Workflows & automation
Workflow recipes
Ready-to-build workflows for the follow-ups, reminders and hand-offs most movers want — the examples MoveBoard offers, plus recipes you can build in a couple of minutes.
- 4 min read
- Checked against MoveBoard
- For owners & admins
Not sure where to start? These are the workflows moving companies build most. Write the email or text in Settings › Communication › Templates first, then build the workflow in Settings › Communication › Workflows.
Examples you can start from
Press New workflow and pick one — it fills in all four parts; you pick the template and switch it on.
| Example | What it does |
|---|---|
| Piano care | When an order is booked with a piano in the inventory, a task for the sales rep to confirm the details. |
| Follow up a quote | Two days after a lead comes in, if it isn't booked yet, a call task for the sales rep. Stops by itself once booked. |
| Day-before reminder for extra stops | The day before a booked move with extra stops, at 10 AM, a text to the customer. |
| Thank you after the move | The day after the move, at 11 AM, an email to the customer. |
| Big move heads-up | A website lead over 1,500 cu ft: tell the sales rep at once. |
| Deposit reminder | A day after an order is Reserved with no deposit paid, an email. Stops by itself once the deposit is paid. |
Recipes to build
Each line is When → Wait → Only if (and Stop by itself) → Do.
| Recipe | How to build it |
|---|---|
| Quote follow-up, day 1, 3 and 7 | See Set up a follow-up email. |
| Deposit link after the quote | An order becomes Can book online → right away → stop once Deposit paid is yes → Send the deposit link (text). |
| Can Book Online nudge | An order becomes Can book online → delay 1 day → only if status is Can Book Online; stop once Booked or Reserved → send a text. |
| Inventory request after a lead | A new customer asks for a quote on the website → delay 1 hour → only if Has inventory is no → Send the inventory link (email + text). |
| 3-day and 1-day move reminders | 3 days before the move date at 10:00 AM → only if status is Booked → send a text. Duplicate it for 1 day before. |
| Arrival window confirmation | 2 days before the move date at 4:00 PM → only if status is Booked → send an email that includes the arrival window. |
| Review request | 2 days after the delivery date at 11:00 AM → only if status is Booked → send an email with your review link written in its words. |
| Unpaid invoice, day 3 and 10 | The office sends an invoice → delay 3 days → only if Unpaid invoice is yes; stop once it's no → send an email. Duplicate for a later wait. |
| Unsigned order for service | The customer opens the order for service → delay 1 day → only if Order for service signed is no; stop once it's yes → send an email. |
| Unsigned custom document | Use the document reminders — see Reminders for unsigned documents. |
| Lost lead win-back | 30 days after the move date at 10:00 AM → only if status is Expired or Not interested → send an email. |
| Returning customer greeting | A new customer comes in (any way) → only if Returning customer is yes → Tell a teammate: the sales rep. |
| Large move to a manager | A new customer comes in (any way) → only if Cubic feet is more than 1,500 → Create a task for every manager. |
| Long-distance lead to your LD rep | A new lead is created → only if Long distance is yes → Give it to a sales rep. |
| Expired quote to a closer | An order expires → Create a task "Call to re-quote" for the sales rep, due in 1 day. |
| Flag Angi leads | An Angi lead comes in → Flag the order with your Angi flag. |
| Packing upsell | An order becomes Can book online → delay 1 day → only if it doesn't include Packing → send an email about packing. |
| Protection reminder | 7 days before the move date at 10:00 AM → only if status is Booked and it doesn't include Valuation → send an email. |
| COI requests to customer service | The customer asks for a COI → Create a task for everyone in Customer service, due in 4 hours. |
Always press Try it on an order before switching a new workflow on.
Related guides
- Workflows & automationSet up a Workflow (the piano example)Build a When · Wait · Only if · Do rule — here, a task to confirm the piano whenever an order with a piano is booked — and try it on an order before it ever runs.
- Workflows & automationSet up a follow-up emailA step-by-step recipe for the follow-up every mover needs — an email a day after a quote that hasn't booked, which stops by itself once the customer books.
- Workflows & automationWhen: the moments that start a workflowEvery way a workflow can start — something that happens (a lead comes in, an order is booked, a customer pays) or a date on the order coming round — how to pick one, and how to pick several so one workflow covers them all.
- Workflows & automationOnly if: conditionsNarrow a workflow to the orders it's meant for — status, move type, inventory, money, documents, addresses and more — with ALL or ANY, groups, and conditions that make it stop by itself.
- Workflows & automationDo: the steps a workflow takesEvery step a workflow can take — emails, texts, the deposit and inventory links, documents to sign, tasks, a note to a teammate, a status change, a flag, a sales rep — and what each one checks before it acts.
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