If you’ve set up automations or funnels before, you're likely familiar with the challenge of finding tools for your tech stack without spending a fortune on the subscriptions alone. It can be overwhelming to research options when it feels like every software out there is promoting their expensive premium plans, claiming how essential they are for automation. Even the free plans of these software intentionally limit functionality to push you towards paid upgrades.
As a new entrepreneur, I was determined to automate my business without incurring costs. Inspired by Paul Jarvis' book, "Company of One," I embraced the idea of keeping my business simple and spending as little as possible. But when it came to my automations, I struggled to apply this advice. I provide automation services for clients, so I felt pressure to prove my abilities by automating my own workflows and funnels. As I researched different options for my tech stack, I realized I would need to get creative to set up robust automations solely using free plans. But through a lot of trial and error, I found a way.
Curious to learn how I did it? Read on to find out.
Tech Stack
I'm a service provider, so my onboarding process involves forms, contracts, invoicing, and project setup for each client. To automate these steps, I needed a form builder, payment processor, project management tool, and an integration tool to connect everything together. A Customer Relationship Management (CRM) software could have fit my needs, but I wanted to keep my costs down, and I couldn't find a free CRM that had the automation capabilities I was after.
Form Builder
For the form builder, I opted for Jotform due to its free plan, which allows up to 10 signatures per month with E-sign. This suits my needs perfectly as I don't anticipate having more than a few clients each month. I built forms for both my application and contract, setting up prefill automations to transfer fields directly from the client's application to the contract, ready for signing after I input a just few details about the project scope and pricing.
Payment Processor
I chose Stripe for my invoicing software. While it isn't entirely free since they deduct a percentage from my clients' payments, it does provide free setup and access to their API. In my funnel automation, the client receives an invoice for my deposit immediately after signing the contract. To achieve this, I used an integration tool to connect Jotform and Stripe, triggering a workflow to send the deposit upon submission of the contract.
Project Management Tool
To track my clients' projects, I use ClickUp. I chose this tool because its free plan offers more automation features compared to other task management tools. In my funnel, I automated the initial setup of the project folder when the client pays the deposit. Using an integration tool to connect my apps, I set up a workflow that triggers upon payment of a Stripe invoice. This workflow completes the initial setup of the project in ClickUp for me, which involves creating the project folder from a template, generating tasks for each milestone, and establishing due dates and dependencies for each task. To accomplish this, the integration tool also connects to my Jotform account to retrieve the project schedule details outlined in the contract.
API Integration Tool
For my integrations, I utilized both Zapier and Pipedream. I divided my automations between these platforms because each allows only a few active workflows for free. Additionally, each platform had unique strengths I wanted to leverage. Zapier's free plan is more limited than other integration software, allowing only single-step zaps (a trigger and one action). However, Zapier was the only tool capable of creating a ClickUp folder from a template, a crucial step in my funnel. On the other hand, Pipedream's free plan is more generous with its runtime usage, granting users up to 100 credits (roughly equivalent to 100 workflow runs) per day! Pipedream also provides the most flexible interface for running custom code and HTTP requests.
Piecing it Together
For my funnel to work without paid subscriptions, I had to implement logic in my automations to leverage the available features of my free accounts. To give you an idea, below is the workflow diagram of each funnel phase, from the client's application to their offboarding experience. The green steps represent automated actions, while the remaining steps require manual action.
Unfortunately, there are more manual steps in the funnel than I would prefer. I couldn't automate sharing the ClickUp project with the client because the API endpoint is only available to ClickUp's enterprise users. However, I later realized I prefer keeping this step manual because it allows me to review the setup of the project folder before sharing with the client.
Overall, it's entirely possible to automate your workflows and funnels without paying expensive subscriptions. It requires some creativity and comparison-shopping, but it is a practical approach to take when you are just starting out and have little resources.
If you have any questions about the logic or steps involved in my process, feel free to ask in the comments or reach out directly!
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