6 admin jobs every small business can automate
The short answer: the six admin jobs most worth automating are enquiry replies, booking reminders, invoice chasing, quote follow-ups, order updates and copying details between your apps. Start with whichever one costs you the most time or money.
If you run a small business, a lot of your week goes on jobs that are the same every time. Answering the same questions. Sending reminders. Chasing payments. Copying details from one app into another.
A computer can do most of these for you, using the apps you already have. Here are six jobs that are worth automating first.
1. Replying to new enquiries
When someone gets in touch, the first business to reply often gets the work. An automatic reply can go out within seconds, even at 9pm on a Sunday. It can thank them, answer the questions everyone asks (prices, opening hours, how to book) and tell them when you'll be in touch.
You still reply yourself. The difference is that nobody is left waiting, wondering if their message arrived. It works best alongside a website with a simple enquiry form, so every enquiry arrives in the same place.
2. Booking confirmations and reminders
A confirmation straight after someone books, and a reminder the day before, cuts down on no-shows. Many booking systems can already do this, but it's often switched off or never set up. If yours can't, an automation can send them from your calendar.
3. Chasing unpaid invoices
Nobody likes writing the "just a reminder" email. An automation can send polite reminders on a schedule, for example a week after the due date, then again a week later, and stop as soon as the invoice is paid. You get paid sooner without the awkward conversation.
4. Following up quotes
Quotes that get no reply are often forgotten, not turned down. A friendly follow-up a few days later, asking if they have any questions, wins back work that would otherwise slip away.
5. Order and delivery updates
Customers like to know where their order is. Automatic updates when an order is ready or on its way save you answering "any news?" messages. We built delivery-confirmation emails for a local retailer: 79 customers were updated in the first week, with no duplicates.
6. Moving information between your apps
If you copy the same details from a form into a spreadsheet, then into your calendar, then into your invoicing app, that's three chances to make a typo. An automation can move the details for you, so they're typed once and land everywhere they need to be.
How do you start automating your admin?
You don't need to automate everything at once. Start with one job.
- Write down the jobs you did this week that were exactly the same as last week. Replies, reminders, copying and pasting.
- Pick the one that costs you the most. That might be time, or it might be money, like missed payments or no-shows.
- Check what your apps can already do. Your booking system, email or accounting app may have the feature built in. If so, you might not need anyone's help.
- Keep a person in charge of anything that needs judgement. Automations are great at the same job every time. They shouldn't be deciding who gets a refund.
How much does admin automation cost?
Our automations start from £400. We build them around the apps you already use, test them with your real emails and accounts, and you approve them before they go live. You own what we build, and looking after it afterwards is optional.
Not sure where to start? Book a free audit. We'll look at where your week goes and show you the jobs worth automating first.