AI Workflow
Automation.

Process Automation
End-to-end workflow automation built on Zapier, Make, n8n, and Power Automate — with AI processing at every decision point, deployed in 3-5 weeks.
Built for operations managers, business owners, and department leads who have manual processes eating hours every week — and teams too valuable to spend time on tasks a workflow can handle.

The Problem

What Manual Workflows Actually Cost Your Business.

Every manual handoff between tools is a cost — in time, in errors, and in capacity your team could spend on higher-value work.

01

25+

Hours lost per week on tasks that follow the same steps every day

02

4.5x

More errors from manual data entry than automated processing

03

12 min

Average time to regain focus after switching between disconnected tools

04

68%

Of repetitive business processes follow patterns that automation handles reliably

How It Works

Inside an Automated Workflow.

Every automation follows the same four-stage structure. Understanding it helps you see where AI fits in — and why it changes the output quality entirely.

Trigger

Something happens in one of your tools — a form submitted in HubSpot, an email in Gmail, a record updated in Salesforce, or a scheduled date reached. The automation starts instantly with zero human intervention.

Conditions

Logic gates check the data against your business rules. Is the lead qualified? Is the invoice over $500? Is the client in the US? Routes are determined and the workflow branches accordingly.

Actions

Tasks execute automatically across connected platforms. Records are created in your CRM, emails are sent, documents generated, Slack notifications fire, and data syncs between every tool in the chain.

AI Processing

AI analyzes, categorizes, summarizes, or generates content at any stage. Not just if/then logic — actual intelligence that reads documents, scores leads, drafts responses, and makes nuanced routing decisions.

Workflows We Build

Real-world Automations Delivering Measurable Results.

Every workflow starts with a bottleneck — a process that wastes time, causes errors, or depends on someone remembering. Here are six automations we commonly build.

Client Operations

Client Onboarding Pipeline

Signed proposal triggers project creation in Asana, welcome email sequence, kickoff scheduling, Slack channel creation, and CRM status update. Every step fires automatically — no missed handoffs, no forgotten tasks.

Saves 40+ minutes per new client onboarding

Sales Operations

Lead Scoring and Routing

Form submissions hit your CRM, AI scores each lead against your qualification criteria, and qualified prospects route to the right sales rep automatically. Follow-up sequences trigger based on score and territory.

Reduces lead response time from hours to under 5 minutes

Automated Reporting

Weekly Performance Report

Scheduled automation pulls data from Google Analytics, CRM, ad platforms, and project tools. AI summarizes findings, flags anomalies, and delivers a formatted report to stakeholders every Monday morning.

Eliminates 3-4 hours of manual report compilation weekly

Content Operations

Multi-platform Content Publishing

Content marked as approved is reformatted for each platform, images resized, posts scheduled across LinkedIn, X, Facebook, and Instagram. AI generates platform-specific captions from a single brief.

Cuts content distribution time from 2 hours to 15 minutes

Finance Operations

Invoice Processing and Reminders

Payment reminders, reconciliation, and report generation trigger automatically. Late payment escalation follows your rules. AI categorizes expenses and flags discrepancies before they reach accounting.

Reduces late payments by 60% with automated follow-ups

Support Operations

Support Ticket Triage and Routing

Incoming tickets are classified by urgency using AI, routed to the right team member, and escalated automatically if unresolved within your SLA window. Priority flags and Slack alerts keep everyone aligned.

Cuts average first-response time from 4 hours to 20 minutes

Use Cases

If Your Team Does This Manually, We Can Automate It.

Most businesses do not realize a workflow can be automated until someone maps it out. If any of these sound familiar, you are describing a process we automate every week.

Client Onboarding and Sales Processing

  • Signed proposal triggers project creation, welcome sequence, kickoff scheduling, Slack channel creation, and CRM status update
  • Auto-enrich, score, and route leads within seconds of form submission using AI-powered qualification
  • Follow-up email sequences triggered by lead behavior and engagement scoring

Reporting and Content Publishing

  • Scheduled reporting pulls data from analytics, CRM, ad platforms, and project tools — AI summarizes and flags anomalies
  • Content publishing pipeline reformats and schedules posts across multiple platforms from a single approval
  • Weekly and monthly performance reports compiled and delivered to stakeholders automatically

Finance, Data Sync, and Compliance

  • Payment reminders, reconciliation, and report generation trigger automatically with late payment escalation on your rules
  • Records validated, enriched, and synced between platforms in real-time — eliminating manual CSV exports and duplicate data entry
  • Compliance checks run on every new record, flagging violations and notifying the responsible team member

Platforms and AI Models

Built on Platforms Your Team Can Own.

We are platform-agnostic. We recommend the tool that fits your stack, your data requirements, and your workflow complexity — not the one we prefer.

Zapier

The broadest integration library with 6,000+ app connections. Natural language workflow builder makes it accessible to non-technical teams. Best for simple to mid-complexity workflows.

Make

Visual drag-and-drop builder with advanced branching, iterators, and data transformations. Handles multi-step logic that simpler tools cannot. Best for complex conditional workflows at scale.

N8n

Source-available platform with native LangChain integration. Self-host for full data control or use cloud. JavaScript and Python fallback for custom logic. Best for privacy-sensitive data and AI pipelines.

Power Automate

Native integration with Microsoft 365, Dynamics, SharePoint, and Teams. The natural choice for businesses already invested in the Microsoft stack. Best for enterprise compliance and Teams-based workflows.

OpenAI Gpt-4o

Integrated into workflow steps for lead scoring, content drafting, data classification, sentiment analysis, and summarization. Powers the AI processing nodes within Zapier, Make, and n8n automations.

Anthropic Claude

Used for document processing, long-context analysis, and structured data extraction. Claude handles the workflow steps that require reading, reasoning, and generating structured outputs from complex inputs.

Process

From Workflow Mapping to Live Automation.

Every project follows a structured four-phase process. You provide access to your tools and 2-3 stakeholder sessions. We handle everything else.

01

Workflow Mapping

Week 1

Document the current manual process end-to-end. Identify every trigger, condition, action, and decision point. Map where AI can add intelligence. Deliverable: workflow specification document with platform recommendation.

02

Architecture and Design

Week 2

Select the automation platform based on your stack and requirements. Design the complete automation flow with error handling and fallback paths. Define AI processing points and model selection. Deliverable: automation blueprint with step-by-step flow diagram.

03

Build and Test

Weeks 3-4

Build the automation on the selected platform. Connect all tools via API or native integration. Configure AI processing nodes. Test with real data across edge cases and failure scenarios. Deliverable: working automation in staging environment.

04

Launch and Monitor

Week 5

Deploy to production with monitoring dashboards. Track performance metrics for 2 weeks. Optimize based on real usage patterns and edge cases. Deliverable: production automation with documentation, monitoring dashboard, and team training session.

Scope and Complexity

Two Tiers Based on Workflow Complexity.

About 70% of what we build is pure process automation — reliable connections between tools. The other 30% adds AI intelligence to the decision points. We evaluate your use case and provide a fixed-price quote after the workflow mapping session.

Tier 1

Pure Automation

Typically 2-4 weeks from mapping to deployment

  • Rule-based, predictable processes
  • Data transfer between platforms
  • Trigger-based action sequences
  • Conditional routing and branching
  • Scheduled reports and status updates
  • Single or multi-platform connections
  • Built-in error handling and retry logic

Tier 2

Ai-enhanced Automation

Typically 4-8 weeks depending on complexity

  • Tasks requiring reasoning and language understanding
  • Lead scoring and qualification with AI
  • Content drafting and summarization
  • Data classification and sentiment analysis
  • Document extraction and structured output
  • Multi-platform workflows with AI processing
  • Custom API integrations and conditional branching

What We Need

Three Things to Get Started.

To automate effectively, we need to understand the current workflow, the tools involved, and where the bottlenecks are.

01

Current Workflow Documentation

A walkthrough of the manual process — the steps, the tools, the decision points, and how long each step takes today. We will map it formally during discovery.

  • Step-by-step process description
  • Tools and platforms involved
  • Decision points and branching logic
  • Current time per cycle
02

Tool and Platform Access

Login credentials or API documentation for the tools involved — CRM, project management, email, spreadsheets, billing. We handle platform setup if you do not have existing accounts.

  • API keys and documentation
  • Admin-level platform access
  • Authentication requirements
  • Data privacy constraints
03

Success Criteria

What does a successful automation look like? Define the expected time savings, error reduction, or output improvements so we can measure results from day one.

  • Target time savings per cycle
  • Expected error reduction
  • Priority workflows to automate first
  • Compliance or security requirements

In Practice

Real Workflows. Real Time Saved.

Workflow automation pays for itself when it removes the repetitive work that consumes your team’s best hours. Here are three examples.

Accounting Firm — Invoice Processing

The problem: A mid-size accounting firm processed 600 vendor invoices per month. Each invoice was received via email, manually entered into QuickBooks, matched against purchase orders, and routed for approval. The process consumed 80 hours per month of staff time — an entire employee dedicated to data entry.

What we built: AI workflow that monitored the invoices email inbox, extracted line items and totals from PDF invoices using document AI, matched them against purchase orders in QuickBooks, and routed for approval through Slack with one-click approve/reject buttons. Exception cases were flagged for manual review.

The outcome: Invoice processing time dropped from 80 hours per month to 12. The data entry role was reassigned to client advisory work. Payment accuracy improved because AI-extracted data had a lower error rate than manual entry. Approval turnaround time decreased from 3 days to 4 hours.

Marketing Agency — Report Generation

The problem: A digital marketing team produced 25 monthly client reports. Each report required pulling data from Google Analytics, Google Ads, Meta Ads, and email platforms, formatting it into branded templates, writing performance summaries, and generating recommendations. Each report took 3-4 hours to compile.

What we built: Automated pipeline that pulled data from all platforms via APIs, populated branded report templates, generated AI-written performance summaries with variance callouts, and delivered drafts to account managers for review. Managers edited the narrative — they no longer assembled the data.

The outcome: Report creation time dropped from 3-4 hours to 25 minutes of review and editing. The team reclaimed 75+ hours per month — redirected to campaign optimization instead of reporting. Reports shipped 2 days earlier each month, giving clients more time to act on recommendations.

Property Management — Lease Renewal Pipeline

The problem: A property management company with 1,800 units tracked lease expirations in spreadsheets. Renewal outreach started too late — often 30 days before expiration instead of 90. Missed renewals meant vacancies averaging 45 days, costing $2,200 per unit in lost rent.

What we built: AI workflow that monitored lease data, triggered renewal sequences 120 days before expiration, generated personalized renewal offers based on market rates and tenant history, sent communications through email and text, and tracked responses in a dashboard. Non-responsive tenants were escalated to property managers automatically.

The outcome: Renewal rate increased from 62% to 81%. Average vacancy period dropped from 45 days to 18 days. Property managers focused on relationship conversations with on-the-fence tenants instead of chasing routine renewals. The company recovered an estimated $380,000 in annual revenue from reduced vacancies.

Tell Us the Workflow. We Will Automate It.

Describe the manual process your team repeats. We will evaluate your use case, recommend the right platform, and provide a fixed-price quote — no commitment, no sales pitch.

01 Describe the manual process
02 We map the automation and select the platform
03 Built, tested, and deployed in 3-5 weeks

FAQ.

AI workflow automation connects your business tools through intelligent pipelines that run without manual intervention. About 70% is pure process automation — connecting tools, triggering actions, moving data. The other 30% adds AI-powered processing for tasks that need judgment: lead scoring, content generation, data classification, and summarization.

Platform selection depends on four factors: workflow complexity, your existing tool ecosystem, data privacy requirements, and budget. Zapier for accessibility and broad integrations. Make for complex conditional logic at scale. n8n for self-hosted privacy and advanced AI pipelines. Power Automate for Microsoft-heavy environments. We recommend based on your specific situation during discovery.

No-code automation platforms deliver faster (weeks, not months), cost less to maintain, and let your team make adjustments without developer support. Custom code makes sense for highly specialized requirements. For 90% of business process automation, no-code platforms deliver the same result at a fraction of the time and cost.

Most projects take 3-5 weeks from discovery to deployment. Simple single-workflow projects can be live in 2-3 weeks. Complex multi-system integrations with AI processing and conditional logic may take 6-8 weeks. We provide a detailed timeline after the discovery phase.

No. Every project includes visual documentation and a handover walkthrough. Because we build on no-code platforms, your team can make basic adjustments — like changing email templates, updating routing rules, or modifying triggers — without developer support. For ongoing changes, we offer maintenance retainers.

Every automation includes built-in error handling, retry logic, and notification alerts via email or Slack. If a step fails, you know immediately — and the automation logs exactly what went wrong. We also build fallback paths for critical workflows so a single failure does not stop your entire process.

Yes. We integrate with CRMs like HubSpot, Salesforce, and Pipedrive. Project tools like Asana and Monday.com. Communication platforms like Slack and Teams. Google Workspace. Payment platforms like Stripe and QuickBooks. And most business software with an API. For tools without native connectors, we build custom API connections.

Every project starts with a workflow mapping session where we evaluate your current process, tools involved, integration requirements, and complexity. Based on this evaluation, we provide a fixed-price quote before development begins. Pricing depends on the number of integrations, processing logic complexity, and deployment requirements. There are no surprises — you approve the scope and cost upfront.

Most clients see measurable ROI within 2-3 months. The primary return comes from time savings — automating a process that takes 15-25 hours per week frees that capacity for higher-value work. Secondary returns include reduced error rates, faster response times, and improved data consistency. A typical client onboarding automation saves 40+ minutes per client and eliminates manual errors entirely.

Data security is built into every automation from the architecture stage. All platform connections use encrypted OAuth or API key authentication. For sensitive data workflows, we use n8n’s self-hosted option so data never leaves your infrastructure. We follow the principle of least privilege — each automation only accesses the specific data and tools it needs. For healthcare and financial clients, we configure automations to meet HIPAA and SOC 2 requirements.