Workflow Automation

Stop doing things manually. Reduce errors. Increase Speed. Improve compliance.

Whether you have existing forms or need everything built from scratch, The Leo Process creates AI-powered automated workflows that:

collect information accurately—no more missing fields or incomplete submissions

route tasks to the right people—every submission automatically lands where it belongs

trigger approvals and notifications—need an approval? No problem, it's automated!

create documents instantly—clients or staff can receive certificates or PDFs automatically

integrate with your systems—connect forms, CRMs, schedulers, and storage seamlessly

schedule appointments—eliminate the back-n-forth emails COMPLETELY

store everything securely—no more manual uploads or misplaced files

Each workflow is scoped so you only pay for what you need.

What we offer?

Each package is scoped so you only pay for what you need.

Core Workflow

Best for: Businesses that already have forms (e.g., intake, assessments) and simply need everything automated and connected.

What you receive:

ONE (1) AI-powered automated workflow that includes up to four steps (e.g., intake form > pay deposit > schedule appointment > confirmation email)

Plus:

✔ visual representation of workflow logic
✔ up to FIVE (5) automated notifications/emails

✔ up to TWO (2) document creations

✔ cloud storage of completed forms

✔integration with ONE (1) existing system

✔ how-to videos or guides

Price: $1499

Book a Call!

Optimized Workflow

Best for: Businesses starting from scratch, or who need a complex, logic-heavy system built end-to-end using Jotform.

What you receive:

ONE (1) AI-powered automated workflow that includes up to four steps

Plus:

✔ up to THREE (3) custom forms built in Jotform—up to 30 fields

✔ conditional logic
✔ integration with ONE (1) payment systems
✔ up to 3 user roles (admin, approver, staff)

✔ up to 4 conditional branches (paths that the workflow will follow based on conditions you specify)
✔ multi-step reviews + approvals
✔ client or staff automations
✔ automated scheduling (Calendly, Google, Jotform Bookings)

✔embedded form + workflow into website

✔ how-to videos or guides

Price: $3499

Book a Call!

Premium Workflow

Because some clients will never fit neatly into a package.

Best for: Businesses who already know what they want automated and the systems they want utilized. However, they just need a skilled, tech-savvy implementer who can quickly learn their systems and get it done!

Price: $179/hr to $249/hr

Book a Call!

How it works?

sign service agreement

schedule Kick-off call

pay

breathe—and get ready to automate!

Previous Projects

automated workflow; automation; AI; workflow automation

Digitizing and Automating the Employee Warning Notice Workflow

Project Objective(s):
Reduce administrative time spent on processing employee warning notices.
Eliminate manual approval routing, email notifications, and document storage tasks.
Improve accuracy, consistency, and compliance in HR documentation.
Establish clear standards for when notices should be issued, by whom, and how they are processed

Project Duration: 1 week

Project Summary: In just one week, The Leo Process delivered a done-for-you automation service paired with a Standard Operating Procedure (SOP) for employee warning notices. It is estimated that previously, HR and managers spent 35–65 minutes per notice on manual steps such as routing emails, copying stakeholders, and uploading files. With the new Jotform automated workflow, the process now takes approximately 5–10 minutes. Having an SOP ensures consistency by defining when notices should be completed, by whom, and under what conditions, creating both efficiency and accountability. With a conservative estimate of 3 write-ups per month, this solution saves the company 27–55 hours annually — the equivalent of reclaiming nearly 1 to 1.5 weeks of work each year.
By implementing these recommendations, Brookside Care can build on the strong foundation established during this project to ensure ongoing operational excellence.

Pain Points:
Manual approval routing: Emails caused delays and required follow-ups.
Redundant notifications: Multiple parties manually copied into email threads.
Inconsistent document storage: Reliance on manual uploads created room for error.
Excessive admin time: Each notice consumed 35–65 minutes, slowing HR operations.
Lack of process standards: No clear guidance on when or how notices should be issued.

client onboarding; automation; AI; automated workflow

Automated Client Onboarding Workflow

Project Objective(s):

Reduce administrative time spent processing referrals and starting new client intakes.

Eliminate manual tasks such as appointment scheduling, invoice generation, and email routing.

Improve accuracy, consistency, and client experience during onboarding.

Create a seamless digital pathway from referral → intake → deposit → assessment scheduling.

Establish clarity in operational responsibilities, decreasing reliance on administrators.

Project Duration:

2 weeks

Project Summary:

A nursing and home care company—led by two ICU nurses—contracted The Leo Process to automate their client onboarding process. For more than two years, the company operated without structured guidance from an experienced operations leader, relying heavily on the owners for day-to-day decision-making. At the time of engagement, the organization employed one Marketing + Sales staff member, a Virtual Assistant, and several contractors, but lacked clear workflows or digital systems to support growth.

Before partnering with us, referrals were processed manually: prospects had to call during business hours, staff manually entered information, appointments were arranged over the phone, and invoices were created one-by-one. This created delays, inconsistencies, and administrative burden.

The Leo Process assessed their end-to-end process—Referral Received → Intake Started → Services Started—and recommended implementing Jotform for digital forms and Calendly for automated scheduling.

We built a fully digital onboarding flow embedded directly into the company’s website:

Referral is submitted online via Jotform (available 24/7)

Prospect is immediately routed to their digital assessment form

Upon completion, the prospect pays a deposit online

The system directs them to Calendly to schedule their assessment

In addition to the workflow automation, The Leo Process collaborated with the team to develop eight SOP manuals, three technical documents, and fully documented the entire client lifecycle. Manual tasks were converted into digital steps, creating consistency and eliminating repetitive work.

The results were significant: the new automated workflow saves approximately 1 hour per client, enhances the client experience by allowing self-service onboarding, and reduces administrative load by several hours per week. The owners have been freed from much of the daily operational work, enabling them to focus on strategic growth and quality of care.

Pain Points:

Manual referral processing: Required staff to gather information by phone and email.

Appointment scheduling delays: Calls, back-and-forth communication, and limited office hours slowed client intake.

Manual invoice generation: Every invoice had to be created and sent manually.

Inconsistent processes: No documented standards for intake or assessment procedures.

Excessive administrative burden: Owners were heavily involved in day-to-day tasks, limiting time for strategic decisions.