n8n automation
AI automation that connects your systems
We design and build n8n workflows in which AI agents read, analyse and make simple decisions, and your systems receive a finished result. No retyping data, no loss of control.
How an n8n automation works
n8n is a platform for building workflows. We add the AI layer and fit the whole setup to your processes and tools.
Trigger
The workflow starts when something happens: an email arrives, someone submits a form, a document appears or a scheduled time comes round.
AI steps
The AI agent handles content that simple rules cannot: it classifies, summarises, extracts data and proposes a decision.
Action
The result goes into your tools: CRM, calendar, email, knowledge base or team chat. Every step is logged.
Six typical scenarios
Pick a scenario to see how data moves from the trigger to a business action. These are examples: every workflow is designed around a specific process.
Inbound email goes straight into your CRM
Every enquiry that lands in a shared inbox is read, structured and logged in the CRM before anyone has a chance to miss it.
- Step 1 of 5: Trigger
New email
A message arrives in a shared inbox such as office@ or sales@.
- Step 2 of 5: n8n
Collect the data
n8n reads the body, sender and attachments and checks the contact history.
- Step 3 of 5: AI agent
Understand the request
The AI agent identifies the intent and extracts company, person, need and deadline.
- Step 4 of 5: Decision
New or known contact?
Existing customers go to their account manager; new contacts go to sales.
- Step 5 of 5: Action
CRM record
The contact and deal are saved in the CRM and the owner gets a follow-up task.
Website form answered within minutes
A form enquiry gets a relevant answer based on your offer, while unusual requests wait for a person.
- Step 1 of 5: Trigger
Form submitted
A visitor sends the form on your website and the data reaches n8n via Webhook.
- Step 2 of 5: n8n
Validation
n8n checks completeness and consent, and filters out duplicates and spam.
- Step 3 of 5: AI agent
Draft reply
The AI agent drafts a reply from your offer, price list and FAQ.
- Step 4 of 5: Decision
Routine or exception?
Routine questions can be answered right away. Anything unusual waits for approval.
- Step 5 of 5: Action
Reply sent
The customer receives an email and the conversation is kept in the contact history.
PDF documents feed your knowledge base
Manuals, contracts and procedures become knowledge the AI agent can use, always pointing to the source.
- Step 1 of 5: Trigger
New document
A PDF appears in a folder, inbox or document system.
- Step 2 of 5: n8n
Text extraction
n8n extracts the text and splits it into chunks ready for indexing.
- Step 3 of 5: AI agent
AI analysis
The model writes a summary, adds metadata and generates embeddings.
- Step 4 of 5: Decision
Is the text readable?
Complete text is indexed; a poor scan is flagged for manual review.
- Step 5 of 5: Action
Knowledge base
Chunks are stored in a vector database such as Qdrant, ready for the assistant.
A Telegram assistant that gets things done
A text or voice message turns into a task, a calendar entry or an email draft.
- Step 1 of 5: Trigger
Telegram message
You type a request or record a voice message.
- Step 2 of 5: n8n
Detect the type
n8n recognises the message type and transcribes voice notes to text.
- Step 3 of 5: AI agent
AI assistant
The agent understands the request and picks the right tool: calendar, email or contacts.
- Step 4 of 5: Decision
Confirmation needed?
Anything that leaves the company, such as sending an email, waits for your approval.
- Step 5 of 5: Action
Task done
A calendar entry, task or email is created and the assistant confirms it in the chat.
New leads, qualified automatically
Each lead is scored against your criteria, and sales is alerted only about the ones worth calling right away.
- Step 1 of 5: Trigger
New lead
A lead comes in from a form, a campaign or directly from the CRM.
- Step 2 of 5: n8n
Enrich the record
n8n adds the contact history and available company information.
- Step 3 of 5: AI agent
AI assessment
The agent rates the fit against your criteria and briefly explains why.
- Step 4 of 5: Decision
Hot, warm or cold?
The priority decides who handles the lead and how fast.
- Step 5 of 5: Action
Notification
The salesperson gets a summary; other leads move into a nurture sequence.
Reports that put themselves together
Data from several systems is collected, summarised and delivered as a clear report, with no manual copy-pasting.
- Step 1 of 5: Trigger
Business event
A schedule such as end of day, or an event such as a closed order.
- Step 2 of 5: n8n
Gather data
n8n pulls data from the CRM, sales system and spreadsheets.
- Step 3 of 5: AI agent
AI summary
The agent summarises the results and highlights anything unusual.
- Step 4 of 5: Decision
Anything off?
A value outside the agreed threshold triggers an extra alert.
- Step 5 of 5: Action
Report
The report goes to email or the team chat and is archived.
What it means for your business
Automation pays off when it takes repetitive work off your team without taking control away from it.
Less manual work
Retyping data, sorting messages and compiling summaries happen on their own.
Faster response
Enquiries and leads are handled straight away, not when someone finds a spare moment.
Consistent decisions
The same criteria every time, written down in the workflow.
Full transparency
Every run leaves a trace, so you know what happened and why.
How we build automations
We start with one process and add the next once the first one runs reliably.
Discovery
We map the process step by step, trace where the data comes from and find where AI genuinely helps.
Workflow design
We design the flow, decision points, error handling and the places where a person approves.
Integration
We connect n8n to your systems, test on real cases and roll out in stages.
Monitoring
We watch runs, logs and model costs, and evolve the workflow as the process changes.
Example architecture · internal concept
Ultimate Assistant Prompt Inżynier
This is the architecture of an assistant we are developing as an internal concept: a single point of contact on Telegram, backed by specialised agents.
Input
A text message, voice note or PDF sent on Telegram (Telegram Trigger).
Routing
A Switch routes the message by type: voice to transcription, PDF to text extraction.
Understanding and knowledge
The agent uses an OpenAI model and a Qdrant vector store holding company knowledge.
Specialists
The task goes to the right agent: Email Agent, Calendar Agent, Contact Agent or Content Creator Agent.
Reply
The result returns to Telegram (Telegram Response). External actions can require confirmation.
Security and control
Automations touch customer data and company systems, so we agree the rules before the first node is built.
Credentials stay in n8n
API keys and passwords live in encrypted n8n credentials, never in the website code or the browser.
Human approval
When a decision affects a customer or money, the workflow waits for a team member to approve it.
Data minimisation
The AI model only receives what it needs to complete the task.
Changes only with approval
We never modify or run production workflows without the process owner’s approval.
Where to start?
Pick one repetitive process. We will show you how it could work as an n8n workflow with AI and assess together whether automating it pays off.