Stop Automating in Circles: How to Build Rewst Workflows That Actually Save Time

  • Bill Stucklen
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    Bill Stucklen

  • June 27, 2025
  • 5 minute read

Automation should make life easier, but too often it adds complexity. Instead of saving time, MSPs end up stuck in maintenance cycles, constantly adjusting workflows, troubleshooting errors, and questioning whether the bot is doing more harm than good. 

The issue is rarely the platform itself. Tools like Rewst are incredibly capable, but without the right approach, that capability creates chaos. Most problems stem from how automations are scoped, built, and managed, not from the engine powering them. 

At MSP+, we partner with Rewst because we’ve seen the difference when it’s implemented with strategy and structure. From new users to mature automation practices, the MSPs seeing real results are the ones who build systems, not shortcuts.

In this post, we’ll break down the most common mistakes we see inside Rewst and share what to do instead. If you're ready to stop automating in circles, it starts with changing how you build. 

 

You’re Not Saving Time If You’re Automating These Mistakes

If you’ve spent more time fixing a bot than the manual task it was supposed to replace, you’re not alone. I’ve seen plenty of MSPs dive into Rewst with the right intentions, only to get stuck in cycles that waste time instead of saving it. Here are four of the most common missteps that derail automation efforts: 

Starting with the most complicated process

It’s tempting to start with the workflow that takes the most time. The logic is sound: fix the biggest problem, get the biggest reward. But there’s a reason it takes the most time, it’s complicated. These processes often span multiple tools, require exceptions for unique client needs, and lean on systems that might not even be configured properly. Automating them first usually creates more work, not less. Not every process is good to automate. 

Automating broken processes

You can’t automate your way out of a bad process. If something’s broken upstream, like a form field that collects the wrong data or a handoff that’s always missed, automation won’t fix it. It’ll just keep the issue buried. I see this a lot: automations built to compensate for a gap that should’ve been addressed at the source by modifying the process. 

Trying to fully automate new user onboarding

New user onboarding is a classic trap. It looks straightforward at first, just a list of steps to automate. But as soon as you dig in, you realize it’s anything but simple. Every client has their own version, with unique requirements, software, approvals, and exceptions. What seems like a quick win turns into hours of testing, tweaking, and rebuilding, leading to a messy, partially automated process and frustration across every team. 
 
It’s not that onboarding can’t be automated. But trying to do it all at once almost always leads to complexity and frustration. 

Automating one-off scenarios instead of fixing root issues

I’ve watched teams spend hours building out workflows for scenarios that only happen once or twice a year. Where is the ROI? If automation is used too infrequently, doesn’t apply across multiple clients or deliver consistent value, it’s probably not worth the effort. Complexity is the enemy of scale, and chasing one-off use cases only adds to the maintenance burden. 

 

The Turning Point: What Effective Automation Actually Looks Like

Once you get past the missteps, the question becomes: what does good automation actually look like? 
 
In my experience, the highest-performing Rewst workflows share a few consistent traits: they’re repeatable, they happen often enough to matter, and they eliminate real back-office drag. The best outcomes don’t usually come from automating the flashiest tasks. They come from solving unglamorous, operational problems that quietly eat away at margins and morale. 
 
Here are a few examples of where we’ve seen Rewst really deliver: 

  • Multi-step ticket processing
    These workflows manage routine PSA tasks:assigning, escalating, and closing tickets without technician intervention. They reduce admin overhead by properly collecting and filling in datapoints to  improve SLA consistency across clients.
  • Time entry review and corrections
    These automations ensure accuracy in time tracking, flagging missing or miscategorized entries. In addition to reducing the burden of time reviews, this  protects revenue, improves reporting, and supports billing integrity. 
  • Administrative and finance workflows
    From invoice validation to usage audits, these behind-the-scenes automations keep leadership out of the weeds and focused on strategic growth instead of spreadsheet cleanup. 


What ties all these workflows together is their structure: they run the same way every time, they happen frequently enough that even modest time savings add up, and they’re built on top of already functional manual processes. They’re not chaotic or riddled with exceptions. They’re stable, proven, and ready for automation. If a workflow is inconsistent or overloaded with client-specific conditions, it’s not the place to start. 
 
And here’s one more truth I’ve learned: the fastest way to fail at automation is to try and move too quickly. Most successful builds take more time in planning than in execution. When you spend the effort up front, validating the process, confirming your triggers, documenting your conditions, you’ll spend a lot less time reworking things later. If you find need a change, iterate later. The MSPs that are built with intention are the ones that see long-term ROI, not just short-term relief.

So, if you’re looking for where to begin, don’t start with what’s biggest. Start with what’s ready. The path to real efficiency is paved with small, well-executed wins. 

 

Smarter Automation Starts with a Smarter Process


At MSP+, we work alongside MSPs to help them get more out of their automation efforts, not by doing it for them, but through collaboration helping them do it right. Depending on where a partner is on their journey, our role can look a little different. 
 
Sometimes, it starts early: selecting the right tools, identifying key stakeholders, and defining the business outcomes automation should support. Other times, we step in during the process of discovery, helping teams map what’s really happening before they start building. And in more advanced environments, we’re validating designs, identifying inefficiencies, or supporting cleanup when a workflow just isn’t delivering what it should. 
 
The goal is to bring structure to the process: 
  • Focus on workflows that are stable and repeatable
  • Design with clarity, not just creativity
  • Build and test with long-term maintenance in mind
We also support IT/MSPs who want to improve their in-house automation skills. In those cases, we act more like mentors: coaching their teams through process discovery, workflow design, and troubleshooting. But collaboration is key. The most successful engagements are the ones where MSPs commit real time and resources to the effort. 
 
In some cases, we do recommend rebuilding or rethinking existing automations. When a workflow is covering up a broken process or was built too fast without a strong foundation, it’s usually more effective to take a step back and fix the root issue before automating it again. 
 
Our approach is shaped by decades of automation experience, starting with task automation in RMMs and moving to workflow and RPA operational automations. Tools like Rewst provide a flexible framework. But it’s how you apply that framework that determines success. We lean on industry standards and leverage our experience  to help MSPs turn scattered automations into reliable systems that actually support the business. 

 

The Mindset Shift That Makes Automation Work

If you want automation to deliver real results, you must start thinking differently.

First—start with quick wins, but plan for scale. Automation isn’t a shortcut. But creating small, high-frequency automations are the fastest way to build confidence and momentum. It’s a strategic investment that pays off overtime through reduced overhead, stronger margins, and the ability to scale without adding headcount. The MSPs that succeed with Rewst treat it like infrastructure, not a side project or novelty. Pick the right thing to automate 

Second—you don’t need perfect documentation to start. A detailed SOP might be helpful , but it’s not a requirement. If  you have a checklist and you know how the process works, that’s enough. You can, and should, start building from there instead of trying to over document something your automating. 

And finally—if you can’t define the ROI before building a workflow, don’t build it. ou should know exactly how often a task runs, how long it takes, and what that time costs you. If you don’t have that data, that’s where to begin. Rewst won’t create value unless you’re tracking the right metrics and building with purpose. 

At MSP+, we make sure our partners never guess. We tie automation directly to business outcomes from the start, so every workflow is built to produce a measurable return. 
 
Rewst only works when it’s fully integrated into how you run your business. The MSPs seeing real ROI make it part of their core operations. 

 

 

Let’s fix what’s not working. 

If you’re serious about making Rewst work the way it should, I’d be happy to take a look. Drop your details in the form and tell me what’s giving you trouble: whether it’s a workflow that’s grown out of control or an idea you’re not sure how to build. 
 
We’ll get on a call, walk through where you’re stuck, and I’ll give you a clear path forward. No fluff. Just real advice based on what works.