Workflow Automation · Zapier · Make · n8n

From audit to live in 2 weeks. Workflow automation built and operated by us.

We audit your process stack, build AI and workflow automations on Zapier, Make, or n8n, and operate them as a managed service. So your team stops doing work software should be doing.

See case studies →

Active workflow

Live

Lead to CRM · 90s

Form: Sarah K. submitted a contact request, intent: cleaning quote

Action: Enriched, logged in HubSpot, SMS sent in 87s

Invoice paid, AR loop closed
2m ago · Stripe + QuickBooks
Done
Missed call to SMS, contact saved
6m ago · Twilio + GoHighLevel
Done
Inbox triage drafted 4 replies
11m ago · Gmail + Anthropic
Auto

Last 24h: 312 runs, 0 failures

Avg latency: 1.4s

Why SMBs ship workflow automation with us

Built on Zapier, Make, n8n
From audit to live in 2 weeks
You own every workflow
Slack alerts on every failure

Your team is doing work that software should be doing

Most SMBs we talk to have the same three problems on repeat. Staff retyping data between tools. A Zap that broke six months ago and nobody caught it. Leads that go cold while the team is in a meeting. None of these are people problems. They are system-design problems, and they have known fixes.

Before automation

Your office manager copies lead data from forms into the CRM by hand
A Zap you set up 18 months ago broke and nobody noticed for a week
Inbound leads sit for 4+ hours before someone replies

After we build it

Lead data flows from form to CRM to Slack alert in 90 seconds, with enrichment attached
Every workflow is monitored, failures alert your Slack channel within 3 minutes
Speed-to-lead drops below 5 minutes (per MIT and InsideSales research, 21x more likely to qualify)

See which workflows fit your business. We will scope your top 3 candidates on a 30-minute call.

What we automate

What we actually automate for service businesses

Not a generic AI-for-business pitch. These are the workflows we ship most often, grouped by function. Pick the ones that hurt the most. Most clients start with 1 to 3 and add more on retainer.

Sales and lead capture

Lead to CRM to speed-to-lead SMS in 90 seconds

Form fill, Facebook lead ad, or inbound call triggers enrichment, CRM logging, and a personalised SMS or call within minutes.

Pairs with lead-generation automation→

Missed call to SMS to CRM

Phone rings, nobody picks up, the system fires a context-aware SMS within 30 seconds and logs the contact. Standard for dental, salons, and contractors.

Pairs with AI voice agents→

Churn-rescue sequence

A CRM signal (no activity in 30 days, support ticket, contract anniversary) fires enrichment, a draft outreach email to the owner, and a Slack alert.

Operations and admin

Client onboarding

A signed contract triggers a Drive folder, welcome email, Cal.com booking link, internal Slack channel, and CRM stage change. The whole sequence runs in under 2 minutes.

Invoice and AR automation

Stripe or QuickBooks invoice events drive a reminder cadence, dunning escalation, and an owner alert when an account ages past 60 days.

Calendar and booking flow

Cal.com or Calendly bookings sync to the CRM, send confirmation SMS, schedule reminders, and trigger no-show recovery.

Support and communications

Inbox triage with AI-drafted replies

Inbound emails are classified by intent, urgent ones route to Slack, tier-1 questions get a draft response that sits in your outbox for one-click send.

Pairs with AI chatbots→

AI summary digests

Daily digests for meetings, support tickets, and sales calls go to Slack or email. Stops the Monday standup catch-up loop.

Internal helpdesk over Notion or Drive RAG

Slack mentions or a form route to a tier-1 AI response grounded in your docs, then escalate if unresolved.

Sits next to customer-support automation→

E-commerce and fulfilment

Order fulfilment

Shopify orders sync to ShipStation, update the CRM, and trigger customer SMS at every status change.

Abandoned-cart recovery

Cart abandonment fires a 3-step email and SMS cadence with a recovery link, tagged in the CRM for owner review.

Need a connector that does not exist out of the box? AI integration services covers the custom-API side.

Our process

Discovery to live in 2 to 4 weeks

We run sprint-style. Most agencies need months because they treat workflow automation like greenfield software development. We treat it like plumbing. Map, build, ship, monitor.

1
30 minutes, free
Discovery call
We get your tools, your time drains, and your growth bottleneck on a call. By the end you know whether we are the right fit. If we are not, we tell you on the call and recommend who is.
Deliverable: Scoped recommendation
2
3 to 5 days
Automation audit
We map your current stack, the manual handoffs, and the workflows bleeding the most time or money. We rank 5 to 10 candidates by ROI, weighted on minutes saved per week multiplied by frequency, plus revenue at risk on missed-lead recovery.
Deliverable: One-page automation blueprint with ROI ranking
3
2 to 4 weeks
Build sprint
We build the top 1 to 3 workflows on whichever platform fits your stack and cost curve (Zapier, Make, or n8n), wire them into your CRM, calendar, billing, and comms tools, and add monitoring with Slack failure alerts.
Deliverable: Live workflows in your accounts, monitored, documented
4
ongoing or hand-off
Operate
Two paths. Either we operate it as a managed service, watch failures, fix Tier 1 issues same-day, and add new workflows monthly. Or we hand it over after a 30-day stabilisation period and you take it from there.
Deliverable: Working system you own outright

Get your automation blueprint. The audit phase tells you what each workflow is worth before you commit.

Tools we build on

We build on Zapier, Make, and n8n. Here is how we pick.

We do not have a partner deal with any of them. We pick the platform that fits your stack, your data sensitivity, and your cost curve, in that order.

Zapier

9,000+ app integrations. Best for breadth across many SaaS tools.

Pick when integration depth across many tools matters more than cost-per-task, and your stack is the household SMB mix (HubSpot, Gmail, Slack, Stripe, QuickBooks).

From $19.99/mo (Professional, billed annually) or $69/mo (Team, billed annually).

Source: zapier.com/pricing

Make

Visual logic builder, branching, and routers. Roughly 3 to 5x cheaper per operation than Zapier at similar volume.

Pick when you have multi-step flows with branches and conditional logic.

From $9/mo (Core, billed annually), $16/mo (Pro), $29/mo (Teams).

Source: make.com/en/pricing

n8n

Self-hostable, open-source, no per-execution cost when you self-host. Strong AI-stack and HTTP-node flexibility.

Pick when you have high-volume workflows, HIPAA-sensitive data, or a long-term cost ceiling.

Cloud: €20/mo (Starter), €50/mo (Pro), €667/mo (Business). Self-host is free.

Source: n8n.io/pricing

Most SMB stacks land on Zapier for the first 1 to 3 workflows because the ICP tools are already wired in. We move clients to Make or n8n when the volume or cost curve justifies it, not before.

Integrations

Works with the stack you already pay for

We connect your CRM, scheduling, billing, communications, and AI tools. No proprietary middleware, no new platform for your team to learn.

Always wired

HubSpot
GoHighLevel
Pipedrive
Salesforce
Zapier
Make
n8n
OpenAI
Anthropic

Scheduling

Cal.com
Calendly
Acuity

Payments and billing

Stripe
QuickBooks
Xero

Comms

Slack
Gmail
Outlook
Twilio

Data and productivity

Notion
Airtable
Google Sheets

E-commerce

Shopify
WooCommerce

+26 more integrations. If you use it, we have probably wired it before. If we have not, we will build the connector.

By the numbers

[X]: SMBs automated
[Y]: workflows shipped
[Z]: hours saved / week
[N]: leads booked / mo

Results

We are publishing case studies as engagements close. Until then, the numbers below are what our active clients are tracking week over week.

Service business

“[X] after-hours leads recovered in the first 30 days, [Y] hours of admin reclaimed per week.”

Operations Manager, [vertical placeholder]

Professional services

“Speed-to-lead dropped from [X] hours to under [Y] minutes. Booked-call rate up [Z]%.”

Founder, [vertical placeholder]

E-commerce SMB

“[X] hours per week of manual order admin, gone. Customer-status SMS open rate at [Y]%.”

Owner, [vertical placeholder]

“Leads contacted within 5 minutes are 21x more likely to qualify than those contacted after 30. We build the workflow that makes 5 minutes the default.”
Source: MIT and InsideSales speed-to-lead research

See all case studies →

Pricing

Honest pricing. No “call for a quote.”

We publish our pricing because SMBs deserve to know what they are walking into before they pick up the phone.

Engagement	Price	Detail
Single workflow build	from $3,000	One workflow, scoped, built, and shipped. Build-only or paired with a retainer.
Multi-system project (3 to 5 workflows)	$8,000 to $15,000	Connected workflows across CRM, billing, scheduling, and comms. Most SMB engagements land here.
Monthly retainer (basic)	from $500/mo	Monitoring, Slack failure alerts, and minor edits to existing workflows.
Monthly retainer (active build)	$1,500 to $3,000/mo	5 to 10 workflows, ongoing iteration, new builds added monthly.
Tooling pass-through	$200 to $800/mo	Zapier, Make, or n8n subscription plus API costs (OpenAI, Anthropic). Disclosed upfront, billed at cost.

Final scope after a 30-minute discovery call. If we are not the right fit, we will tell you on the call. If you have worked with agencies that would not give you a price until the second or third meeting, that is not how we run.

Rule of thumb across SMB pricing guides: budget 5 to 10% of projected annual savings on the build. If a workflow saves $100,000 of staff time, $5,000 to $10,000 is the right ballpark.

Frequently asked questions

What is workflow automation?

Software that runs your repetitive, rule-based business processes across the tools you already use, so staff stop being the integration layer. The work still happens; people just stop doing the parts that should not need them.

What is the difference between workflow automation and AI workflow automation?

Classical workflow automation runs deterministic if-this-then-that rules. AI workflow automation adds an LLM step where judgment is needed: classifying inbound emails, drafting replies, summarising calls, extracting data from documents. Most modern builds use both. The deterministic plumbing handles the predictable parts; the AI step handles the unstructured parts.

What can you actually automate for a small business?

Lead capture and follow-up. Appointment booking and reminders. Invoice and AR chasing. Inbox triage. Client onboarding. Content publishing. Support deflection. Reporting digests. No-show recovery. Churn alerts. Order processing. If a process happens more than 5 times a week and follows roughly the same steps, it is automatable.

How long does a workflow automation build take?

Single workflow with 3 or fewer integrations: 2 to 3 weeks. Three to five workflows with mid integration depth: 4 to 6 weeks. Multi-system, 5+ workflows with AI steps: 6 to 10 weeks. Anything multi-phase that touches every department: 3 months and up.

How much does workflow automation cost for a small business?

Single workflow builds run $3,000 to $5,000. Multi-system projects $8,000 to $15,000. Monthly retainers $500 to $5,000 depending on scope. Tooling pass-through (Zapier or Make or n8n plus API costs) is typically $200 to $800 per month. Final scope is set after a 30-minute discovery call.

Do you build on Zapier, Make, or n8n, and how do you pick?

All three. Zapier wins on app breadth for the household SMB stack. Make wins on visual logic for multi-step branches. n8n wins on cost-at-scale and self-hosting for high-volume or HIPAA-sensitive work. We pick based on your existing tools and your cost curve, not because of a partner deal.

Can we own the automations, or are we locked in?

You own everything. We build in your accounts: your Zapier, Make, or n8n workspace, your OpenAI or Anthropic API keys, your CRM. n8n workflows are exported as JSON at hand-off. If you ever leave us, you keep the entire system.

What about HIPAA compliance and data security?

Standard builds use SOC 2 Type II and GDPR-compliant tools (Zapier, Make, OpenAI / Anthropic enterprise tiers). For HIPAA verticals (dental, vet, medical, PII-heavy legal), we use n8n self-hosted plus BAA-signed model providers (OpenAI API, Anthropic enterprise API tier), scoped explicitly per engagement. We will never put protected data into a tool that cannot legally hold it.

What if a workflow breaks after you build it?

Every workflow we ship includes monitoring and Slack failure alerts within 3 minutes of an error. Retainers cover same-day fixes for Tier 1 issues. Build-only engagements include a 30-day stabilisation period; after that, fixes are billed hourly or covered by a retainer.

Will automation replace our staff?

No. It removes the repetitive admin so staff can do the higher-value work that is currently being neglected. The point of automation is that the work happens in the tools your team already uses (Gmail, Slack, the CRM); they just stop being the manual handoff between them. Most clients reassign the time to growth work, not headcount cuts.

Related services

Workflow automation works better with the rest of your stack

Workflow + Voice

Workflow + AI Voice Agents

Voice agents capture the call. Workflow automation routes the lead, books the meeting, sends the SMS, and updates the CRM. The voice is the trigger; the workflow is what happens next.

Pair workflow automation with AI voice agents→

Workflow + Lead Gen

Workflow + Lead Generation

Lead-gen sources surface the prospects. Workflow automation enriches, qualifies, books the meeting, and runs the follow-up cadence. End-to-end pipeline, no manual handoffs.

Pair workflow with outbound lead generation→

Workflow + Custom

Workflow + AI Integrations

When a workflow needs a connector that does not exist on Zapier, Make, or n8n, we build it. Custom APIs, internal tools, proprietary systems wired into the rest of the stack.

Custom AI integrations for workflow gaps→

Ready to stop duct-taping your business together?

Book a free 30-minute discovery call. We will map your top 3 automation opportunities and tell you what each one is worth before you commit to anything.