Workflows.

02 · THE BRIEFING

1. I
   When to consider it
   You redo the same action by hand every week: copying a form contact to the CRM, tagging a contact in Mailchimp, exporting an ads CSV to BigQuery (Google's dedicated data warehouse). You start losing prospects because no one relayed in time. That is often the moment.
2. II
   Why it matters
   Without workflows (automations that pass the info between your tools), you pay humans to copy-paste and you miss prospects on weekends. The opportunity cost climbs fast: a hot prospect relayed at D+3 is worth less than one routed in the minute. Data consistency suffers, business reports get blurry.
3. III
   What you get back
   Human time given back to tasks that really matter. Consistent data across your tools, without double entry. Prospects routed to the right salesperson in the minute. A mechanic running 24/7, weekends included.
4. IV
   How we run it
   We start by listing everything that gets done by hand at your place today, before placing a single wire. We then pick the workflows orchestrator: n8n (open-source, self-hosted) or Make (cloud, faster to start) depending on your stack and infra budget. We wire connectors on HubSpot (your CRM), Mailchimp (your email platform), GA4 (your analytics) and BigQuery (the Google data warehouse). We set up run logging and failure alerts, then hand a Notion doc over to your team.
5. V
   What it unlocks
   An orchestration layer you can then plug equipped AI onto, to score or summarise. Full ownership if you change providers.

We get back to you within the week · scoping before any quote.

04 · WHAT WE WON'T WRITE IN AN RFP

A workflow is an operational productivity tool. Not a total digitalisation project.

We do not wire everything. The rule we hold: automate what is repetitive, standardised and time-critical. Leave human what requires judgement, nuance, or a client call. Most audits we run identify 4 to 8 workflows that are really worth it, not 40. The rest stays manual because coding a case that happens once a month costs more than it brings. See make-or-buy pillar for the frame.

• 01

  Human time given back

  Recurring copy-paste tasks leave your team calendar. A workflow running 24/7 does the job of 2 to 5 human hours per week over time.

• 02

  Data consistency

  No more double entry between CRM, email platform and data warehouse. Statuses, tags and events propagate in the right directions automatically. Business reports stop lying.

• 03

  Instant sales routing

  A hot prospect lands on Saturday night and goes to the right salesperson in the minute. No relay broken by weekends or holidays. Conversion benefits directly.

• 04

  Bedrock to plug in AI

  Once the workflow layer is clean, you can add AI to score contacts, summarise conversations or classify tickets. Without that base, AI runs on chaos.

05 · THE PLAY-BY-PLAY

Four steps. Six weeks on average. No break in the current tools.

1. 01

   We list what gets done by hand.

   Audit of repetitive tasks over a 4-week rolling window: who copies what, where to, at what frequency. We note human time and business value. Tools: Notion and Google Sheets for mapping, plus direct observation with your ops team.

2. 02

   We decide what gets coded, what stays human.

   Target list of 4 to 8 workflows by ROI order. Scope frozen in writing, client sign-off. If a task is too irregular or too nuanced, we say no, we do not code it. No silent additions outside the quote.

3. 03

   We wire the mechanic.

   Deployment of n8n (opens in a new window) (open-source) self-hosted, or Make (cloud) depending on volume. Connectors HubSpot (opens in a new window), Mailchimp (opens in a new window), GA4 (opens in a new window), BigQuery and webhooks (signals that pass the info in real time). Run logging and Slack alerts on failures. Unit tests on every workflow before production.

4. 04

   We document and hand over.

   Gain measurement: human hours saved, run success rate, prospects routed on time. Detailed Notion doc per workflow. 2-hour training for your ops team to take over maintenance. Full ownership.

07 · NOT YET FOR YOU IF

Three cases where workflows are not the top priority.

• Your source tools are badly wired.

  If your CRM already contains duplicates, inconsistent statuses and orphan contacts, automating propagates the chaos faster. The rule: lay down data cleanliness before the engine. Otherwise the workflow runs, but on wrong data.

• Your annual revenue is under 1 M€ ex VAT.

  Below this threshold, the entry cost of a workflow layer does not pay back. At these volumes, manual tasks still hold and the cost-benefit ratio becomes debatable. We would rather say it than walk you into the dark.

• No one on your side will read the reports.

  A workflow running unsupervised eventually fails in silence. If no one on your team will check runs once a week, the mechanic degrades and you go back to manual, but on corrupted data. Supervision matters as much as wiring.

We look at your tools. We tell you what deserves a workflow, and what should stay human work.