Automation
AI workflow automation for marketing and sales
Every copy-paste between your forms, your CRM, your ad accounts and WhatsApp is a delay and a chance to lose a lead. We automate those handoffs, and add AI where a step needs reading or writing.
What to automate first
Start with the handoffs where leads go missing. A Meta lead form that someone exports to a spreadsheet every morning. A booking that never triggers a reminder. A deal marked won in the CRM that the ad platforms never hear about. Each is a few minutes of manual work, repeated forever, and each fails on the day the person who does it is off.
Rules come first. Most steps need no AI at all: when a form is submitted, create the lead, tag the source, notify the salesperson. AI earns its place where a step means reading or writing free text, such as sorting a long WhatsApp message into the right service or spotting spam.
We use n8n for most builds. It can run on your own server, so lead data need not pass through another company’s cloud, and self-hosted it has no per-task fees. If you already run Make or Zapier, we work in those. Napexy CRM also has its own integrations.
Workflows we often build
Lead intake from every source
Meta and TikTok lead forms, landing pages and marketplaces feeding one pipeline in Napexy CRM, each lead tagged with its source.
Instant follow-up
A WhatsApp or SMS confirmation the moment a lead arrives, and reminders before each appointment.
AI sorting of enquiries
Free-text messages read by an AI step that picks the service, the language and the urgency, and flags spam.
Signals back to ad platforms
Qualified and booked statuses returned to the ad platforms, so campaigns optimise for buyers. For Meta, our revenue attribution does this through the Conversions API.
Reports that arrive on their own
A weekly summary of leads, bookings and sources sent to the owner by email or WhatsApp.
Data hygiene
Duplicate leads merged, phone numbers put in international format, missing fields flagged.
n8n, Make or Zapier?
| n8n | Make | Zapier | |
|---|---|---|---|
| Hosting | On your own server, or n8n’s cloud | Make’s cloud | Zapier’s cloud |
| Best for | Complex flows, sensitive data, high volume | Visual multi-step scenarios | Quick connections between popular apps |
| Watch out for | Someone has to run and update the server | Usage-based pricing adds up on busy flows | Cost per task climbs with volume |
How we build an automation
Map the current process
Who does what by hand today, how often, and what happens when they forget.
Decide step by step
Each step gets a rule or, where text needs reading, an AI step with a fallback to a person.
Build with test data
The workflow runs on sample leads first, never on live customers.
Handle failures
Retries for passing errors, and an alert to a named person when a step keeps failing.
Document and hand over
A plain description of each workflow, with access held in your own accounts.
Watch the logs
We check the run history after launch and fix the edge cases that real data brings.
What you receive
- A map of the process before and after
- Workflows running in n8n, Make or Zapier, with full run logs
- Error alerts sent to a named person
- Written documentation for each workflow
- Access and API keys held in your own accounts
- A list of the personal data each workflow touches, for your privacy records
Frequently asked questions
Why do you use n8n?
It can run on your own server, which keeps lead data under your control, and it handles branching, loops and AI steps well. For simple connections between popular apps, Zapier or Make can be quicker to set up.
Can you work with our existing Zapier or Make account?
Yes. We audit what is there, fix what breaks quietly and rebuild only what needs it. If the CRM itself needs work, see CRM setup and integration.
How is this different from marketing automation?
Marketing automation is about the messages: email and SMS sequences, nurturing, segments. Workflow automation is the plumbing underneath that moves data between your tools. Most businesses need both.
What happens when a workflow breaks?
A named person gets an alert with the failed step and the data involved. Common causes are an expired login or an app that changed its API, and both are quick to fix when someone knows.
Can AI write and send messages automatically?
Within limits. AI can draft, but we send only approved templates automatically. Anything new or sensitive goes to a person first, or through an AI agent with clear handover rules.
Last updated · By the Napexy team
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