Manual copy-paste between tools is invisible
The sales rep closes a deal in the CRM. Someone copies it to the ERP. Someone notifies it in Slack. Someone creates the project in Asana. Someone generates the invoice. Someone sends the welcome message. Five people, one hour each, per deal. And no one gets paid for that hour.
Workflow automation eliminates that invisible work. Data moves automatically between the tools you already use, with no expensive Zapier or black-box solutions.
How we build it
1. Map of critical flows
We list the repetitive workflows with you: “when a new lead comes in → X, Y, Z”, “when a deal is won → A, B, C”, “when a client cancels → D, E”. We only automate the ones with a clear ROI.
2. n8n / Make self-hosted
We use n8n self-hosted (open source, your data, no cost per operation) for most cases. Make.com (Integromat) when there are integrations with enterprise vendors that only support Make. Zapier only as a last resort due to cost.
3. Triggers + actions
Each flow has: a clear trigger (webhook, CRM event, schedule), defined steps (with conditional logic where needed), idempotent actions (which can be re-run without breaking anything).
4. Continuous maintenance
Workflows break when upstream APIs change. We offer a monthly monitor + fix service: if a workflow fails, we spot it before your team does, fix it, and keep you informed.
Typical workflow examples
- Lead arrives from Meta Ads → enters the CRM with campaign and enriched fields → notifies the SDR → creates a task in Asana.
- Client signs contract → creates project in Asana → creates client in ERP → sends welcome → invites to the Slack channel.
- Client cancels → deactivated in CRM → pro-rated invoice in ERP → notifies success team → entry to churn dashboard.
- Invoice falls due → automatic reminder to client → if 7 days pass, escalates to finance → if 14 days pass, service is suspended.
When we do NOT recommend this
- If your critical tools have no APIs (legacy desktop system): automation cannot operate.
- If your processes change every week: automating what will change the following week is wasteful.
- If your volume is very low (5 deals a month): the setup cost is not worth it.
Data in your house
n8n self-hosted means your data never leaves your infrastructure except when it goes to the APIs you choose. There’s no Zapier in the middle reading everything that happens. This matters for B2B, regulated industries, or anyone who wants to sleep soundly.
Stack we use
- n8n self-hosted (Docker, Hetzner or your cloud).
- Make.com as a complement when there are enterprise integrations.
- Cloudflare Workers for simple, high-volume flows.
- Custom monitoring with Slack alerts.
We start with a diagnostic session
Before quoting the complete setup, we run a 90-minute session. We look at your current workflows together (including the ones held together with post-its), your stack and the processes that hurt most, and we leave with an honest recommendation: whether this service fits where you are right now, or whether it’s better to start with something else.
We don’t charge for that session. If you’re interested, get in touch.