What Tasks Should You Automate First? A Business Owner’s Guide

Run your newly established and growing design agency efficiently, ensuring that you don’t overlook any invoices. Large clients don’t always trickle out because of poor work or high prices. Sometimes, it is simply an overlooked bill. Avoid that mistake. The finance team was suffocating under a sea of spreadsheets and manual reminders. One late payment led to confusion, embarrassment, and, ultimately, a breakup.

Let that be a wake-up call for you. Don’t be in a hurry to hire more people. Focus on automation instead. Eliminate the redundant chaos from your team’s day by using intelligent AI and automation for all support inquiries. Make work smoother.

If you’re a business owner wondering what to automate first, this guide is your shortcut to clarity.

We’ll walk through tasks that scream for automation, tools that help (not confuse), and how to start without feeling overwhelmed.

1. Why Automate in the First Place?

Entrepreneurs often shoulder numerous responsibilities. From invoicing to onboarding the customer. From customer follow-ups to juggling calendars, every minute saved is important. And automation? It’s like cloning yourself—without the existential crisis.

Here’s what AI and automation can do:

• Eliminate repetitive, error-prone tasks
• Free up time for strategy and creativity
• Reduce costs (and human fatigue)
• Create consistency in workflows

But here’s the catch: not everything should be automated. That’s where smart business process management enters the picture.

2. Start With These 5 High-Impact Tasks

1. Invoicing & Payment Reminders

If money is your lifeline, this is your first plug-in.

Use business process management software like Zoho Books or QuickBooks to:

• Auto-generate invoices
• Set recurring billing
• Send polite reminders automatically

2. Lead Capturing and Follow-Ups

Revenue is wasted each time a prospective client falls through the cracks.

Tools like HubSpot or Mailchimp can:

• Capture leads from forms or chats
• Trigger follow-up emails
• Assign them to the right team member

Automation ensures no one is forgotten—because ghosting should be reserved for dating apps.

3. Social Media Scheduling

Running a brand in 2025 means showing up consistently. With tools like Buffer or Later:

• Batch-create content weekly
• Schedule posts across platforms
• Analyze engagement without logging in 5 times a day

You stay visible while sipping chai.

4. Client Onboarding

The first impression sets the tone. Don’t let it be a clunky PDF or five back-and-forth emails. AI and automation can help you roll out a red carpet experience. Business automation tools like Dubsado or Trello workflows can:

• Auto-send welcome kits
• Collect client info via forms
• Guide them through a step-by-step process

It’s smooth, consistent, and leaves you looking professional AF.

5. Internal Task Assignments & Reminders

Say goodbye to “Did you do that?” Slack messages. Use tools like ClickUp or Asana to:

• Assign tasks based on triggers (like a filled form or a placed order).
• Set auto-reminders and deadlines
• Track progress visually

It’s project management powered by carefully designed software for business process management.

3. What Not to Automate?

• Creative work (like writing, designing, or strategy)
• Complex customer interactions (where empathy matters)
• Major choices requiring relevant information and human discretion

Start with the tasks that are repeatable, measurable, and boring. That’s where business process management and automation shine. But… what tools should I use? . Let’s match the need with the tool:

Business Need Tool Suggestion

Invoicing & Payments: QuickBooks, Zoho Books.Email Marketing & Follow-ups: Mailchimp, ConvertKit. Social Media Scheduling Buffer, Later, Metricool

Task: Project management (Trello, Asana, ClickUp)

• Lead Management/CRM HubSpot, Freshsales
• Onboarding Automation: Dubsado, Tally. So, and Notion combo

All of the above work beautifully with business process management software that supports integrations and triggers.

4. How to Begin

1. Map Your Workflow First

Don’t buy tools yet. Use a whiteboard (or napkin) and map your daily, weekly, and monthly tasks. Highlight the repetitive ones.

2. Pick One Automation Area

Don’t try to automate everything. Start with one. Like payments or email follow-ups.

3. Choose Simple Tools

Go for tools that are

• Easy to set up (no coding required)
• Have strong community support
• Offer free or low-cost trials

4. Test, Tweak, Repeat

Run it for a month. Track what saves you time. Improve the workflow. Then move to the next task. Automation Isn’t Laziness—It’s Leadership. Think of it like this: smart automation doesn’t replace people—it frees them. You, your team, and even your clients get a smoother, faster, more joyful experience.

Conclusion: Ready to Reclaim Your Time?

Start with one task. Map it. Automate it. Test it. And watch your business breathe again. You don’t need more hours in the day. You need fewer tasks in your hands. Start automating. Start leading.

FAQs

Is automation expensive for small businesses?

Not always. Many tools offer free plans or start at ₹500–₹1000/month. Plus, think of automation as an investment—it saves money by preventing human error and reducing staff workload.

Can I automate without hiring a developer?

Yes! The majority of today’s BPM tools are either no-code or low-code. Platforms like Zapier and Make let you connect apps with simple drag-and-drop logic.

What’s the difference between business automation and AI?

Automation follows rules you set (like sending an email every Friday). AI and automation, on the flip side, figure out what others are doing and forecast when it’s ideal to publish, for example.Together, they’re powerful.

How long does it take to see results from automation?

Often immediately! Automating lead capture or invoice reminders can save hours in the first week. For more complex systems, expect a noticeable impact in 1–3 months.

What if I mess up an automation?

Most tools offer a “test mode” or logs to track what went wrong. Start small. Test. And keep a manual override for anything critical.