Field manual · workflows by team

The repetitive work,
by department.

Spion is a free Chrome extension that records the repetitive browser workflows a team does by hand — CRM updates, quarterly reports, onboarding, reconciliation — finds the pattern with AI, and exports a ready-to-run automation to Claude, Workato, Make, Zapier or n8n. Below are the workflows we see most often, grouped by team.

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By The Spion teamLast updated June 13, 2026Recorded by you, not imposed on you
41%

Of worker time goes to tasks that add no organizational value — the repetition Spion is built to record and retire.Source — Deloitte 2025 Global Human Capital Trends

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Sales

Sales

The repetitive sales work Spion records most — pipeline reporting, quota math, lead routing and call logging across Salesforce, HubSpot, Outreach and Slack.

Worked example
Case 01 ~12 min/wk → 0

Pull the weekly pipeline reportHubSpot + Google Sheets + Slack

The Monday metrics ritual, retired.

What Spion observed
  1. Open HubSpot → Deals, filter to this quarter.
  2. Export the view.
  3. Open the "GTM Metrics" sheet, paste into a new tab.
  4. Write a SUMIF for weighted pipeline.
  5. Copy the total.
  6. Switch to Slack.
  7. Type the update in #revenue.
8 steps · ~12 min · every Monday
What Spion runs
  1. Query HubSpot deals for the quarter via API.
  2. Write them to the "GTM Metrics" sheet, this week's row.
  3. Compute weighted pipeline and flag any deal that slipped a stage.
  4. Post the digest to #revenue and @-mention the owner of anything stalled.
4 steps · unattended · 0 typos
The Claude prompt
Role: Revenue operations analyst.
Observed: 8 manual steps · ~12 min · Mondays.
Optimized: 4 steps, runs unattended.

Build this workflow:
1. Query HubSpot — deals in all pipelines for the current quarter (API, no UI clicks).
2. Write them to "GTM Metrics", this week's row.
3. Compute weighted pipeline; flag any deal that moved backward a stage — added by Spion, the check you keep skipping.
4. Post a digest to #revenue and @mention the owner of anything stalled.
Best exportWorkato or Zapier for the plumbing; Claude for the digest wording.
Case 02~18 min/mo → 0

Calculate OTE attainment per repSalesforce + Google Sheets

Quota math without the copy-paste.

View workflow →
What Spion observed
  1. Salesforce → report: closed-won by owner, this quarter.
  2. Export CSV.
  3. Open "Comp Tracker" sheet, paste.
  4. Look up each rep's quota.
  5. Divide, format %.
  6. Color the reds.
6 steps · ~18 min · monthly
What Spion runs
  1. Query closed-won grouped by owner.
  2. Join each owner to the Quotas tab.
  3. Compute attainment % vs quarter-elapsed pace.
  4. Write a row per rep; flag anyone below 70% of pace.
4 steps · unattended
The Claude prompt
Role: Revenue operations analyst.
Observed: 6 manual steps · ~18 min · monthly.

Build this workflow:
1. Query Salesforce — Opportunities closed-won this quarter, grouped by Owner (SOQL, no UI).
2. Join each owner to their annual number on the "Quotas" tab.
3. Compute OTE attainment % = closed-won ÷ (quota × fraction-of-quarter-elapsed).
4. Write one row per rep to "Comp Tracker"; flag anyone below 70% of pace and @mention their manager — added by Spion.
Best exportWorkato / Make (Salesforce + Sheets); Claude for the commentary.
Case 03~6 min/lead → 0

Route inbound leadsHubSpot form → Slack

Assign, task, notify — instantly.

View workflow →
What Spion observed
  1. Form submits.
  2. Open the HubSpot contact.
  3. Check territory/company size.
  4. Assign an owner (round-robin).
  5. Create a follow-up task.
  6. Post to #inbound-leads.
6 steps · ~6 min · per lead, dozens/week
What Spion runs
  1. On new form submit, enrich + score.
  2. Assign by territory/round-robin rules.
  3. Create the follow-up task.
  4. Post to Slack and @the owner.
4 steps · unattended
The Claude prompt
Role: Sales-ops automation engineer.
Trigger: new HubSpot form submission.

Build this workflow:
1. Enrich the contact and apply the lead score.
2. Assign an owner using territory rules, falling back to round-robin.
3. Create a "Follow up within 1 business day" task on the owner.
4. Post the lead summary to #inbound-leads and @mention the owner.
Best exportZapier or Workato.
Case 04~25 min/day → 0

Log call dispositions after a dialing blockOutreach + Salesforce

Stop retyping every call recap.

View workflow →
What Spion observed
  1. Open the record.
  2. Set the disposition.
  3. Type a note.
  4. Set the next step + date.
For each contact · ~25 min · every dialing block
What Spion runs
  1. Read the dialing session.
  2. Draft a disposition + summary per contact with Claude.
  3. Write to Salesforce.
  4. Create the next task with a due date.
4 steps · unattended
The Claude prompt
Role: SDR enablement engineer.
Input: the contacts and notes from one Outreach dialing session.

For each contact:
1. Classify the disposition (Connected / No answer / Not interested / Meeting booked).
2. Write a one-line summary from the call notes.
3. Update the Salesforce record's disposition and activity.
4. Create the correct next-step task with a due date.
Best exportClaude for the summaries; Workato to write back to Salesforce.
Marketing

Marketing

The marketing rituals Spion automates — weekly performance reports, SEO reporting, MQL handoff and webinar follow-up across GA4, Google Ads, HubSpot and Zoom.

Case 05~30 min/wk → 0

Weekly campaign performance reportGA4 + Google Ads + HubSpot → Sheets → Slack

Three logins, one summary, zero Mondays.

View workflow →
What Spion observed
  1. Log into GA4, export sessions + conversions.
  2. Google Ads — spend + CPC.
  3. HubSpot — new MQLs.
  4. Paste all into "Weekly Marketing".
  5. Write a summary.
  6. Post to #marketing.
6 steps · ~30 min · Mondays
What Spion runs
  1. Pull GA4, Ads, HubSpot.
  2. Write to the sheet.
  3. Summarize anything that moved >10% with Claude.
  4. Post to #marketing.
4 steps · unattended
The Claude prompt
Role: Marketing-ops analyst.
Observed: 6 manual steps · ~30 min · weekly.

Build this workflow:
1. Pull last week's sessions + conversions (GA4), spend + CPC (Google Ads), and new MQLs (HubSpot).
2. Write each to the "Weekly Marketing" sheet, this week's row.
3. Summarize only what moved more than 10% vs the prior week — added by Spion.
4. Post the summary to #marketing.
Best exportMake or Zapier; Claude for the "what moved" summary.
Case 06~20 min/mo → 0

Build the monthly SEO reportSearch Console + GA4 → Google Sheets

Rankings, clicks and movers, assembled overnight.

View workflow →
What Spion observed
  1. Search Console — clicks, impressions, top queries.
  2. GA4 — organic sessions.
  3. Paste into the SEO sheet.
  4. Compare month-over-month by hand.
4 steps · ~20 min · monthly
What Spion runs
  1. Pull GSC + GA4 organic.
  2. Write to the SEO sheet.
  3. Compute MoM deltas.
  4. Highlight the biggest movers up and down.
4 steps · unattended
The Claude prompt
Role: SEO analyst.

Build this workflow:
1. Pull last month from Search Console (clicks, impressions, avg position, top 20 queries) and GA4 (organic sessions).
2. Write to the "SEO Monthly" sheet.
3. Compute month-over-month deltas per metric and per top query.
4. Highlight the five biggest gains and five biggest drops.
Best exportMake or Zapier.
Case 07~5 min/lead → 0

Hand off MQLs to salesHubSpot → Salesforce → Slack

They route the moment they qualify.

View workflow →
What Spion observed
  1. Filter HubSpot contacts above the score threshold.
  2. Check fit.
  3. Create/update the Salesforce lead.
  4. Assign.
  5. Ping the AE.
5 steps · ~5 min · per lead
What Spion runs
  1. On crossing the MQL threshold, sync to Salesforce.
  2. Route by territory.
  3. Notify the owner in Slack.
3 steps · unattended
The Claude prompt
Role: Marketing/sales-ops engineer.
Trigger: a HubSpot contact crosses the MQL score threshold.

Build this workflow:
1. Create or update the matching Salesforce lead with the latest fields.
2. Assign by territory, round-robin as fallback.
3. Notify the assigned AE in Slack with the lead's score and source.
Best exportWorkato or Zapier.
Case 08~25 min/event → 0

Run webinar follow-upZoom → HubSpot → email sequence

Attendees and no-shows, sorted and sequenced.

View workflow →
What Spion observed
  1. Download the Zoom attendee + no-show report.
  2. Dedupe.
  3. Import to HubSpot.
  4. Tag attended vs no-show.
  5. Enroll each in the right sequence.
5 steps · ~25 min · per webinar
What Spion runs
  1. Pull the Zoom report.
  2. Tag attended vs no-show.
  3. Enroll each group in the matching sequence.
3 steps · unattended
The Claude prompt
Role: Marketing automation engineer.
Input: a Zoom webinar's registrant + attendance report.

Build this workflow:
1. Match registrants to HubSpot contacts; create any that are missing.
2. Tag each as Attended or No-show.
3. Enroll Attended in the "post-webinar nurture" sequence and No-show in the "watch the recording" sequence.
Best exportMake or Zapier.
IT

IT

The IT work Spion records most — onboarding, offboarding, ticket triage and license auditing across Google Workspace, Slack, Jira, Zendesk and 1Password.

Case 09~20 min/hire → 0

Provision a new hireGoogle Workspace + Slack + Jira + 1Password

Every account created, nothing forgotten.

View workflow →
What Spion observed
  1. Create the Google account + groups.
  2. Invite to Slack + add channels.
  3. Create the Jira account + project access.
  4. Set up the 1Password vault.
  5. Email the welcome doc.
5 steps · ~20 min · per hire · a channel often missed
What Spion runs
  1. Run the full provisioning sequence across all tools from one trigger, in order, nothing skipped — or export an enablement-grade PDF runbook.
1 trigger · unattended
The Claude prompt
Role: IT automation engineer.
Input: a new hire { name, work email, role, department }.

Build this workflow:
1. Create the Google Workspace account and add the role's groups.
2. Invite to Slack and add the department's default channels.
3. Create the Jira account and grant the role's project access.
4. Provision the 1Password vault for the role.
5. Email the welcome + setup doc. Log every step; flag any that fail.
Best exportWorkato (enterprise) or n8n (self-hosted); PDF guide for the audit trail.
Case 10~25 min/leaver → 0

Offboard a leaverAcross every SaaS tool

No access left open.

View workflow →
What Spion observed
  1. Revoke Google.
  2. Remove from Slack.
  3. Revoke Jira + other SaaS seats.
  4. Transfer Drive ownership.
  5. Disable accounts.
5 steps · ~25 min · risk of leftover access
What Spion runs
  1. Revoke access across every connected tool in order, transfer ownership, log each action, flag anything that doesn't confirm.
Unattended · audited
The Claude prompt
Role: IT security automation engineer.
Input: a departing employee { email }.

Build this workflow:
1. Suspend the Google Workspace account and reset the password.
2. Deactivate Slack, Jira, and all connected SaaS seats.
3. Transfer Drive/document ownership to the named manager.
4. Produce a checklist confirming each revocation; flag any that failed — added by Spion.
Best exportWorkato or n8n.
Case 11~4 min/ticket → 0

Triage support ticketsJira / Zendesk

Read, classify, route, reply.

View workflow →
What Spion observed
  1. Read it.
  2. Categorize.
  3. Set priority.
  4. Assign to a queue.
  5. Reply with the right template.
For each new ticket · ~4 min · high volume
What Spion runs
  1. Read the ticket.
  2. Classify + prioritize with Claude.
  3. Assign to the right queue.
  4. Draft a templated reply for a human to send.
4 steps · unattended
The Claude prompt
Role: IT support automation engineer.
Input: a new ticket's subject + body.

Build this workflow:
1. Classify the category (access / hardware / software / how-to / outage).
2. Set priority from the impact described.
3. Assign to the matching queue.
4. Draft a reply from the category's template, ready for an agent to review and send.
Best exportClaude for classification + draft; Zapier/n8n to route.
Case 12~30 min/mo → 0

Build the monthly SaaS license & spend reportAdmin consoles → Google Sheets

Find the seats nobody uses.

View workflow →
What Spion observed
  1. Open each tool's admin console.
  2. Read seat counts + plan.
  3. Paste into the sheet.
  4. Sum the spend.
  5. Flag unused seats.
5 steps · ~30 min · monthly
What Spion runs
  1. Pull seats + plan from each console.
  2. Write to the sheet.
  3. Flag any seat inactive 30+ days and total the reclaimable spend.
3 steps · unattended
The Claude prompt
Role: IT operations analyst.

Build this workflow:
1. Pull active seats, plan, and last-login per user from each connected admin console.
2. Write to the "SaaS Spend" sheet.
3. Flag every seat with no login in 30+ days and total the monthly spend it represents.
Best exportn8n or Make.
Operations

Operations

The operations work Spion automates — daily syncs, board reporting, record reconciliation and status round-ups across HubSpot, Sheets, Jira, Asana and Linear.

Case 13~10 min/day → 0

Sync HubSpot to Google SheetsDaily

The shared sheet, always current.

View workflow →
What Spion observed
  1. Export deals from HubSpot.
  2. Paste into the live sheet the team relies on.
2 steps · ~10 min · daily
What Spion runs
  1. Scheduled pull; upsert into the sheet so it stays live with zero touches.
Unattended · daily
The Claude prompt
Role: Operations automation engineer.

Build this workflow (run daily at 7:00):
1. Pull all deals updated in the last 24h from HubSpot.
2. Upsert them into the "Live Pipeline" sheet by deal ID.
3. Leave a timestamp cell showing the last successful sync.
Best exportMake or Workato.
Case 14~40 min/qtr → 0

Compile the quarterly KPI / board report5 tools → Sheets → Slides

You narrate it; Spion builds it.

View workflow →
What Spion observed
  1. Pull numbers from five tools.
  2. Assemble in the master sheet.
  3. Reconcile mismatches.
  4. Build the slides.
4 steps · ~40 min · quarterly · error-prone
What Spion runs
  1. Pull all sources.
  2. Assemble the sheet.
  3. Push figures into the board deck.
  4. Flag any quarter-over-quarter delta beyond a threshold.
4 steps · unattended
The Claude prompt
Role: BizOps analyst.

Build this workflow:
1. Pull the quarter's KPIs from each connected source into the "Board Metrics" sheet.
2. Compute quarter-over-quarter change per metric.
3. Update the linked figures in the board deck.
4. Flag any metric that moved more than the set threshold for narration.
Best exportWorkato or Make; Claude for the narrative.
Case 15~20 min/wk → 0

Reconcile recordsSalesforce vs the billing system

Catch the mismatches before they cost you.

View workflow →
What Spion observed
  1. Export both systems.
  2. VLOOKUP for mismatches.
  3. Investigate.
3 steps · ~20 min · weekly
What Spion runs
  1. Pull both.
  2. Diff on the key fields.
  3. Flag mismatches to #ops with both values.
3 steps · unattended
The Claude prompt
Role: RevOps data analyst.

Build this workflow:
1. Pull account name, plan, MRR, and status from Salesforce and from the billing system.
2. Match on account ID and diff each field.
3. Post every mismatch to #ops with the two values side by side.
Best exportMake or Workato.
Case 16~20 min/wk → 0

Write the weekly status round-upJira + Asana + Linear → summary

What moved, what's blocked, in one place.

View workflow →
What Spion observed
  1. Open each tool.
  2. Copy done / in-progress / blocked.
  3. Write the summary.
3 steps · ~20 min · Fridays
What Spion runs
  1. Pull each tool's week.
  2. Have Claude write the "what moved / what's blocked" summary.
  3. Post it.
3 steps · unattended
The Claude prompt
Role: Program operations lead.

Build this workflow:
1. Pull items closed, in-progress, and blocked this week from Jira, Asana, and Linear.
2. Group by team and status.
3. Write a tight summary: what shipped, what's at risk, what's blocked and on whom.
4. Post to #weekly-status.
Best exportClaude for the summary; n8n/Zapier to gather + post.
Finance

Finance

The finance work Spion records most — month-end close, AR aging, budget-vs-actuals and invoicing across QuickBooks, NetSuite, Google Sheets and your CRM.

Case 17~35 min/mo → 0

Run the monthly close reconciliationQuickBooks / NetSuite + Google Sheets

Match the ledger to the bank, automatically.

View workflow →
What Spion observed
  1. Export the GL.
  2. Match to the bank feed.
  3. Flag unreconciled lines.
  4. Note exceptions.
4 steps · ~35 min · monthly · error-prone
What Spion runs
  1. Pull GL + bank feed.
  2. Match transactions.
  3. Flag unreconciled lines and likely duplicates.
  4. Write an exceptions tab for review.
4 steps · unattended
The Claude prompt
Role: Accounting automation analyst.

Build this workflow:
1. Pull last month's general-ledger entries and the bank-feed transactions.
2. Match on amount + date + reference.
3. Flag unreconciled entries and probable duplicates.
4. Write a "Close Exceptions" tab listing each item and why it was flagged for a human to clear.
Best exportMake or Workato; Claude for the exception notes.
Case 18~25 min/wk → 0

Build the AR aging & collections reportAccounting → Sheets → Slack

Who owes what, and the reminders drafted.

View workflow →
What Spion observed
  1. Open accounting → AR aging report.
  2. Export.
  3. Sort by days overdue.
  4. Draft reminder emails.
4 steps · ~25 min · weekly
What Spion runs
  1. Pull AR aging.
  2. Bucket 30/60/90+.
  3. Draft a reminder email per overdue account with Claude (for review).
  4. Post the overdue summary to #finance.
4 steps · unattended
The Claude prompt
Role: Accounts-receivable analyst.

Build this workflow:
1. Pull open invoices with due dates and balances.
2. Bucket each into Current / 1–30 / 31–60 / 61–90 / 90+ days overdue.
3. Draft a reminder email per overdue account, escalating tone by bucket — for a human to review and send.
4. Post a summary of total overdue by bucket to #finance.
Best exportClaude for the emails; Make/Zapier to assemble + post.
Case 19~20 min/mo → 0

Produce the budget-vs-actuals reportAccounting → Google Sheets

Variance and overspend, highlighted.

View workflow →
What Spion observed
  1. Export actuals.
  2. Paste beside the budget.
  3. Compute variance.
  4. Highlight overspend.
4 steps · ~20 min · monthly
What Spion runs
  1. Pull actuals by category.
  2. Compute variance vs budget.
  3. Highlight any category more than 10% over.
  4. Refresh the dashboard.
4 steps · unattended
The Claude prompt
Role: FP&A analyst.

Build this workflow:
1. Pull this month's actuals by GL category.
2. Place each beside its budget line and compute variance ($ and %).
3. Highlight every category running more than 10% over budget.
4. Refresh the "Budget vs Actuals" dashboard.
Best exportMake or Workato.
Case 20~10 min/deal → 0

Generate invoices from closed-won dealsCRM → invoicing tool

Deal closes, invoice goes out.

View workflow →
What Spion observed
  1. Deal hits closed-won.
  2. Open the invoicing tool.
  3. Enter customer, line items, terms.
  4. Send.
  5. Log the invoice number back in the CRM.
5 steps · ~10 min · per deal
What Spion runs
  1. On closed-won, create the invoice from the deal's line items + terms.
  2. Send for approval.
  3. Write the invoice number back to the CRM.
3 steps · unattended
The Claude prompt
Role: Finance operations engineer.
Trigger: a CRM deal moves to Closed-won.

Build this workflow:
1. Create an invoice in the invoicing tool using the deal's line items, amount, and payment terms.
2. Route it for approval.
3. On approval, send it to the billing contact and write the invoice number back to the CRM deal.
Best exportWorkato or Zapier.

Questions

Most people we record have five or six rituals like the ones above.

Repetitive browser work: CRM and data entry, recurring reports, onboarding and offboarding, reconciliation, lead routing, and ticket triage. If you do it the same way in your browser more than once a week, Spion can usually record it.

No. You record the task once; Spion writes the automation for you to drop into Claude, Workato, Make, Zapier, or n8n — or gives you a step-by-step PDF guide instead.

Spion records whatever you do in the browser, so any web app works — Salesforce, HubSpot, Google Sheets, Slack, Jira, Zendesk, QuickBooks, NetSuite and the rest. The export targets your automation platform of choice.

Your recordings and saved workflows live in your browser. Captured steps are sent only to generate your suggestion and aren't stored on Spion's servers afterward. Full details in our Privacy Policy.

Most people we record have five or six repeating rituals like the ones on this page.

Free for 5 recordings a month, with every export format and full AI analysis included. Pro is $9/mo (20 recordings) and Ultra is $19/mo (50). Paid plans add volume, not features. See pricing.

Record one ritual.
Retire it for good.

Pick the workflow you do most. Record it once, and Spion exports the automation — recorded by you, not imposed on you.

Download Spion — free
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