Automation Workflows in Prospect CRM

Customise your CRM by harnessing the power of visual, event-driven workflows to reduce manual data entry and automate repetitive tasks. Guarantee sales, service and operations run on time, every time.

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What are Automation Workflows?

Automation Workflows in ProspectCRM are customisable step-by-step visual automations, that run when triggers - such as record created or record closed, or quote chase – and filters match. When the logic is met, the workflow performs the actions you’ve set.

Use the full-screen editor to build your workflows, set custom logic and test/troubleshoot before implementing, while also tracking past versions, any edits made to the workflow and it’s run history.

How It Works - Triggers, Filters & Actions

Use the full-screen editor in Prospect CRM to visualise the workflow during the build process.

As you build your workflows, you’ll be prompted to select your triggers, filters and actions as you set up how you’d the CRM to perform the automated tasks.

The editor also enables you to test, amend and publish your workflows, while also viewing each published version, as well as tracking each versions run history.

The options included within the triggers, filters and actions are designed to make repetitive administration tasks completely automatic:

Triggers: Prompts such as Record Created, Record Closed, Quote Chase will begin the workflow

Filters: Narrow which records should receive an action, based on the trigger – filters include region, value, product group, and more.

Actions: The automated admin performed by the CRM e.g. Send Email, Create Task, Add/Remove Tag, Fire Webhook, Add a Comms Delay

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Why B2B Product Sellers Use Automation

Never Miss a Follow‑Up

Ensure consistency in communications by auto‑triggering email sequences and tasks from opening new opportunities, closing problems tickets, or from a chosen quote template.
Add delay stages to space communications out by hours, days or weeks and the Run History keeps track of every step that’s executed.

Faster Quote‑to‑Close

Use Quote Chase triggers and pre-set email templates to chase quotes at scale, and guarantee no quote is missed.
Route high‑value or time‑sensitive records to your sales reps by building a workflow using the urgency filters, which then creates a task.

Cleaner Handoffs Across Teams

Standardise and streamline transitions between your teams by adding and removing tags and assigning tasks, moving accounts between Sales → Ops → Service, offering transparency so everyone always knows what’s next.

Integrate What Matters

Use the ‘Fire Webhook’ action to actively push data/events into your finance, inventory, e‑commerce, or logistics systems, making sure to keep everything in sync without the swivel‑chair.

Governance You Can Trust

Keep detailed records within ‘Versions’, tracking drafts, publishing, upgrade running instances, and Run History for a full audit trail.
Utilise ‘test mode’ to sends emails only to the tester and skips delays, so you can ship safely.

Built for B2B Product Workflows

B2B product businesses have busy operations, and growing companies tend to have streamlined sales teams. Using automated workflows and letting the CRM handle repetitive administration tasks, you’ll ensure your teams are maximising their time. Some examples of the workflows you could create within the module are:

Send each New Lead a sequence of nurture emails: Record Created (Opportunity) → Delay 2 days → Send Email (intro) → Delay 3 days → Create Task (call).
Follow-up quotes with automated emails: Quote template triggers → multi‑email sequence → task escalation on no response.
Create seamless post‑sale handovers: Record Closed (Opportunity Won) → Fire Webhook→ Create Task (Operations) → Add Tag (Onboarding).
Action quick service recovery: Record Closed (Problem) → Send Email (feedback request) → Add Tag (At‑Risk) → Create Task (CS follow‑up).
Route VIP/high‑value projects to team members: Trigger + Filter (Value/Region) → Team‑specific tasks and SLAs

Loved by Product‑Focused Sales & Service Teams

Excellent Support from Matilda

Matilda has been a huge support in us moving over to Prospect. Her knowledge and expertise has been paramount in us being able to set up our sales workflow and reporting so that we can move over CRM over to Prospect. Matilda has been on hand throughout this process, her training has been insightful ad easy to implement. I can thank her enough.

10 out of 10!!!

We've been using Prospect CRM, and it has completely transformed how we manage our business. The platform is intuitive, powerful, and tailored perfectly for businesses like ours. The features are well thought out, and the integration capabilities make our workflow seamless.

Tim Wright | Co-Founder & Director

Prospect has been a game changer

Prospect has been a game changer for our business. Not only does it allow us to track sales, growth and business activity, it also allows us to run campaigns, track any issues or opportunities, and highlights when customers need some extra attention. Highly recommend.

Clare Macgregor | Office Manager

Automation Workflow Help Doc

Learn how to automate repetitive tasks and streamline your business processes by creating visual workflows that respond to events in your CRM.

Learn more

Quote to Order Workflow

Learn how to structure and optimise your Quote-to-Order workflow to automate key steps, reduce manual effort, and improve efficiency from quote through to order.

Discover more

Automation Workflows – FAQs

What are Automation Workflows in Prospect CRM?

Automation Workflows are visual, trigger‑based sequences that run actions (emails, tasks, tags, webhooks, delays) when records meet your customised conditions. These workflows reduce your teams manual administration burden and improves follow‑up consistency.

Which events can trigger a workflow?

Prospect CRM’s automated workflows can be triggered by 5 different event types:

Opportunity Created
Opportunity Closed
Problem Created
Problem Closed
Quote Chase

New Triggers for ‘Confirmation of a Quote’ and ‘Creation of an Enquiry’ are coming soon in 2026.

Can I control which records trigger the workflow?

You can configure which records trigger the workflow through filters – these filters include record attributes such as:

Region
Value
Channel
Product Group

What actions are available within the workflows?

Prospect CRM’s workflows allow you to automatically perform any of the following actions:

Send Email
Create Task
Add/Remove Tag
Fire Webhook (to external systems)
Delay to time communications

How do I test workflows safely?

Once your workflow is set, you can use the ‘Test Workflow’ function – this will send emails only to you and delays are skipped, so you can validate end‑to‑end logic without contacting customers.

Can I manage versions and in‑flight runs?

Yes, you can draft and publish the workflows in the full-screen editor, and view the ‘versions’ and their in-fight runs history.

Do I need admin permissions?

Yes, CRM Admin rights are required to create/manage workflows and email templates must exist before using the Send Email action.

Can I integrate with finance/inventory/e‑commerce?

Yes, you can use the ‘Fire Webhook’ action to send CRM data to external endpoints such as Zapier, Teams, Intercom, Slack or to other systems via custom APIs.

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