Reminder & workflow stack template for 2026 service teams

You don’t need ten point solutions to automate your operation. This template shows how Toolfy + a few integrations can run intake-to-payment on autopilot.

Core reminder workflows

| Flow | Toolfy setup | Optional integrations | | --- | --- | --- | | Intake → job card | Web form → Toolfy API (Zapier/Make) | Typeform/Gravity Forms | | Deposit request | Quote template with deposit toggle | None | | Reminder sequence | Reminders → Payment + Job reminders | Twilio + Postmark (already embedded) | | Slack alerts | Reminders → Webhook channel | Slack incoming webhooks | | Payout monitoring | Settings → Payments → Slack zap | Stripe webhook → Zapier | | Review requests | Reminder template linked to Google review | Zapier to push to CRM |

Step-by-step to build it

1. Webhook inbox – Create a Toolfy API token, point form submissions to /api/jobs so every lead becomes a job with customer info attached.
2. Deposit collection – In your invoice template, check “Require deposit” and set default to 30%. Toolfy auto-fires the invoice once the quote is accepted.
3. Reminder sequences – Enable Payment reminders (3 days before, due day, 7 days overdue) plus Job reminders (day-before, tech en route). All SMS/email is tracked.
4. Slack alerts – Use Toolfy webhooks or Zapier to post events like new_deposit, payout_delayed, or reminder_failed into #ops.
5. Instant payout trigger – When Slack posts payout_delayed, decide whether to run the instant payout flow (see our policy template).
6. Review workflow – After invoice is marked paid, send a Toolfy reminder with your Google review link and track completions in a simple Sheet.

Optional extras

• MCP / ChatGPT Apps – Use the Toolfy MCP server to run reminders or create jobs from ChatGPT conversations.
• Zapier “Job complete” → accounting – When a job closes, push it into Xero/QuickBooks with line items.
• SMS opt-out logging – Twilio + Toolfy already track STOPs; add a workflow to notify your CS lead when someone opts out.

Governance tips

• Document every workflow in a Toolfy “Reminder/workflow register” (task board). Include owner, trigger, location, and date last tested.
• Run a monthly “workflow health check”: resend test reminders, confirm Slack alerts fire, verify API tokens haven’t expired.

Need this stack cloned into your workspace? Email support@toolfy.io with “Reminder/workflow template” and we’ll drop in the Zaps/webhooks + sample reminders for you.