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Guide

Automate one business process end to end in three steps

Ema, a Kailiniai hero

For this guide and its prompts we recommend:

  • Typeform can start the flow: each new order or enquiry form entry becomes the trigger for the automation. Free plan · 14-day free trial (source)

Offers checked 21 Oct 2026

You can now map one process into an automation.

One mapped process, for example new order to invoice to thank-you, running by itself, with a check step and error alerts.

Adam, a Kailiniai hero

What you need

Sandra, a Kailiniai hero
  • One process you do the same way every week
  • Any AI chat assistant and a spreadsheet
  • An automation tool
  • Your email, a team chat for alerts and a test copy of your data
  • TypeformAnswers from real people instead of guessesFree plan

Steps

  1. Map the process before you build

    Write every step as it happens today: what starts it, what you do, what comes out. Mark each step as fixed rules, needs judgment or reaches a customer.

    Example

    Trigger: new order form. 1. Copy the order to the order sheet (rules). 2. Draft the invoice (rules). 3. Draft a thank-you note (AI). 4. Check and send (human).

  2. Build it on a test copy

    Copy your sheet and use test entries. Build the steps in the automation tool one at a time and run each one before you add the next.

    Weak

    Build the whole flow on the live order sheet and switch it on.

    Better

    Build it on a copy with three test orders, run each step and check the output before moving to the next one.

  3. Add one AI step with a fixed brief

    Use AI only where words are needed, such as drafting the thank-you note. Give it the order details and a fixed instruction, and keep the output as a draft.

  4. Keep a human check before customers

    Anything that goes to a customer waits as a draft until a person approves it. Check invoices against the order before they go out; for tax and invoicing rules, check with a professional.

  5. Alert on errors

    If a step fails, the tool posts a message to your team chat with what failed and which entry. Read the run history once a week. To choose which process to automate first, see /guides/which-tasks-to-automate-and-which-not/.

The full instruction

Copy it into any AI chat assistant and change only the first line.

Change only this line: PROCESS = [new order to invoice to thank-you email]

Act as a workflow mapper for a business. Help me turn one process, my PROCESS, into an automation.

Before you start, ask me one question at a time: how I do each step today, and which tools I use (for example an order form, a spreadsheet, email, team chat).

Then do four things:
1. Split it into 3-6 steps, each with its input, its output and a pass or fail check.
2. Mark each step as rules, AI draft or human check. Anything that reaches a customer or moves money gets a human check.
3. Say what happens when a check fails: retry at most twice, then alert a person.
4. List the 3 most likely ways it could break.

After my answers, start with the steps.

What you end up with

One process that runs by itself on real entries after testing on a copy, with an AI draft step, a human check before anything reaches a customer and an alert when something breaks.

Common mistakes

  • Building on live data instead of a test copy.
  • Letting the AI step send to customers without a human check.
  • No error alert, so a broken step goes unnoticed for days.

Processes that need more than one tool

Thomas, a Kailiniai hero

Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.

  1. Map the process

    Tools, in order: any AI chat assistant → a spreadsheet

    1. Describe the process to the chat assistant and ask for a step map with checks.
    2. Paste the map into a spreadsheet: step, input, output, check, who.

    The prompt for this process

    Act as an operations coach. Map one of my processes before I automate it.

Process: [name]
What starts it: [e.g. a new order form]
What I do now, step by step: [describe]

Ask me up to 3 questions if a step is unclear. Then return a table for a spreadsheet: step, input, output, rules or AI or human, pass or fail check. Mark every step that sends something to a customer or touches money as human. Keep it to at most 6 steps.

Start with your questions.

  2. Build the automation

    Tools, in order: Typeform → an automation tool → your email inbox

    1. Use a new Typeform order or enquiry as the trigger in the automation tool, working on a test copy of your sheet.
    2. Add the steps one at a time and create the email as a draft, never as a sent email.
    3. Run three test entries and check every output.

    The prompt for this process

    Explain how to build my mapped process in the automation tool, step by step, for a beginner.

Process map: [paste table]
Trigger: [e.g. new Typeform entry]
Test copy of my sheet: [name]
Output: an email draft, never sent automatically

For each step, describe the automation step in plain words, which fields to map and how to test it on one entry. Add a check after each step that stops the run if a required field is empty. If you are unsure about a setting, tell me where to look instead of guessing.

Start with the trigger.

  3. Add one AI step

    Tools, in order: an automation tool → any AI chat assistant

    1. Add an AI step in the automation tool that drafts the thank-you note from the order fields.
    2. Read the drafts from three test orders and tighten the instruction until they need no edits.

    The prompt for this process

    You write a short thank-you note for a new order. You are one step in an automation, so follow the rules exactly.

Order details: [customer first name], [product], [delivery method]
Business name and tone: [name; e.g. warm, plain]
Facts you may use: [delivery times and contact from my policies]

Write at most 70 words. Thank them, confirm what they ordered and how it will reach them, and give the contact for questions. Do not promise dates, discounts or anything not in the facts. No exclamation marks. Before you return the note, check it against these rules and fix anything that fails.

Start with the greeting.

  4. Check and alert on errors

    Tools, in order: an automation tool → a team chat

    1. Add an error handler in the automation tool that posts to a team chat channel when a step fails.
    2. Read the run history once a week and fix the step that failed most often.

    The prompt for this process

    Help me write error alerts and a weekly check for my automation in the automation tool, with alerts posted to your team chat.

Steps in my automation: [list]
Who fixes problems: [name]

For each step, write what can fail and the alert message it should send: which step, which entry and what to do first, in at most 25 words. Then write 4 questions to answer when I read the run history each week. Remind me that nothing is sent to a customer without a human check.

Start with step 1.

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