Getting your go-to-market (GTM) process right is hard enough without clunky tools slowing you down. If you’re reading this, you probably want to wrangle your marketing, sales, or ops tasks into something that actually works for your team—not an over-engineered mess that only impresses consultants.
This guide is for anyone who wants to set up custom workflows in Cheapinboxes and actually get value out of it, without getting lost in a maze of settings. Whether you’re a founder, a growth lead, or just the unlucky soul who got “volunteered” to own GTM ops, this is for you.
Let’s cut the noise. Here’s how to set up workflows that do what you need, skip what you don’t, and don’t break when you sneeze.
Step 1: Figure Out What You Actually Need to Automate
Before you even open Cheapinboxes, stop and ask: what’s the real problem you’re solving? Automating junk is still junk.
Start with: - A list of repetitive tasks (think: lead assignment, follow-ups, notifications) - Where things are breaking down (missed emails? Leads falling off? Manual data entry?) - Who’s going to use the workflow (and who’s going to ignore it)
Pro Tip: If you can’t explain the workflow in one sentence, it’s probably too complex. Start small, then build.
Step 2: Map Out Your Workflow on Paper First
Seriously, don’t skip this. Even a napkin sketch helps.
Why bother? - Cheapinboxes gives you a lot of flexibility, but it won’t magically fix a broken process. - Mapping it out avoids endless revisions later.
How to do it: - Write out the trigger (e.g., “New lead from website”) - List each step (e.g., “Assign to SDR,” “Send intro email,” “Wait 2 days,” “Check for reply”) - Note the outcome (what counts as “done”?)
If you’re working with a team, run it by them now. Don’t wait until you’ve spent two hours clicking around only to realize someone else has a totally different idea.
Step 3: Set Up Your Cheapinboxes Workspace
Assuming you already have an account—if not, sign up and poke around for five minutes.
Workspace setup basics: - Name your workspace after the purpose (“GTM - Lead Intake” beats “Workflow 1”) - Set permissions so only the right people can edit the workflow (you don’t need the whole company changing triggers at 2am) - Clean up old or demo data—clutter leads to mistakes
What to ignore: Don’t get sucked into customizing color schemes or adding integrations you’ll never use. Focus on what moves the needle.
Step 4: Create Your First Custom Workflow
Here’s where the rubber meets the road.
4.1. Start a New Workflow
- Go to the Workflows tab
- Click Create Workflow
- Give it a name that makes sense (e.g., “Inbound Lead Routing”)
Set your trigger: - Choose what starts the workflow (e.g., “New form submission,” “Manual entry,” “CRM update”) - Double-check the trigger logic—false starts create chaos
4.2. Add Steps (But Not Too Many)
Typical steps include: - Assigning tasks to specific people or teams - Sending automated emails or notifications - Waiting for specific time intervals (e.g., follow-up in 2 days) - Updating fields or statuses in your CRM or spreadsheet
Keep it tight. If you have more than 5-7 steps, see if you can combine or cut any.
4.3. Use Branches If You Actually Need Them
Branches (if/then logic) are powerful, but easy to overdo.
Examples: - If lead score > 80, notify a senior rep - If no response in 3 days, send a reminder email
What to ignore: Don’t go wild with nested branches unless you love debugging headaches. Keep it simple until you know you need more.
Step 5: Test Relentlessly (and Break Things On Purpose)
Don’t trust that your workflow works just because it “looks right.”
How to test: - Run through each trigger manually (use test data, not real leads) - Check every automated email, notification, and assignment. Make sure they land where they should. - Try to break it: What happens if someone enters incomplete info? If the integration fails? If no one claims a task?
Pro Tip: Document the expected outcome for each step. If you can’t verify it, it doesn’t count.
Step 6: Roll Out Gradually (and Communicate!)
Dumping a new workflow on your team without warning is a great way to get ignored.
Steps: - Tell the people affected what’s changing and why. - Show them how the workflow works (screenshots, quick video, or a 5-minute demo) - Ask for feedback, but don’t let it drag on forever. Set a short test window (“Let’s try this for a week and tune it Friday”)
Avoid: Don’t force everyone into a new process on Day 1. Start with a small group, fix real issues, then roll out to the rest.
Step 7: Monitor, Measure, and Iterate
Workflows are not “set it and forget it.” If you want them to actually make your GTM process better, watch how they perform.
What to look for: - Are tasks getting done faster? - Are leads moving through the funnel or getting stuck? - Are people bypassing the workflow (and why)?
How to adjust: - Tweak steps, timing, or assignments based on real data - Kill steps that no one uses - Automate more only if you see clear value—don’t add bells and whistles for their own sake
Pro Tip: Set a calendar reminder to review your workflow every month. Five minutes can save you hours of firefighting later.
What Works, What Doesn’t, and What to Ignore
What works: - Keeping things simple and focused on real problems - Testing with real users, not just in the tool - Adjusting quickly based on feedback
What doesn’t: - Building workflows to impress (no one cares how fancy it is if it doesn’t solve the problem) - Over-automating before you know what actually helps - Ignoring users—if your team hates it, it’s not working
Skip these: - Fancy integrations you “might” use someday - Overly granular notifications (people tune them out) - Building for edge cases that almost never happen
Wrap-Up: Keep It Simple, Iterate Fast
You don’t need a 20-step automation to run a better GTM process. Start with the basics, get real feedback, and make changes fast. The best workflows in Cheapinboxes are the ones people actually use—so stick with what works, ignore what doesn’t, and don’t be afraid to rip it up and start over.
You’ll get more done, and your team will thank you.