Automation Catalog
Browse 20 ready-to-build automation patterns by industry and process. Each one shows what the build does and the tools it uses.
Each entry is one job a person does by hand, usually every week, built to run on the tools you already pay for. If one of them sounds like a job on your team, open it. If yours isn't here, tell me what it is and who does it now.
How every automation build works
- 1. The diagnostic
I sit down with you and the person who does the job now, walk through it start to finish and time it. You get a written scope with one fixed price, a delivery date and a plain list of what's in and what's out. The diagnostic is paid, and the fee comes off the build if you go ahead.
- 2. The build
I build that one job inside the accounts you already have and connect the tools with n8n where they don't talk to each other. Handover includes training for whoever was doing it by hand. You own everything I build.
- 3. The care plan
It's optional, and it runs month to month with 30 days' notice. I watch it run, fix what breaks and make small changes as your process moves. Each month you get a one-page report.
Construction
- Invoice ProcessingMatches invoices to POs and receiving records, flags duplicates before payment, routes for approval, and writes the cleared transaction back to QuickBooks or Procore.
- Subcontractor OnboardingAutomated portal collects subcontractor docs, validates expiration dates, alerts you to gaps, and posts to your AMS or SharePoint. Renewal reminders fire 30 days before expiry.
- Change Order TrackingEmail + form intake auto-creates a CO record, routes for approval with escalation timers, attaches signed PDFs, and updates the project budget in Procore or your ERP.
- Compliance Document ManagementCentral document index with auto-tagging by project, type, and expiration. AI extracts metadata from uploads. Audit packets generate on demand.
Real Estate
- Tenant OnboardingOne workflow: applicant submits → background check fires → lease auto-generates → e-signature → deposit invoice → move-in checklist. Property manager only intervenes on exceptions.
- Lease Document AutomationLease generation from a Notion or Airtable record, auto-versioning on edits, e-signature integration, and renewal reminder fires 90 days before lease end.
- Maintenance Request RoutingMulti-channel intake → AI categorizes urgency → auto-routes to the right vendor → tracks ETA → updates tenant. Escalates if SLA is at risk.
- Property Financial ReportingPull rent receipts from your AMS, expenses from QBO, and occupancy from your PM software → AI generates per-property statements + portfolio rollups → distribute to owners on a schedule.
Financial Services
- Bank ReconciliationMatches bank feed transactions to ledger entries by amount + date + description, flags exceptions for review, and posts the cleared batch back to QuickBooks.
- Client Onboarding & KYCOne workflow: client signs intake → ID verification fires → custodian account opens → portal credentials provision → welcome sequence sends. Advisor gets notified at each gate.
- Monthly Financial ReportingPull data from QBO + bank feeds → AI generates branded report PDFs → distribute via email or client portal. Reports go out on the 5th of every month, automatically.
- Expense CategorizationClassifies transactions using vendor name + memo + amount + historical patterns. Confidence threshold gates auto-posting; low-confidence items go to a review queue.
Defense
- Compliance ReportingContinuous evidence collection: AV scan logs, MFA enforcement records, access reviews, and SSP attestations flow into a central tracker. Audit packets generate on demand for SPRS and primes.
- CMMC Evidence LoggingWebhook from Defender → append to Evidence Log tab. Monthly cron generates the SSP refresh from the live tracker. AO affirmation packet ready on demand.
- Supplier Risk ScoringLookup chain: SAM.gov exclusion check → OFAC list → corporate registry → CMMC L1 self-attestation → financial-health snapshot. AI summarizes risk with citations.
Professional Services
- Proposal GenerationDiscovery call notes → AI extracts scope, timeline, pricing levers → generates branded proposal in Google Docs → e-signature ready. Each variant tracked against the source call.
- Contract Renewal TrackingCentral renewal tracker with 90/60/30/14 day reminders. AI summarizes the renewal context and drafts the outreach email. Account owner reviews + sends.
- CRM Pipeline AutomationAll 4 channels feed one Notion or HubSpot pipeline. AI scores leads, drafts personalized outreach, and tracks follow-up cadence. Stale leads surface for triage.
Healthcare
- Patient IntakeOnline intake form → AI extracts structured fields → posts to EHR API or fills a SMART-on-FHIR template. Demographics, history, insurance all in the EHR before the appointment.
- Insurance VerificationDaily batch eligibility check via clearinghouse API. Coverage verified, copay calculated, prior auth flags surfaced before the patient walks in.
Who this is for
- Owner-led companies where one person spends a real part of every week moving information between tools
- Teams already paying for Microsoft 365, Google Workspace, Notion or a CRM
- Someone on your side who'll own it once it's built
- A job that takes a few minutes a week. A build won't pay for itself, and I'll tell you so on the first call.
- Replacing your accounting or industry software. I connect to those systems. Swapping them out is a different project.
Common questions
What is in the automation catalog?
20 automation jobs for owner-led businesses, grouped by industry (Construction, Real Estate, Financial Services, Defense, Professional Services, Healthcare). Each page says what the build does and which tools it uses.
How does an automation project start?
Every build starts with a paid diagnostic. I sit down with you and the person who does the job now, walk through it start to finish and time it. You get a written scope with one fixed price, a delivery date and a plain list of what is in and what is out. If you go ahead, the diagnostic fee comes off the build.
What does an automation build cost?
It is a fixed fee, quoted after the diagnostic. I do not publish prices, because the number moves with the tools being connected and how your process runs. The optional care plan after the build is month to month with 30 days' notice.
Do I need to buy new software?
Usually not. I build inside the accounts you already pay for, and connect the tools with n8n where they do not talk to each other. You own everything I build.
What if my job is not in the catalog?
Tell me what it is and who does it now. The diagnostic is where we find out whether it is worth building.
Looking for a single service rather than an industry? See the automation services, or book a 30-minute call and I'll tell you where I'd start.
Veteran Vectors has two front doors. LinkedIn appointment setting puts qualified sales calls on your calendar. Automation takes one job off someone's plate and builds it to run on the tools you already pay for. You can hire me for either one on its own.
See how appointment setting works → See the automation work →