AI automation: put repetitive work on autopilot
Gjethe builds automation workflows in Make, Zapier, n8n and Python that connect your tools, move data automatically and use AI for judgement steps such as classifying emails, extracting invoice data or drafting replies. Every workflow includes error handling, alerts and documentation, and uncertain cases go to a person instead of being guessed.
- Free first consultation
- Written quote for your project
- Flexible payment milestones
At a glance
- Platforms
- Make, Zapier, n8n, Python
- AI steps
- Classify, extract, summarise, draft
- Safety
- Confidence thresholds and human review
- Includes
- Monitoring, alerts, documentation
Definition
What is AI automation?
AI automation is the use of software workflows to carry out repetitive business tasks automatically, with AI models handling steps that need language understanding or judgement, reading, classifying, extracting or drafting.
Teams lose hours every week to tasks a workflow could do in seconds: copying leads into the CRM, sorting inboxes, typing invoice data, assembling the same report. We map where that time goes, automate the steps that are frequent and rule-based, and add AI only where it's reliable, with a person reviewing the cases it isn't sure about.
Who is it for?
Teams buried in email
Shared inboxes where every message has to be read, sorted and forwarded before anyone can act on it.
Sales and marketing teams
Leads from forms, ads and events that need enriching, scoring, assigning and following up quickly.
Finance and admin
Invoices, receipts and payments that are typed from PDFs into accounting software by hand.
Managers assembling reports
The same numbers copied from several tools into a spreadsheet every week.
What's included, and what you keep
What's included
- Workflow audit and automation opportunity map
- Time-saved estimate per workflow
- Platform recommendation per workflow
- Workflow design with triggers, steps and branches
- AI steps with prompts and structured output
- Confidence thresholds and human review queues
- Integration with your tools
- Error handling, retries and alerts
- Testing with real data
- Documentation for every workflow
- Team training on monitoring and edits
- Optional ongoing maintenance
What you receive
Handed over at the end. Yours to keep.
- Running workflows in your accounts
- Automation map showing every flow
- Documentation and diagrams
- Alerting set-up
- Before-and-after time estimates
What does an AI workflow look like?
Trigger
New form entry, email, order or schedule
Process
Clean, enrich and route the data
AI step
Classify, extract or draft: with rules around it
Action
Update the CRM, send the email, file the invoice
Make, Zapier, n8n or code?
| Tool | Best for |
|---|---|
| Zapier | Simple, reliable flows your team can edit, with the widest app library |
| Make | Visual multi-step scenarios with branching at lower cost per operation |
| n8n | Self-hosted or high-volume workflows, keeping data on your servers |
| Python | Heavy data processing, custom logic or anything the platforms can't do |
Workflows we automate most often
Lead handling
Capture from any form, enrich, score, assign to a rep and send the first follow-up.
Inbox triage
Classify incoming emails, extract key details, route to the right person and draft a reply.
Invoice processing
Read invoices from email, extract fields, match to purchase orders and send to accounting.
Weekly reporting
Pull numbers from several tools, summarise changes and post the report to Slack or email.
Where should AI sit in a workflow?
Most steps in a workflow don't need AI at all: moving a record, sending a notification or updating a field is plain automation and should stay deterministic. AI earns its place where a step needs reading or judgement, understanding what an email is about, pulling the invoice number out of a PDF, summarising a long thread.
We keep those AI steps small and checkable. The model returns structured output, the workflow validates it, and anything below a confidence threshold lands in a review queue. Over time, the review queue tells you whether the threshold can be relaxed or the prompt improved.
How AI automation works, step by step
Every step has a clear output you can review. Timing is agreed in your quote.
- 1
Audit
We watch how work is done today and list tasks by frequency and time spent.
- 2
Prioritise
Opportunities ranked by hours saved versus effort and risk.
- 3
Design
Each workflow mapped with triggers, steps, AI decisions and exception handling.
- 4
Build
Workflows built on the chosen platform and connected to your tools.
- 5
Test
Real data run through every branch, including messy and unusual cases.
- 6
Launch and hand over
Switch on with monitoring; train your team to read alerts and make small edits.
Tools, and what shapes your quote
Pricing is based on your project and agreed in your quote. These are the things that move it.
| Factor | Why it matters |
|---|---|
| Number of workflows | Each workflow is its own design, build and test. |
| Steps and branches | Workflows with many conditions and exceptions take longer to build and test. |
| AI steps | Classification and extraction need prompt design, validation and review queues. |
| Platform fees | Zapier and Make charge per task or operation; high volumes may favour n8n or code. |
| Integrations | Apps without ready connectors need custom API work. |
| Area | Tools |
|---|---|
| Platforms | Zapier, Make, n8n, Python |
| AI | OpenAI, Anthropic Claude, Google Gemini |
| Common apps | Gmail, Outlook, HubSpot, Google Sheets, Airtable, Notion, Slack, Xero |
| Hosting | n8n cloud or self-hosted, serverless functions |
Common mistakes to avoid
What we see go wrong most often, and how a good project avoids it.
Automating everything at once
Start with the workflow that saves the most time and learn from it before adding more.
No error handling
Workflows fail quietly when an app is down or data is unexpected. Alerts are essential.
Letting AI decide without limits
Use confidence thresholds; send uncertain cases to a person.
Undocumented zaps
Automations built ad hoc by different people become impossible to maintain.
Frequently asked questions
Which tasks are worth automating?
Tasks that are frequent, rule-based and done the same way each time. We start with an audit and rank opportunities by hours saved versus effort to build.
Is it safe to let AI make decisions?
We use AI for judgement steps like classification or extraction, add confidence thresholds and rules, and route uncertain cases to a person for review.
What happens when an automation fails?
Every workflow has error handling and alerts. Failures are logged and retried or flagged to your team rather than silently lost.
Will we be able to edit the workflows ourselves?
On Zapier and Make, often yes. We design flows to be readable and train your team. Complex logic is better left to developers.
Can automations handle attachments like PDFs?
Yes. AI can read PDFs, scans and images, extract the data you need and pass it on, with validation before anything is saved.
How much time will we save?
We estimate it per workflow during the audit from how often the task happens and how long it takes, so you can prioritise before building anything.
Do you host n8n for us?
We can set up n8n in its cloud service or self-host it on your infrastructure when data must stay in-house.
What do automations cost to run?
Platform subscription or hosting, plus AI usage for AI steps. We estimate monthly running costs during design.
Can you fix automations someone else built?
Yes. We review and document existing flows, fix failures and rebuild the fragile ones.
Do we own the workflows?
Yes. They run in your accounts, and documentation explains every step.
Can automations run on a schedule as well as on triggers?
Yes. Workflows can start when something happens (a new email, form or order) or run at set times, such as a report every Monday morning.
Do automations work with Microsoft 365 as well as Google Workspace?
Yes. Outlook, Teams, SharePoint, Excel Online and OneDrive have connectors in all the major platforms, as do Gmail, Sheets and Drive.
Can automations update our CRM automatically?
Yes, creating and updating contacts, deals and tasks from forms, emails, calls or meetings, with duplicate checks so records stay clean.
Do you document each automation?
Yes, a diagram, the purpose of each step, where credentials live and what to do when an alert fires, so the workflow outlives any one person's memory.
Related services
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Python Automation
Scripts that replace manual reports and data syncing.
API Integration
Connect the tools you already use so data flows on its own.
CRM & ERP Development
Custom systems, or HubSpot, Salesforce and Odoo set up properly.
Virtual Assistant & Data Entry
Inbox, calendar, CRM upkeep and data entry.
Notion & Airtable Systems
Workspaces and databases your team actually uses.
AI Automation by industry
Automate your busywork.
Tell us what you need. You get an honest assessment, a clear plan and a written quote. The first consultation is always free.
- What happens next
- 1You tell us what you need
- 2We aim to reply within 24 hours with questions
- 3You get a written quote for your project