spare supplies
Spare linen, towels, light bulbs, batteries.
Day 2Update the listing
New photos or notes if anything changed.
How real businesses run their week with these workflows.
Check-in and check-out for an Airbnb or holiday apartment: cleaning, bed linen, door PIN and reviews, done on time for every guest.
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From enquiry to site visit, quote, installation and final invoice: every customer moves forward, across two branches and a whole team.
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