04:00Daily
Advertising spend import
Pull yesterday’s Meta and Google Ads costs into organization-owned client expenses.
Deterministic provider + account + date key prevents duplicate imports.
OrbelithExplore the productCRM automation case study
Automating Orbelith
Tenant-aware CRM workflows and scheduled operations — from recurring agency work to secure, observable production jobs.
- Role
- CRM Automation Designer / Product Owner
- Period
- 12 May–8 August 2026
- Delivery
- Six production schedules
- Status
- Deployed and validated
01 — Operational problem
Move recurring work out of manual checklists
Agency operations repeat at different cadences and with different risk profiles. The automation layer separates each workflow by business purpose while applying one consistent security and execution model.
Design principle
One global “run everything” script would be difficult to reason about and unsafe in a multi-tenant product. Each operation therefore owns its cadence, eligibility rules, safeguards, and outputs.
Responsibilities demonstrated
Workflow discoveryTrigger and action definitionScheduled-job designMulti-tenant scopingIdempotency and throttlingLocalized deliveryExecution visibilityProduction validation
02 — Production workflow inventory
Six independent schedules
Each job has a narrow operational purpose, a fixed production schedule, and workflow-specific reliability controls.
05:00Daily
Recurring invoices
Generate the next invoice period while preserving currency, tenant ownership, and billing data.
Calendar arithmetic avoids fixed-day drift and handles month-end dates.
06:00Daily
Team digest
Aggregate overdue tasks, new leads, missed calls, outstanding invoices, and top client alerts.
The organization toggle, language, records, and recipients are resolved per tenant.
07:00Monthly · day 1
Client report
Build prior-month delivery metrics for active clients and send a localized summary.
Results are logged as success, skipped, or failed inside the correct organization.
08:00Daily
Payment reminders
Notify clients about pending invoices that are due within three days or already overdue.
A three-day per-invoice throttle prevents repeated daily messages.
09:00Daily
Attendance rollup
Resolve scheduled workdays, approved time off, non-working days, and missing check-ins.
A database function applies one consistent rule set to the organization’s attendance data.
03 — Architecture
One control sequence, independently guarded workers
Every endpoint authenticates the scheduler, resolves organization scope, applies eligibility rules, executes its action, and returns or persists evidence.
04 — Reliability decisions
Background automation needs stronger guardrails
Scheduled service credentials can bypass normal user policies. Reliability therefore depends on explicit scope, retry behavior, timing rules, and visible failure modes.
Explicit tenant scope
Background service credentials bypass normal row policies, so organization_id is always selected, filtered, or written explicitly.
Retry-safe imports
Advertising records use deterministic external references so a retried schedule skips data that already exists.
Reminder throttling
Payment reminders store their latest send time and wait three days before contacting the same invoice again.
Calendar-safe recurrence
Recurring periods use real month and year arithmetic rather than fixed 30-, 91-, or 365-day offsets.
Hard authentication failure
Every scheduled endpoint refuses execution when CRON_SECRET or required service configuration is missing or invalid.
Execution evidence
Workflow outputs persist into CRM activity, notifications, expenses, invoices, attendance, or automation run records.
05 — Control surface
Expose state without overstating execution
The automation workspace shows inventory, active state, trigger → action models, run counts, recent activity, and error visibility.
Live organization controls
The daily team digest and monthly client report toggles genuinely enable or disable sending for the current organization.
Preset workflow concepts
Four earlier trigger → action presets remain visible as workflow models. They are not presented as production-executing custom rules; the interface states that the general rule engine is not yet launched.
06 — Localization and delivery
One scheduler, tenant-specific communication
The same global schedule resolves each organization’s language, recipients, data, and enabled-state before producing output.
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In-app
Organization-scoped notifications link recipients back to the relevant CRM view.
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Team digests, client reports, and reminders use the organization’s RU/RO/EN language.
→
Telegram
Connected directors can receive the daily digest and prioritized client alerts.
07 — Outcome
An observable automation layer inside the CRM
The outcome is documented through implemented schedules, state transitions, persistence behavior, and production code — not unsupported hours-saved or revenue claims.
- ✓Replaces six recurring operational checklists with authenticated schedules.
- ✓Keeps background processing scoped to the correct organization.
- ✓Prevents duplicate ad-spend imports and repeated reminder spam.
- ✓Connects automated outputs to CRM records and activity history.
- ✓Respects Russian, Romanian, and English organization settings.
- ✓Provides visible execution state for built-in report workflows.
- ✓Runs as part of the live Orbelith production product.