Workflow Automation

Helping local service businesses save time and grow efficiently.

❌ The Problem: Overworked and Disorganized

When we launched Pool Guardians, we were offering great service — but behind the scenes, things were messy.

• I was a full-time student running a seasonal business.

• Bookings were coming in by email, phone, Instagram... and getting lost.

• Receipts piled up. Invoices were late.

• I’d spend hours every week manually sending reminders, organizing photos, chasing payments, and trying not to forget anything.

The business was growing — but I was burning out.

🔁 The Turning Point: I Learned to Automate

Instead of hiring admin help I couldn’t afford, I started learning n8n.
It’s an open-source automation tool that connects the apps I already use — like Gmail, QuickBooks, Google Drive, and Google Calendar.

And it changed everything.

🔧 The Automations We Built

Here are just a few of the workflows we now use every single day:

Gmail Auto-Responder Bot

New client inquiry? They get an instant, friendly reply with a booking link — even if it’s 11:00 PM.

Receipt Organizer

We snap photos of receipts. n8n grabs them, names them, and files them into Google Drive in the right monthly folder.

Auto Scheduler + Invoicer

Clients book online →
n8n adds them to Google Calendar, generates a QuickBooks invoice, and sends it to them with payment instructions.

Text Reminders and Confirmations

• Clients get automated reminders 2 days and 30 minutes before appointments, including cancellation info and location tips.

The Results: From Chaos to Control

After implementing automation, everything changed...

92% decrease

in time spent on admin per week

(From ~12 hours to under 1 hour)

of invoices now sent same-day

(zero forgotten invoices)

missed appointments since switching to calendar automation

100%

ZERO

Why This Matters

We're still a small, seasonal business — but now we run like a large, professional team. And I did it by automating with tools I already had.
No developers. No expensive platforms. Just smart workflows.

If you’re running a service business and feel like you’re drowning in admin...

👉 Book a free demo and I’ll show you how we made this happen — and how you can too.