Southern Graphic Designs
Automations Cheat Sheet
What the customer gets at each stage — and what shows on the ClickUp task. Office: 863-943-4363 · 102 NE 1st Ave, Mulberry FL · Mon–Fri 7AM–4PM.
🟢 Automatic — these send by themselves (no one has to do anything)
When it fires
What the customer gets
On the ClickUp task
Customer submits a website quote / estimate
Email: “We got your request — we’ll follow up shortly.”
📧 acknowledgment
PM puts the order in the system (Put in the System)
Email: “We’ve got your order — we’re getting started 🎉” + order link
📧 order received + order link
Designer sends the proof (Send to Customer)
Email: link to review & approve the proof
📤 “Proof sent” + staff link
Proof sent but not approved after ~2 days
Email: reminder to approve, with the proof link
📧 reminder + proof link
Customer approves the proof
Email: “We got your approval — production is starting 🎉” + order link
📧 approval + order link
Status → Ready for Pickup
Email: “ready to pick up” + address & hours + order link
📧 + order link
Status → Ready for Delivery
Email: “ready — we’ll arrange delivery” + order link
📧 + order link
Status → Ready for Shipping
Email: “ready to ship” + order link
📧 + order link
Day before a scheduled install (date set in Calendar)
Email: install reminder + order link
📧 + order link
Day before a scheduled pick-up (date set in Calendar)
Email: pick-up reminder + address & hours + order link
📧 + order link
Day before a scheduled drop-off / delivery
Email: delivery reminder + order link
📧 + order link
Job marked complete (closed) ~2 days prior
Email: thank-you + Google review link
📧 + review link
Key: The “Ready for…” emails fire the moment the floor changes the status — moving the job is the notification, no texting needed. The install / pick-up / drop-off reminders only fire if a date is set in the Calendar. Every customer email is logged on the task with the exact link that was sent, so anyone can see what the customer got.
🔵 Manual — staff tap to send (office iPhone)
Where
Templates (open Messages pre-filled — just hit send)
Customer record ( /customers ) — open the customer, 💬 text on any job
Proof ready · You’re booked · On our way · Ready for pickup · All done + review · 💳 Pay link · Blank
Installs ( /install ) — per job (💬 button)
On my way · Running late · Arrived on site · Install complete (+review) · Confirm install · Blank
Rule of thumb: Date in the Calendar + the floor sets the status → the customer is emailed automatically. Use Quick Text for anything personal or off-schedule (running late, a quick “you’re booked,” sending a pay link). Quick Text greets by the customer’s first name (fill the Customer First Name field at intake so it’s personalized).