Automatically email customers when their project task is done

Checks your project tool daily and emails customers the moment their task is marked complete.

How the work actually flows

It branches. Exactly one path is taken; runs once per one per customer due update.

Pattern: Exclusive Choice (4) · Multiple Instances with a priori Run-Time Knowledge (14)

flowchart TD trig(["daily customer check"]):::trigtime s0["Check customers due update"]:::task s1[["Look up customer's project tasks"]]:::mi s2["Check if task is complete"]:::task s3["Notify customer of completion"]:::svc trig --> s0 s0 -->|"one per one per customer due update"| s1 s1 --> s2 gx{"× is the task complete"}:::gate s2 --> gx p00["Send completion email"]:::task gx -->|"Task complete"| p00 p01["Update customer record"]:::task p00 --> p01 p10["Skip until next check"]:::task gx -->|"Task not complete"| p10 p01 --> s3 p10 --> s3 out[/"customer notified the moment task is done"/]:::out pay{{"no more forgotten status updates"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff

Starts itA stepAn outside serviceRuns once per itemOne path onlyResultPayoff

Build size

Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions

Email Automation

Connects

MotionGmail

The problem it solves

You finish a piece of client work but forget to send the update, or you send it days late because you were buried in other tasks. Customers are left wondering about status, and chasing them for updates eats into time you could spend on billable work.

Who it fits

Agencies and freelancers who manage client projects and want customers notified the moment work is done.

How it works

Every day, the system checks your active customer list for anyone due an update
It looks up each customer's project tasks in your project management tool
It checks whether the relevant task has been marked complete
If it has, a notification email goes out to the customer automatically
The customer's record is updated so they aren't emailed again for the same task

Quick estimate

What it is worth to you

Your numbers, your hourly cost. We add nothing hidden.

Completed client tasks needing a status email per week

per week

Minutes to check status and send the email by hand

minutes

Loaded hourly cost

$ per hour

0Hours freed per month

0Value per year at your hourly cost

Assumes every completed task still gets checked and freed time goes to other work.

What you get

An automatic email to the customer confirming their task is complete, plus an updated record of when they were last notified.

What you need

A Motion account with API access and a Gmail account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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