Introducing Flowla AutoPilot: Fail-Proof Playbook Execution at Scale

Today, the difference between winning or losing deals often comes down to how efficiently teams execute. But let’s be real — sales and customer success teams spend far too much time (around 70% of an average workweek!) juggling manual tasks that don’t contribute to selling directly.

What if your team could stop sweating over email follow-ups, data sync, and project updates — and instead focus solely on closing deals and delighting customers?

That’s where Flowla AutoPilot comes in, taking care of these routine tasks so your team can focus on what truly matters — building relationships, closing deals, and creating outstanding customer experiences. 

So, let’s explore the new powerful automation capabilities in Flowla and what makes AutoPilot a game-changer for modern sales and CS teams.

What is Flowla AutoPilot?

Think Flowla — but smarter and fully self-sufficient. With Flowla AutoPilot, your deal flows now manage themselves, from creation to delivery, without manual input. It’s like having an extra set of hands (or a whole team) working behind the scenes to keep your deals and customer processes moving smoothly.

The magic? Flows get built, sent to clients, and tracked automatically — all seamlessly integrated with your CRM. Every follow-up, proposal, or onboarding step happens exactly when it should, with zero risk of human error or missed deadlines.

Flowla AutoPilot offers all the benefits of a smart, connected digital sales room, without the burden of managing it. From onboarding workflows to contract follow-ups, everything is done right and on time, every time. No more worrying about whether a step was missed or a task was delayed. Flowla AutoPilot handles:

• What content goes into each flow — tailored automatically for each client.
• Which steps to reveal and when — so prospects only see what’s relevant at the right moment.
• CRM task creation and updates — ensuring every interaction is logged and actioned, with no gaps.

This guarantees precision, speed, and control in every step, eliminating the guesswork and reducing admin fatigue.

How does it work?

AutoPilot allows you to create custom workflows within Flowla that are triggered by key events from the tools you already use. Here’s how it operates:

Triggering Event → Automated Action

For every significant action taken in your workflow — whether it’s a meeting scheduled, a deal stage changed, or a form submitted — AutoPilot can initiate corresponding actions automatically.

You can also link multiple actions to a single triggering event, allowing for more complex and tailored workflows that meet your specific needs. This flexibility ensures that AutoPilot can adapt to various scenarios and enhance your operational efficiency.

What are the tasks you can automate with Flowla AutoPilot?

Flowla AutoPilot takes automation to the next level by seamlessly executing tasks across your sales and customer success workflows. Here’s a breakdown of the key tasks AutoPilot can handle and how it keeps everything running smoothly.

1. Create and send deal rooms

Flowla AutoPilot ensures that every opportunity gets the right materials, without manual intervention. Here’s how:

• When an intro, demo, or onboarding meeting is booked on Calendly, a tailored flow is instantly created and sent to participants. This flow can include agenda details, prep materials, and meeting links — ensuring both sides are prepared.
• When a new deal is created in your CRM, AutoPilot generates a corresponding flow with initial touchpoints, such as introductory emails or proposal timelines, to start building momentum immediately.
• As deals progress through the pipeline (e.g., from 'Intro Call Booked' to 'Evaluation'), new flows are triggered, sending the relevant documents or checklists aligned with the deal stage.
• When a deal closes (won), Flowla switches gears to create a post-sale onboarding flow, complete with next steps, welcome messages, and account setup guides for Customer Success.
• New users on Intercom? Flowla AutoPilot automatically sends personalized resources — like FAQs or welcome offers — to help engage users right from the start.

These automated flows remove the lag between meetings, deal progression, or customer inquiries, ensuring swift, seamless interactions.

When a new flow is linked to a CRM deal, AutoPilot will also automatically share it with all relevant deal contacts. If a deal stage changes, the system ensures that updated flows reach the right stakeholders.

💡 Pro tip: Configure Flowla's Gmail integration to send these emails directly from your inbox—keeping things personal and avoiding spam folders.

2. Keep buyers engaged

Engagement is key to moving prospects through the sales funnel, and Flowla AutoPilot ensures your buyers stay connected and informed throughout their journey. Here’s how it works:

• Send meeting reminders before scheduled calls: Forget last-minute no-shows. AutoPilot sends timely reminder emails a few days before a scheduled call, complete with links to personalized flows. These emails might include the agenda, important documents, or action items, ensuring both parties are prepared and focused on the meeting’s objectives.
• Follow up with highly engaged contacts: AutoPilot keeps a close eye on buyer behavior, identifying key engagement signals. When a flow link is viewed multiple times or a prospect spends significant time engaging with the content, AutoPilot sends a thoughtful follow-up email. This nudge encourages buyers to take the next step — whether that’s booking a meeting, reviewing a proposal, or asking questions — while their interest is high.
• Reengage inactive flows with timely follow-ups: If a flow goes without being viewed for a specified number of days, AutoPilot takes action. It can automatically send follow-up emails to clients or create a follow-up task in your CRM for the deal owner. This proactive approach keeps your team engaged with potential buyers and prevents leads from going cold.
• Send intro emails to new contacts interacting with flows: Sometimes, new contacts engage with your flow, people who may not yet exist in your CRM. AutoPilot automatically sends personalized introductory emails to these newly identified contacts, ensuring they feel acknowledged and welcomed. This proactive approach helps maintain momentum and expands your network effortlessly.
• Create CRM tasks for new LinkedIn connections: As new contacts are identified through flows, AutoPilot creates tasks in your CRM for deal owners to connect with them on LinkedIn. This ensures timely outreach and fosters deeper relationships. Moreover, when key titles (like CRO or VP of Sales) are detected, CRM tasks are triggered to multithread, ensuring that senior decision-makers are engaged and considered in the sales process.

By automating these interactions, you ensure that your prospects feel valued and informed every step of the way — without the burden of repetitive tasks.

3. Know where you need to focus

Understanding where to direct your attention in the sales process is crucial for maximizing efficiency and closing deals. Flowla AutoPilot equips your team with the insights needed to prioritize effectively. Here’s how it improves your focus:

• Update deal priorities based on engagement: AutoPilot monitors flow activity, allowing you to update a deal's priority level in your CRM when a flow is viewed multiple times. This feature helps you easily identify warmer, more active deals, enabling you to allocate resources where they're most likely to yield results. You’ll spend less time sifting through prospects and more time engaging with those who are genuinely interested.
• Automatically change flow statuses: The system intelligently updates the status of your flows in real time. When a flow is viewed, its status changes automatically, helping you keep track of which prospects are engaging with your content. This feature makes it easy to identify active flows at a glance on your Flowla dashboard, ensuring that you can respond swiftly to buyer interest.
• Stay organized when deals change: When a deal is marked as closed/lost, AutoPilot updates the corresponding flow status, ensuring your Flowla dashboard remains organized and in sync with your CRM. This alignment eliminates confusion and provides a clear overview of your pipeline, allowing your team to focus on opportunities with the highest potential for success.

By leveraging these capabilities, Flowla AutoPilot empowers your sales team to concentrate on the most promising opportunities, optimizing your efforts for maximum impact and efficiency.

4. Keep processes on track

In the fast-paced world of sales, maintaining momentum and accountability is vital to success. Flowla AutoPilot ensures that your processes stay organized and on schedule, providing your team with the tools needed to manage tasks efficiently. Here’s how it works:

• Task notifications for upcoming and overdue items: AutoPilot keeps everyone informed about their responsibilities. Task assignees receive timely reminder emails regarding upcoming and overdue action items, according to a predefined schedule. This proactive approach helps your team stay on top of their commitments and reduces the risk of critical tasks slipping through the cracks.
• Accountability for overdue tasks: To maintain high standards, AutoPilot can send Slack notifications to relevant team members or create tasks in your CRM when a deal has overdue action items. This feature fosters accountability and ensures that everyone remains focused on their objectives, ultimately driving deals forward.
• Critical alerts for leadership: When a critical flow stage is delayed, AutoPilot notifies sales or customer success leadership, ensuring that any potential roadblocks are addressed promptly. This transparency allows for quicker decision-making and resource allocation, enhancing overall team performance.
• Dynamic flow visibility adjustments: AutoPilot also updates the visibility of flow stages automatically. For example, when a deal reaches the ‘POC Ready’ stage in your CRM, the corresponding flow stage becomes visible. This ensures that your team always has access to the right information at the right time, facilitating smoother transitions and clearer communication across teams.

By automating these processes, Flowla AutoPilot keeps your sales operations organized and efficient, allowing your team to focus on what truly matters: closing deals and building strong client relationships.

5. Keep your CRM up to date

A well-maintained CRM is crucial for effective sales management and decision-making. Flowla AutoPilot simplifies this process by ensuring your CRM is always current and accurate. Here’s how it enhances your data integrity:

• Sync flow viewers to your CRM: If a new contact interacts with your flow link but doesn’t yet exist in your CRM, Flowla AutoPilot creates the contact automatically and associates them with the relevant deal. This feature not only saves time but also expands your network, ensuring you never miss an opportunity to engage with potential buyers.
• Automatic updates from Flowla Forms: Integrate your Flowla Forms with your CRM properties to ensure seamless data flow. When a client fills out a form, such as an onboarding "Requirements Questionnaire," their responses are automatically recorded in the CRM. This eliminates manual data entry, reduces errors, and keeps your records precise and up to date.
• Real-time updates when actions are completed: Whenever significant actions are completed in Flowla — like signing a contract — AutoPilot updates the corresponding CRM entries in real time. For example, when a contract is signed, the date and signatory information is recorded in the CRM, providing a clear and accurate timeline of key milestones. This streamlines the deal closure process, ensuring that your team can quickly move on to the next steps without missing a beat.

With Flowla AutoPilot keeping your CRM up to date, your team can trust that they have access to the most accurate information, enabling better decision-making and enhanced collaboration. This reliability allows you to focus on nurturing relationships and closing deals, confident that your data is always in sync.

How to get started with Flowla AutoPilot?

Ready to harness the power of Flowla AutoPilot and transform your sales processes? The best way to experience its full capabilities is by scheduling a personalized demo with our team. We will guide you through the platform, showcasing how AutoPilot can streamline your workflows, based on your unique needs. 

Don’t miss out on this opportunity to elevate your sales and customer success efforts—book your demo today and take the first step toward a smarter, more efficient workflow with Flowla AutoPilot!