Geoff CuddBusiness automation doesn't have to be complex or expensive.
The smartest companies are hiring automation virtual assistants to set up no-code workflows, maintain CRMs, and even generate content using AI tools like ChatGPT.
We hired our first VA specifically to clean up repetitive tasks, like CRM tagging, Slack notifications, and follow-up reminders. With just a few Zapier workflows and AI prompts, they freed up over 10 hours a week.
If you're looking to delegate business automation to a virtual assistant, this guide covers the top high-impact tasks they can take over.
Your Business Runs Smoother When It Runs Itself
It doesn’t matter what industry you’re in or how big your business is. Automation helps you do more with less effort.
- Wake up to tasks already done while you sleep
- Know your systems are running even when you’re not
- Turn daily headaches into hands-free repeatable processes
Table of Contents
- Your Business Runs Smoother When It Runs Itself
- Quick List of Automation VA Tasks
- Top Automation Tasks to Delegate (By Category)
- Use Case Examples: What an Automation VA Can Handle by Business Type
- Why Not Use a Freelancer or In-House Ops Manager?
- How to Choose the Right Automation VA
- Automation Tasks You Should Keep In-House (At First)
- Want Help Delegating These Automation Tasks?
- Your Business Runs Smoother When It Runs Itself
- Frequently Asked Questions
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Quick List of Automation VA Tasks
Category | Examples |
|---|---|
| CRM & Lead Automation | Tagging, deal updates, follow-up reminders |
| No-Code Workflow Setup | Zapier and Make integrations |
| AI Content & Replies | GPT-generated emails and summaries |
| Admin Automation | Form routing, document auto-fill, task scheduling |
| File & Folder Automation | File naming, storage, and alerts |
| Report Generation | Auto-updated Google Sheets dashboards |
| Internal Alerts | Slack or email notifications from trigger events |
| SOP Documentation | Walkthroughs and automation logs |
Top Automation Tasks to Delegate (By Category)
CRM & Lead Automation
Lead Tagging and Routing
- What They Do: Apply tags based on form submissions or user actions and assign deals to pipelines.
- Why It Helps: Keeps your CRM clean and ready for follow-up.
- Ideal Outcome: New leads are instantly tagged and routed without manual sorting.
Stage-Based Follow-Up Reminders
- What They Do: Trigger emails or Slack alerts when a deal changes stages.
- Why It Helps: Reduces missed follow-ups and improves sales timing.
- Ideal Outcome: No leads fall through the cracks.
No-Code Workflow Setup
Zapier / Make Scenarios
- What They Do: Build automations between forms, CRMs, email, and task tools.
- Why It Helps: Eliminates manual handoffs and updates.
- Ideal Outcome: Seamless tool communication and fewer admin errors.
Trigger-Based Workflows
- What They Do: Start workflows based on form fills, calendar bookings, or file uploads.
- Why It Helps: Sets processes in motion automatically.
- Ideal Outcome: Your systems work while you sleep.
AI Content & GPT-Powered Tasks
Auto-Generated Emails
- What They Do: Draft replies or intros using ChatGPT based on inquiries or templates.
- Why It Helps: Saves time writing and improves response consistency.
- Ideal Outcome: First-pass email responses ready for review.
Blog and Summary Drafts
- What They Do: Use AI to write post intros, SEO summaries, or internal briefs.
- Why It Helps: Accelerates content creation.
- Ideal Outcome: AI-generated content that only needs light editing.
Admin Automation
Auto-Fill Docs & Forms
- What They Do: Populate contracts or proposals using submitted data.
- Why It Helps: Speeds up client onboarding and reduces typos.
- Ideal Outcome: Signed documents ready within minutes.
Task and Reminder Scheduling
- What They Do: Set recurring reminders or assign tasks based on inputs.
- Why It Helps: Keeps your team on schedule without micromanaging.
- Ideal Outcome: Nothing gets forgotten.
File & Folder Organization
Automated File Sorting
- What They Do: Move, rename, and store files based on triggers.
- Why It Helps: Maintains clean, organized cloud storage.
- Ideal Outcome: Files land exactly where they belong.
Upload Notifications
- What They Do: Alert you when new files are added.
- Why It Helps: Improves visibility and team coordination.
- Ideal Outcome: Always know when assets are ready.
Reporting & Dashboards
Weekly Summary Reports
- What They Do: Auto-pull metrics from Google Sheets or CRM to compile weekly performance.
- Why It Helps: Saves hours and improves decision-making.
- Ideal Outcome: Reports arrive on schedule, no digging required.
Client or Team Dashboards
- What They Do: Maintain visual boards for tracking KPIs.
- Why It Helps: Centralizes insights and aligns teams.
- Ideal Outcome: At-a-glance clarity on team or project performance.
SOP Documentation & Walkthroughs
Record & Document Automations
- What They Do: Watch Loom videos or review workflows and write SOPs.
- Why It Helps: Makes automations repeatable and transferable.
- Ideal Outcome: Clear, usable process docs for internal teams.
Update Logs and Fix Protocols
- What They Do: Track when automations break and how to fix them.
- Why It Helps: Reduces downtime and future issues.
- Ideal Outcome: Faster fixes and fewer recurring errors.
Use Case Examples: What an Automation VA Can Handle by Business Type
Business Type | What an Automation VA Can Handle |
|---|---|
| Marketing Agency | Client onboarding workflows, Slack updates, automated reporting |
| Local Service Business | Booking syncs, estimate follow-ups, review request automations |
| Online Coach | Course enrollment flows, CRM email drips, calendar reminders |
| SaaS or Startup | AI-driven summaries, CRM tagging, integration between product and support tools |
Why Not Use a Freelancer or In-House Ops Manager?
Option | Pros | Cons |
|---|---|---|
| Automation VA | Affordable, consistent, tool-savvy | Needs onboarding and some direction |
| Freelancer | Great for one-off builds or urgent help | Inconsistent, not embedded |
| In-House Ops | Fully integrated into team | Expensive and slow to ramp |
An automation VA gives you long-term leverage at a fraction of the cost, especially for routine, cross-tool work that needs upkeep.
How to Choose the Right Automation VA
- Experience with your tools (Zapier, GPT, Airtable, CRM, etc.)
- Clear communication and ability to document workflows
- Familiarity with your business type (agency, service, coach, SaaS)
- Reliability in handling recurring and time-sensitive tasks
Automation Tasks You Should Keep In-House (At First)
Keep In-House | Why | Delegate Later With… |
|---|---|---|
| Workflow strategy | You define goals and priorities | A Loom video outlining logic |
| Messaging and tone | You know your brand voice | Email templates or prompt libraries |
| API keys or private tools | Access-sensitive or paid accounts | Shared credentials with limited access |
Want Help Delegating These Automation Tasks?
We can match you with a pre-vetted automation virtual assistant trained in AI tools, workflow automation, and no-code platforms, so you can scale smarter without the tech headaches.
Your Business Runs Smoother When It Runs Itself
It doesn’t matter what industry you’re in or how big your business is. Automation helps you do more with less effort.
- Wake up to tasks already done while you sleep
- Know your systems are running even when you’re not
- Turn daily headaches into hands-free repeatable processes
Frequently Asked Questions
What tools should an automation VA know?
Most automation VAs are familiar with tools like Zapier, Make, Airtable, Slack, Google Sheets, and ChatGPT. Some also work with CRMs like HubSpot, GoHighLevel, or Pipedrive.
Can an automation VA work with my existing tools?
Yes. The best VAs can adapt to your current stack and integrate tools you already use. You don’t need to reinvent your workflow.
Is it safe to give a VA access to my automation tools?
Yes, as long as you use secure sharing methods. Most VAs are comfortable working under NDA and with limited access permissions.
How do I train an automation VA?
Use Loom to record how you currently handle a process. Share templates, sample zaps, or a quick overview doc to give them context.
Can a VA suggest improvements to my workflow?
Absolutely. Many mid- and senior-level VAs are proactive and can recommend more efficient ways to handle repetitive or manual processes.
Do I need to know how Zapier or ChatGPT works?
Not necessarily. Your VA should handle the technical setup. You'll just need to communicate what you want the outcome to be.
