If you’re drowning in repetitive sales tasks, or your team’s deals keep slipping through the cracks, you’re not alone. Too many sales teams spend more time updating spreadsheets and chasing approvals than actually selling. This guide is for anyone who wants to use Verenia to automate sales workflows, cut busywork, and give the team their focus back—without the fluff or the sales pitch.
Let’s get into what actually works, what’s worth skipping, and the steps to get your sales process humming.
Why Automate Sales Workflows in Verenia?
Before jumping into steps, here’s the honest bottom line: automation in Verenia works best for sales teams who already have a repeatable process. If you’re constantly reinventing how you sell, automation will just make chaos happen faster.
But when you’ve got a core process—quoting, approvals, follow-ups, order entry—automation can:
- Save hours each week by kicking out manual, mindless work
- Reduce errors (and the back-and-forth that comes with them)
- Make sure deals actually move (no more “I thought you were following up!”)
- Give you data on where deals get stuck
Automation can’t fix a broken sales process. But it can make a decent one much more efficient.
Step 1: Map Out Your Current Sales Process
Don’t skip this—otherwise you’re just automating guesswork.
What to do:
- Write down each step in your current sales workflow. Be honest. Where do things slow down? Where do people complain?
- Identify the hand-offs (who does what and when).
- List the tools you use (email, spreadsheets, CRM, etc.).
- Highlight the repetitive tasks—these are your best targets for automation.
Pro tip: Talk to the reps, not just the managers. The people doing the work know where the friction is.
Step 2: Decide What to Automate (and What to Ignore)
You don’t need to automate everything. In fact, trying to do too much just creates more headaches.
Good candidates for automation in Verenia: - Lead assignment and routing - Quote and proposal generation - Approval workflows (discounts, special terms, etc.) - Follow-up reminders and next steps - Order processing and hand-off to fulfillment
What not to automate: - Highly custom deals that need human judgment - Relationship-building emails (robots can’t fake real interest) - Anything you don’t fully understand (start simple)
Honest take: If a workflow happens once in a blue moon, it’s not worth automating. Focus on the stuff you do every day.
Step 3: Set Up Workflow Rules and Triggers in Verenia
Verenia’s automation is built around rules and triggers—basically, “when X happens, do Y.”
How to get started:
- Log in and head to the workflow/automation settings.
- The interface can feel a bit busy at first, but stick with it.
- Choose a workflow to automate—start with something simple like quote approvals.
- Set your trigger.
- Example: “When a quote discount is over 15%…”
- Define the action.
- “…send for manager approval and notify the sales rep.”
- Test it with a real scenario before rolling out to the team.
- Don’t skip this. You’ll catch embarrassing mistakes here.
Pro tip: Keep your first automations narrow. You can always expand later. Overly broad rules (“notify everyone of everything”) just flood inboxes and get ignored.
Step 4: Automate Quote and Proposal Generation
This is the no-brainer place to start. Verenia’s CPQ (Configure, Price, Quote) tools are actually solid—if you set them up right.
What to do:
- Build your product catalog and pricing rules in Verenia. Yes, it’s tedious the first time.
- Set up templates for quotes and proposals. Keep them simple; fancy design isn’t worth the hassle.
- Use field mapping so rep-entered data flows automatically into the quote documents.
- Enable “one-click” generation so reps aren’t retyping the same info.
What works: - Fast, accurate quotes with less double-checking - Easy tracking of what was quoted and when
What doesn’t: - Quotes for edge cases or heavily negotiated deals. Automation helps, but humans still need to check weird stuff.
Step 5: Streamline Approvals and Notifications
Approvals are where deals get stuck and sales lose steam.
How to automate:
- Set approval rules based on $ amount, discounts, or product mix
- Route approvals to the right manager—don’t make everyone approve everything
- Set up notifications for both the approver and the rep (so no one’s left hanging)
- Use escalation rules if approvals aren’t handled quickly (but be careful—don’t create spam)
What to ignore: - Don’t automate “FYI” notifications to the whole team. That’s just noise.
Pro tip: Periodically review approval rules. As your business changes, old rules become bottlenecks.
Step 6: Automate Follow-Ups and Task Reminders
Reps forget things. It’s human. Automated reminders help close the loop.
How to set it up:
- Trigger follow-up tasks after quotes are sent, deals are stalled, or orders are delivered
- Use templates for common follow-up emails, but let reps personalize (don’t sound like a robot)
- Reminders should go to the person responsible—avoid group reminders
What to watch for: - Too many reminders and people start ignoring them. Keep it meaningful.
Honest take: Automation won’t make reps care about follow-ups, but it will make it harder to forget them.
Step 7: Integrate with CRM and Other Tools
Verenia plays nicest when it’s not an island.
Steps:
- Use built-in integrations or APIs to connect Verenia with your CRM (Salesforce, Dynamics, etc.)
- Sync customer records, quotes, and order status automatically—no more copy-paste
- Set up integration with email/calendar where possible for full visibility
What works: - Seamless handoff between sales and other teams (support, fulfillment) - Less double entry, fewer mistakes
What doesn’t: - Frankenstein setups with custom scripts that only one person understands. Keep integrations as simple and “off-the-shelf” as possible.
Step 8: Monitor, Tweak, and Keep It Simple
Automation isn’t “set it and forget it.” Stuff breaks, or your process changes.
How to keep things running smoothly:
- Review your workflow logs every couple weeks. Look for bottlenecks, errors, or rules that don’t make sense anymore.
- Ask the team what’s working (and what’s just adding noise).
- Don’t be afraid to turn off automations that aren’t helping.
Pro tip: Simpler workflows are easier to maintain. Don’t automate edge cases unless you absolutely have to.
Common Pitfalls (and How to Avoid Them)
- Automating chaos.
- If your process is broken, automation just makes it break faster.
- Too much, too soon.
- Start with one or two workflows. Don’t try to automate everything at once.
- Ignoring human judgment.
- Some deals need a real conversation, not just a rule-based email.
- Over-notifying.
- If everyone gets pinged for everything, important stuff gets missed.
Wrapping Up: Keep It Simple, Iterate Often
Automation in Verenia can boost your team’s efficiency—if you focus on the basics and build from there. Start small, get quick wins, and don’t let perfect get in the way of better. The best automations are invisible: they just work quietly in the background and free your team to actually sell.
Most importantly, check in with your team and adjust when needed. Sales is messy, and no tool will fix everything. But with a little discipline, you can cut out a ton of busywork and keep everyone moving in the same direction.