Who it is for
Small teams whose day fills up with repeat admin: chasing leads, answering the same questions and updating records.
Home / Capabilities / Automation & AI Integrations
Capability 06
Automation that handles the work between your tools
For small teams losing hours to copy-and-paste. Leads to find, questions to answer, follow-ups to send, records to update: we connect your tools with n8n, Make, Zapier and AI, so that work runs on its own and lands in your customer records.
Who this is for, and what you get
The problem
Work that falls between tools depends on someone remembering it. When things get busy, follow-ups are the first thing to slip.
What you get
Working automations in your own accounts, with written notes, error alerts and a walkthrough for your team.
What we build
What this covers
Sales pipeline
Find, research, score and follow up with potential customers automatically.
Customer conversations
Website, chat and voice agents that answer, book and pass people to a human.
Reputation and retention
Review requests and win-back campaigns that run in the background.
Internal operations
Notion + AI workspaces, automated onboarding and meeting follow-ups.
Research and content
Research on prospects, blog drafts and scheduled social content.
Custom integrations
If two systems offer a way in for other software, we can usually make them talk.
Sample architecture
How it fits together
The diagram, step by step
Follow one new lead through the workflow
A lead is someone who might become a customer. Picture a sample roofing company, and a homeowner asking for a quote through its website. Press the buttons above to run the sample workflow and watch the lead record fill in.
-
Something starts it
- What happens
- A trigger begins the workflow. It can be a new form or chat message, or a schedule, such as every morning.
- Who does it
- Your website form, your chat, or a timer.
- Why it matters
- Nobody has to remember to start it, even at night or on a busy day.
-
The workflow runs the steps
- What happens
- n8n is a tool that runs a list of steps in order and passes details between your apps. Make and Zapier do similar jobs.
- Who does it
- The n8n workflow, on its own.
- Why it matters
- The roofer’s team stops copying details from one app to another.
-
Research fills in the picture
- What happens
- AI looks at public information linked to the lead and adds it to the record.
- Who does it
- The AI research step.
- Why it matters
- Your team knows who they are calling before they dial.
-
A score sorts the leads
- What happens
- Each lead gets a score based on rules you choose, such as whether it is in your service area.
- Who does it
- The AI scoring step, following your rules.
- Why it matters
- The strongest enquiries get seen first, instead of the newest.
-
A personal message is drafted
- What happens
- AI writes a first message based on what the lead asked for.
- Who does it
- The AI drafting step.
- Why it matters
- A tailored reply is ready to go, in place of a blank page or a generic template.
-
The CRM is updated
- What happens
- A CRM (customer relationship manager) is your list of customers and leads. The full profile is saved there.
- Who does it
- The workflow writes the record.
- Why it matters
- Every lead is in one place, so none gets lost in an inbox.
-
Your team is told
- What happens
- A notification goes to the right person, with the draft ready to use.
- Who does it
- The workflow alerts your team.
- Why it matters
- People spend their time talking to customers, not on the admin before it.
Sales pipeline
Your rules decide who gets a call
Find, research, score and follow up with potential customers automatically.
16 notify your team26 stay in follow-up
How to read this chart
What the dots and the slider mean
Each dot is a made-up lead. Further right means a higher score. The slider sets the minimum score your team wants to see.
-
Gold dots: notify your team
- What happens
- These leads score at or above your minimum, so someone is told right away.
- Who does it
- The workflow sends the alert.
- Why it matters
- Your team’s time goes to the leads most likely to be worth it.
-
Grey dots: stay in follow-up
- What happens
- These leads score below your minimum. They stay in the system for automatic follow-up.
- Who does it
- The workflow keeps them moving.
- Why it matters
- Nobody is thrown away. They just do not interrupt your team yet.
-
The slider: your call
- What happens
- Move it left to see more leads, or right to see fewer and stronger ones.
- Who does it
- You decide the setting.
- Why it matters
- A quiet month and a flooded month can use different settings.
The automation suite
Ten systems, ready to adapt to you
Each card opens a page showing how that system works, step by step.
- 01
Lead Farm
A system that finds, researches and contacts your best-fit prospects on a schedule.
- 02
AI Lead Scoring
Qualify every inbound lead automatically and route the good ones straight to your team.
- 03
Booking & Info Chatbot
A website agent that answers questions, qualifies visitors and books appointments.
- 04
AI Customer Service
Instant answers to routine questions, with clean escalation for the rest.
- 05
Social Media Agents
Agents that plan, draft and schedule platform-specific content in your brand voice.
- 06
Review System
Ask satisfied customers for reviews automatically, at the right moment.
- 07
Lead Re-Engagement
Wake up the old leads already sitting in your database.
- 08
Notion + AI
A Notion workspace connected to AI and automation that updates and acts for you.
- 09
Research Automation
Structured reports on a company or prospect, built from public sources.
- 10
Content Automation
An AI blog generator with an admin dashboard you own, plus scheduled content workflows.
Process
How the work runs, step by step
- 01
Site survey
We look at your operation and find the repeat work worth automating.
- Who does it
- Our team, with the people doing the work.
- What you get
- You start with the task that wastes the most time.
- 02
Build the agents
We build workflows and AI steps around your tools and your rules.
- Who does it
- Our team, in your accounts.
- What you get
- It fits how you already work, and you keep what is built.
- 03
Launch and tune
We deploy it, watch how it runs and adjust it until it runs without babysitting.
- Who does it
- Our team, with feedback from yours.
- What you get
- Rough edges get fixed on real work, and error alerts tell you if a step fails.
The stack
Tools we run in production
We pick for your system. These are what we work with most in this area.
You do not need to know these names. In plain terms: n8n, Make and Zapier run the steps, Notion holds records and notes, Python handles custom logic, Apollo, Apify and Perplexity gather research, RelevanceAI, OpenAI and Anthropic supply the AI, and AWS and GCP are cloud hosts.
- n8n
- Make
- Zapier
- Notion
- Python
- Apollo
- Apify
- Perplexity
- RelevanceAI
- OpenAI
- Anthropic
- AWS
- GCP
Deliverables
What you get
- Working automations in your accounts
- Workflow documentation
- CRM connection
- Error alerts
- Team walkthrough
- Optional ongoing management
Related work
Where we have built this
Coworking and education center
The WorkStation
Automatic onboarding for a 24/7 Pattaya coworking space: a payment or receipt photo goes in, and a member ID and door pass come out by email.
AI software
InfiniBot
An AI operating system for a business: one always-on hub connecting 18 chat channels, background helpers, shared memory and 46 plugins, hosted privately or on your own computer.
Food service and entertainment
The Fried Hangover
Three disconnected codebases merged into one live platform for a Phoenix vegan food truck: online orders, a music and goods shop, loyalty, reviews and one safe checkout.
FAQ
Common questions
What can be automated first?
Start with work that repeats, follows rules and already lives in software: lead intake, follow-ups, updating customer records, onboarding and meeting tasks.
Do we need to code anything?
No. We build and deploy it. You use the tools you already have.
Which CRMs do you work with?
Notion is our most common build, and we can connect to any CRM that offers an API or webhook, the standard ways for software to talk to other software.
What does an automation cost to run?
It depends on tools and volume. We estimate running costs during scoping, so you see them before you commit.
Talk to us about automation & ai integrations
Answer a few questions and send them to us. We will tell you what we would build, and what you do not need.