Project managers at design studios spend 4- per week manually tracking deliverables across multiple tools, chasing team members for status updates, and compiling client notifications. Manual spreadsheet updates, file verification, and scattered feedback create delays and duplicate data entry.
Automation monitors project completion in real time, verifies deliverables are ready, and sends client notifications automatically. The system logs milestones to billing and updates the team in one coordinated action, eliminating manual tracking and reducing notification time from hours to minutes.
The full workflow, from trigger to completion.
Automation watches for tasks in the Deliverables project to move to the Done column. This signals that a deliverable is ready for client review.
Automation retrieves the task name, project, due date, assigned team member, and any linked files. It also pulls the client contact and project billing phase.
Automation checks the project folder to confirm all expected deliverables are present and correctly named. If files are missing, it logs a flag for manual review.
If yes, proceed to client notification. If no, send an alert to the project manager and pause the automation.
Automation generates a formatted list of deliverables with file names, formats, and feedback deadlines. It pulls the client name and project phase.
Automation sends a templated email to the client with the deliverable list, feedback deadline, and a link to the shared folder. The email is logged and copied to the project record.
Automation creates a new record in the billing milestones table with the deliverable date, project phase, and client name. This feeds directly into invoicing workflows.
Automation sends a message to the project channel confirming that the deliverable has been sent to the client and noting the feedback deadline. This keeps the team aligned without email clutter.
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