If you’re still manually texting clients, tracking orders in Notes, or juggling spreadsheets to handle distro ops — you’re not operating, you’re surviving.
Automation is how plug-level vendors become platforms.
1. Why Most Cannabis Ops Break Down
You’ve got demand. You’ve got supply. But your backend is chaos.
Orders slipping through the cracks
Customer info stored in five different places
Missed follow-ups = missed money
Your system isn’t built to scale — because you’re still playing technician, not tactician.
Hard truth: If your business relies on you doing everything manually, it’s not a business — it’s a job.
2. What Should Be Automated?
Start with the high-friction, high-frequency tasks:
Order Management
Auto-confirm orders via SMS or email
Auto-sync with inventory tracking
Customer Communication
Welcome flows for new buyers
Follow-ups, abandoned cart reminders, re-engagement
Inventory Alerts
Real-time low stock alerts
Restock notifications to distro teams
CRM & Data Entry
Auto-tag clients by order volume, location, or strain preference
Keep your lists clean and segmented for future campaigns
If you’re touching the same info more than once — automate it.
3. Mini Stack: Automations That Run Ours
Here’s a look inside the Passion Farms engine:
Slack + Zapier
When a new wholesale lead fills out our form, it pings our team and adds them to a CRM segment instantly.
Trello + Calendly
Every onboarding call booked through Calendly automatically creates a task card in Trello with client notes pre-filled.
Klaviyo + Shopify
Our retail side runs targeted drip campaigns based on buying behavior, without us lifting a finger.
This isn’t about being fancy — it’s about being free.
4. Automations = Scale Without Burnout
Think like a system, not a soldier.
Your ops should hum in the background — even while you sleep.
You want consistency without constant supervision.
You want to grow without hiring 10 people too soon.
Automation is how trappreneurs become CEOs.
If you’re stuck in the day-to-day, you can’t build the future.
5. Start Simple, Scale Smart
You don’t need a $10K software suite to get started.
Start with one pain point.
Use tools you already know (Google Sheets, Zapier, Airtable, etc.)
Document the flow. Then automate it.
Framework:
Manual → Repeatable → Documented → Automated → Delegated
If it’s not automated, it’s eating your freedom.
CTA:
Want your backend built for you?
Visit PassionFarms.org to tap into our systems playbook.
