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Example automations

What we build, laid out step by step.

These are example builds that show the kind of n8n automation we design and how each one works. They're illustrations of common processes, not write-ups of specific client projects, and we won't dress them up as anything else.

Examples and concepts, not client case studies

Example buildLead captureSize: Small to medium

Every enquiry answered within minutes

A service business where enquiries arrive by web form, email and ads, and replies depend on who's free.

  1. 01A new enquiry arrives from any source and is cleaned up into one standard format.
  2. 02Duplicates are checked against the CRM. The contact and deal are created or updated.
  3. 03An AI step summarises what they want and flags urgency, for the team, not the customer.
  4. 04The enquirer gets a personal-sounding reply with a booking link, straight away.
  5. 05The right person is alerted in Slack or Teams with the summary and a link to the record.
  6. 06If nobody has made contact within an hour in working hours, it escalates.
What changes: Response time stops depending on who's at their desk. Nothing is lost between inbox and CRM.Webforms, Meta/Google lead forms, Gmail or Outlook, HubSpot or Pipedrive, Slack, OpenAI or Claude
Example buildFollow-upSize: Small

Quotes followed up until there's an answer

A business that sends proposals and chases them when someone remembers.

  1. 01A quote is marked as sent in the CRM, or a proposal is sent from your proposal tool.
  2. 02A short sequence of follow-ups is scheduled from the salesperson's own mailbox.
  3. 03If the customer replies, books a call or signs, the sequence stops instantly.
  4. 04If there's no response after the last step, the owner gets a task to call.
  5. 05Declined quotes are tagged with the reason for reporting.
What changes: Every quote gets the same follow-up, regardless of how busy the week was.HubSpot, Pipedrive or GoHighLevel, Gmail or Outlook, PandaDoc or similar
Example buildOnboarding and billingSize: Medium

Won deal to onboarded customer, with no rekeying

An agency or consultancy where winning work triggers a dozen manual admin steps.

  1. 01A contract is signed or a deal is marked Won.
  2. 02An invoice or payment link is created from the deal's line items.
  3. 03Project folders, client records and kick-off tasks are created in the right tools.
  4. 04The customer receives a welcome email and an onboarding form.
  5. 05Their answers are written back to the CRM and shared with the delivery team.
  6. 06When the first invoice is paid, the account is marked active.
What changes: Every new customer gets the same strong start, and finance and sales see the same numbers.E-sign, CRM, Xero, QuickBooks or Stripe, Google Drive or SharePoint, project tool
Example buildLead captureSize: Small

Missed calls turned into callbacks

A clinic, trades business or local service where the phone rings while everyone is busy.

  1. 01Your phone system reports a missed call from a new number.
  2. 02The caller receives a text acknowledging the call, with a booking link.
  3. 03A callback task is created for the right person, with the number and time.
  4. 04If they book online, the task closes itself.
What changes: A missed call is no longer a lost lead.VoIP provider with webhooks, SMS provider, CRM or booking system
Example buildAdminSize: Medium

Requests in the inbox become records in your system

A team that reads booking requests, orders or referrals from email and types them into another system.

  1. 01Emails and attachments arriving at a shared inbox are picked up.
  2. 02An AI step extracts the fields you need into a fixed structure.
  3. 03Results are validated. Anything uncertain goes to a person to check.
  4. 04Approved records are created in the CRM, booking tool or spreadsheet.
  5. 05The sender gets a confirmation and the email is filed.
What changes: The typing disappears, and a person only looks at the cases that need judgement.Gmail or Outlook, OpenAI or Claude with structured output, your CRM or database
Example buildReportingSize: Small

A weekly lead and pipeline report that builds itself

An owner who wants to know where leads come from and what they're worth, without a spreadsheet afternoon.

  1. 01Every Monday morning, data is pulled from the CRM, ad platforms and accounts.
  2. 02Leads, booked calls, quotes and won revenue are grouped by source.
  3. 03The numbers are compared with the previous four weeks.
  4. 04A short summary is posted to Slack or emailed, with a link to the full sheet.
What changes: Decisions about marketing spend are made on current numbers, not a hunch.CRM, Google Ads, Meta Ads, Xero or Stripe, Google Sheets, Slack or email
Example buildFollow-upSize: Small

Old enquiries given a second chance

A business with hundreds of past enquiries that never turned into customers.

  1. 01Leads with no activity for a set period are selected, excluding anyone who opted out.
  2. 02A short, plain check-in is sent from a real mailbox, a few at a time.
  3. 03Replies are detected and routed to the owner. Unsubscribes are honoured immediately.
  4. 04Anyone who re-engages is moved back into the active pipeline.
What changes: Leads you already paid to generate get a proper second look.CRM, Gmail or Outlook, n8n scheduling and reply detection

Recognise one of these? Or something close?

Tell us how it works in your business. Most real projects are a variation on one of the above.

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Show us what your team is doing by hand.

Describe the process in a few sentences. We'll tell you what can be automated, what shouldn't be, and what it would take. In writing, within one working day.

  1. You send a messageA few details and what you need. Plain English is fine.
  2. We reply in writingWhether it's worth automating, how we'd approach it and what we'd need to know.
  3. A 30-minute call, if it makes senseWe map the process with you and agree what a first build would include.
  4. A fixed quoteScope and price agreed before any work starts.
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