We map the process end to end
We sit with you and trace every step, trigger, and decision in the process as it runs today, including the exceptions and the parts that only live in someone's head.
🔧Workflow Automation
If it has steps, we can automate it
The work that eats your week is rarely one big task. It is the chain of small handoffs between apps: the approval that waits in someone's inbox, the onboarding checklist nobody finished, the update that should have pinged the right channel. We build the custom workflow that runs all of it for you, end to end, in n8n.
5.0 from clients on Upwork
🎯The problem
Your tools do not talk, so your people do
Most teams run on a dozen apps that were never meant to work together. So a person becomes the glue: copying a new client from the form into the CRM, then into the project tool, then chasing three colleagues for sign-off, then remembering to send the welcome email. Every handoff is a place for work to stall or fall through the cracks entirely.
Onboarding drags on for days because someone has to drive each step manually. Approvals sit untouched because no one knows it is their turn. The cost is not just the hours lost to copy-paste, it is the deals and clients that quietly slip while everyone waits on everyone else. A workflow that handles the steps for you removes the waiting and the guesswork.
⚙️How it works
From a messy process to a workflow you own
We map what actually happens, build it to run reliably, and hand it over so it is yours.
We build it in n8n
We build the flow in n8n with deterministic routing, so every branch and condition is fixed logic you can trust. AI only steps in where it genuinely helps, to extract details or draft text, never to decide what happens next.
We test, document, and hand it over
We test it against real cases, write it up, record a walkthrough, and train your team, so the workflow lives on your instance and your people can run and edit it without us.
🧩What we build
Automation for any process with steps
Multi-step approval flows
Route requests to the right approver, chase the sign-off, escalate when it stalls, and record the decision, all without an email thread.
Cross-app orchestration
Move data between your CRM, project tool, sheets, and inbox so one event in one app triggers the right action in all the others.
Automated client onboarding
A new client kicks off the whole sequence: records created, folders set up, welcome emails sent, and tasks assigned, in minutes instead of days.
Notifications & alerts
The right person gets pinged in Slack or email at the right moment, so nothing waits on someone happening to check a dashboard.
Document & proposal generation
Turn structured data into branded proposals, contracts, and PDFs automatically, ready to send the moment the trigger fires.
Scheduled jobs & error handling
Recurring tasks run on their own schedule, with retries and alerts built in, so a single failed step never silently breaks the chain.
📈The result
One client's onboarding went from a three-day relay of manual steps to a single trigger that does the whole thing in minutes, and freed up enough hours across the team to lift operational efficiency by around 40%.
10 min
client onboarding for one client, down from 3 days
n8n
Make
Claude
GPT
HubSpot
ClickUp
Airtable
Notion
Slack
❓FAQ
Questions about workflow automation
If a process has steps and touches your apps, it is a candidate. We build multi-step approval chains, client onboarding, notifications and alerts, document and proposal generation, scheduled jobs, and full cross-app orchestration that moves data between the tools you already run. If you can describe the steps a person follows today, we can usually automate most of them.
n8n has no execution timeouts, runs at a flat self-hosted cost instead of per-task pricing that punishes volume, handles branching and parallel steps natively, and gives us visual debugging so a stuck run is easy to trace. For real multi-step business processes it scales better and stays cheaper than Zapier or Make. When a client is already committed to another platform, we work in that instead.
We build with error handling and retries so a single failed step does not silently swallow your work, and you get an alert when something needs attention instead of finding out days later. Routing runs on fixed logic, not guesswork, so the flow behaves predictably. If an app changes its API, the affected step is isolated and quick to fix, and the documentation tells you exactly where it lives.
Yes. The workflow runs on your own n8n instance and we build it config-driven, so the parts you are most likely to change, such as recipients, thresholds, message text, and routing rules, live in clearly labelled settings you can edit without touching the logic. You are never locked in or dependent on us to make a small change.
Every build ships with written documentation, a Loom walkthrough of how the workflow runs and where to change things, and a live training session with whoever will own it. The goal is that your team can run, edit, and extend it confidently once we step back.
🔗Related services
Often built alongside
📬Contact
Automate the process that is slowing you down
Book a free audit. Tell us the process that eats your week and we will map exactly where the time goes and what a workflow would take off your plate. Confidential and obligation-free.
Book My Free Audit bastien@otimizagency.com