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Marketing & Content

Review Request Automation

Projects marked done trigger a review request 2 days later. Reviews up 3–5x.

Saves about ~1 hr per week

What it does

  • Detects when a project or job is marked done
  • Sends a review request 2 days later, while the experience is fresh
  • Includes a direct link to leave the review
  • Follows up once if no review comes back

How it works

  1. Project marked complete
  2. 2-day timer starts
  3. Review request email or SMS sent
  4. One follow-up if unanswered

What's included

  • Completion trigger
  • Request template
  • One-time follow-up

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Gmail.

Step 1: Set the done trigger

  1. Choose the signal: project tool status change (e.g. a 'Done' column in Notion), invoice paid in your tool, or a manual completion sheet.
  2. In your automation, add the trigger and map client email + project name + completion date.
  3. Store each completed project in a 'Reviews Pending' sheet: Email, Name, Project, Completion Date, Status.
  4. Test that marking a project done creates the row.

Watch out: Only fire on genuinely happy-bucket completions — if you track satisfaction, exclude anything scored poorly.

Step 2: Write the request

  1. Draft: 'Hi {name}, thanks for the {project} wrap-up. Whenever you have two minutes, a short review means a lot: {review link}. Appreciate you!' — under 60 words.
  2. Put the review link exactly once.
  3. Use the client's actual review link if your platform gives per-customer links (Google, Trustpilot, etc.).
  4. Save as template.

Watch out: Per-customer links convert far better than a generic 'review us here' page — use them if available.

Step 3: Add the follow-up

  1. Add a second email 5 days after the request if no review detected: 'Just floating this in case it slipped away — the link is the same one from before.'
  2. Detect the review via your platform's API or by checking the review-count field in a sheet you maintain.
  3. Keep it to ONE follow-up — a third email turns grateful clients into annoyed ones.
  4. Mark the row reviewed when detected.

Watch out: Silent stop on detected review: re-requesting someone who already reviewed is a small trust leak each time.

Step 4: Test the timing

  1. Create a test project, mark it done, and confirm the row appears with Completion Date.
  2. Confirm the 2-day delay produces the email on day 2.
  3. Confirm the follow-up fires only once on day 7.
  4. Confirm a detected review stops everything.
  5. Watch the first month's review rate vs before.

Watch out: Day of week matters — a request landing Saturday gets deferred; consider skipping weekend send if your niche is B2B.

Frequently asked questions

What does the Review Request Automation automation do?

Projects marked done trigger a review request 2 days later. Reviews up 3–5x. Detects when a project or job is marked done

How much time does Review Request Automation save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Review Request Automation use?

It works with Gmail.

What does Review Request Automation include?

Completion trigger, Request template, One-time follow-up.

Can I set up Review Request Automation myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.