AI Workflow Automation
To maximize revenue from your AI side business, automate routine tasks and focus on high-value work. This article explains how to build workflows combining AI and automation tools.
According to McKinsey Global Institute research, approximately 60% of current work tasks can be automated with existing technology. In AI side business too, automating routine work can reduce work time by 50% or more.
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Automation Fundamentals
Tasks to Automate
- ✓ Repetitive, routine tasks
- ✓ Rule-based decisions
- ✓ Data entry and conversion
- ✓ Notifications and reminders
- ✓ File organization and backups
Keep Human
- ★ Client relationship building
- ★ Creative planning and ideation
- ★ Complex decision-making
- ★ Final quality checks
- ★ Strategic planning
The 80/20 Rule of Automation: Automating just 20% of tasks often yields 80% efficiency improvement. Start with the routine tasks consuming the most time.
Key Automation Tools
Zapier
No-code automation tool connecting 5,000+ apps. Known for its beginner-friendly interface.
Main Features
- • Trigger & action automation
- • Multi-step workflows
- • Filters and conditional logic
- • Scheduled execution
Pricing
- • Free: 100 tasks/month
- • Starter: ~$20/month
- • Professional: ~$49/month
Make (formerly Integromat)
Build more complex workflows with a visual editor. Highly flexible and cost-effective.
Main Features
- • Visual flow editor
- • Error handling
- • Data transformation
- • HTTP requests
Pricing
- • Free: 1,000 operations/month
- • Core: ~$9/month
- • Pro: ~$16/month
ChatGPT API / Claude API
Integrating AI into workflows enables automation of tasks that previously required judgment.
Use Cases
- • Auto-categorize and draft email replies
- • Summarize and analyze form responses
- • Auto-generate content
- • Extract insights from data
Pricing Estimates
- • GPT-4o: $2.5 input/$10 output per 1M tokens
- • GPT-4o mini: $0.15 input/$0.6 output per 1M tokens
- • Claude 3.5 Sonnet: $3 input/$15 output per 1M tokens
Google Apps Script
Script language for automating Google Workspace (Gmail, Sheets, etc.). JavaScript-based with low learning curve.
Use Cases
- • Automated spreadsheet data processing
- • Gmail auto-replies and filtering
- • Calendar event auto-creation
- • Document auto-generation
*Free to use (with execution time limits)
Practical Workflow Examples
1. Client Inquiry Auto-Response
A workflow where AI analyzes form submissions, sends auto-replies, and creates response tasks.
Flow
- 1. Receive inquiry via Google Form (trigger)
- 2. ChatGPT API categorizes content (urgent/normal/spam)
- 3. Send appropriate auto-reply based on category
- 4. Auto-create task in Notion
- 5. Notify via Slack if urgent
Result: Inquiry response time reduced from 30 minutes to 5 minutes average, zero missed responses
2. Content Creation Support Workflow
Automate article preparation so you can focus on the actual writing.
Flow
- 1. Register article topic in spreadsheet (trigger)
- 2. ChatGPT API auto-generates related keywords and outline
- 3. Google Search API fetches competitor article titles
- 4. Auto-create article template in Notion
- 5. Notify assigned writer via Slack
Result: Research time per article reduced from 60 minutes to 10 minutes
3. Invoicing & Bookkeeping Automation
Automate from project completion to invoice creation and payment tracking.
Flow
- 1. Change project status to "Complete" in Notion (trigger)
- 2. Auto-generate invoice PDF from project data
- 3. Email invoice to client
- 4. Register revenue in accounting software
- 5. Send payment reminder 3 days before due date
Result: Invoicing tasks reduced from 5 hours/month to 30 minutes, zero missed invoices
4. Social Media Posting Automation
Auto-post to social media platforms when blog articles are published.
Flow
- 1. Publish article on WordPress (trigger)
- 2. Fetch article title and summary
- 3. ChatGPT API generates platform-specific posts
- 4. Auto-post to X (Twitter), LinkedIn, Facebook
- 5. Log results to spreadsheet
Result: Social media management reduced from 3 hours/week to 30 minutes
Building Automated Workflows Step by Step
Task Inventory
Track your work for one week and list tasks that could be automated.
Checkpoints
- • Which tasks take the most time?
- • What do you do repeatedly?
- • Where do manual errors frequently occur?
Workflow Design
Diagram the workflow to automate, clarifying triggers and actions.
Design Points
- • Define trigger clearly (what starts the workflow)
- • Identify data needed at each step
- • Consider error handling
- • Set human review checkpoints
Tool Selection & Build
Choose the right tools for your workflow and build it.
Selection Criteria
- • Does it support the apps you need to connect?
- • Is the free tier sufficient or do you need paid?
- • Learning curve and build time
- • Documentation quality
Test & Improve
Test your workflow and fix any issues.
Test Items
- • Happy path: Does it work as expected?
- • Error handling: Are errors handled properly?
- • Edge cases: Can it handle unexpected inputs?
- • Performance: Is execution time acceptable?
Tips for Automation Success
Start Small
Don't jump into complex workflows immediately. Start with simple 2-3 step automations. Build momentum with small wins before expanding.
Keep Humans in the Loop
"Semi-automation" is safer than full automation. Especially for client-facing outputs, include a human review step before sending.
Document Everything
Document how workflows work and their purpose. Helpful for your future self and when you need to outsource.
Review Regularly
Review automated workflows monthly for improvement opportunities. Update as your business evolves.
Summary
Key Takeaways
- • Automate repetitive, routine tasks to focus on high-value work
- • Combine Zapier, Make, and ChatGPT API for powerful automation
- • Inquiry handling, content creation, and invoicing are prime automation targets
- • Start small, expand gradually, and keep humans in the loop for quality