Scenarios
Anonymized examples of the problems we design automations for, drawn from the same patterns teams automate with tools like n8n and Make, plus how we approach solving them. Every engagement starts with a workflow audit of your specific processes.
28 scenarios · 6 categories
Sales & CRM
Scenario 01 · Financial services
Sales teams losing most of their time to unqualified leads while high-value opportunities go cold.
Conversational AI that pre-qualifies inbound leads, schedules meetings, and enriches CRM records before a human ever picks up the conversation.
Scenario 02 · B2B SaaS & agencies
Inbound form and LinkedIn leads land in a spreadsheet or shared inbox, then get re-typed into the CRM by whoever notices first.
Webhook capture into enrichment (firmographics, role, company size), AI scoring against your ICP, then router logic that assigns the right rep and notifies Slack.
Scenario 03 · Professional services
Every discovery form means manually copying scope into a doc template, fixing placeholders, and chasing the PDF out by email.
Form submission populates a proposal template, shares the doc, logs the link on the deal, and sends the prospect a consistent package in seconds.
Scenario 04 · Mid-market sales teams
Pipeline moves happen in the CRM, but ops, CS, and delivery only hear about them in standup, if anyone remembers to say anything.
Watch deal stage changes, post a structured Slack update, and create the next Asana/Jira/ClickUp task for the owner with a deep link back to the record.
Scenario 05 · Revenue teams
Call recordings and Zoom notes sit in personal folders while CRM fields stay empty, so the next rep starts from scratch.
Pull transcripts, summarise with AI against a fixed schema (next steps, objections, budget signals), and write structured fields plus a note onto the deal.
Marketing & Content
Scenario 06 · Content & brand teams
A blog post goes live, then someone spends an hour rewriting captions for LinkedIn, X, and a Buffer queue, or it never gets posted at all.
RSS or CMS webhook triggers platform-specific copy generation, character checks, and scheduled posts across connected channels.
Scenario 07 · Demand generation
Registrants get a calendar invite and then silence: no reminders, no no-show recovery, no replay sequence unless someone builds it by hand each time.
Registration webhook creates/updates the contact, enrols them in a confirmation → reminder → replay path, and branches cancellers onto a lighter sequence.
Scenario 08 · Strategy & marketing ops
Competitor pricing, launch posts, and changelog noise live across tabs and newsletters. By the time someone forwards a link, the window has closed.
Scheduled scrapes and RSS watches feed an AI summariser that writes structured changes to a sheet and pings Slack only when something material moves.
Scenario 09 · Social & community
Tagged posts and mentions pile up in DMs and native inboxes with no approval trail, so reposting becomes guesswork.
Watch tagged posts and mentions, archive caption/media/engagement into Airtable or Sheets, and Slack the content team for approve-before-repost.
Scenario 10 · Email marketing
Stakeholders ask for open/click/revenue numbers every Monday, and someone exports CSVs from the ESP into a shared sheet by hand.
A scheduled pull from Mailchimp/Klaviyo/etc. appends weekly rows to a dashboard sheet and sends a short Slack summary.
Operations & Finance
Scenario 11 · Supply chain & logistics
High-volume invoice operations where manual data entry causes delays, errors, and duplicate payments.
Intelligent document processing with OCR, NLP validation, and direct ERP integration. Exceptions surface to approvers; everything else flows straight through.
Scenario 12 · Founder & ops inboxes
Urgent vendor mail, meeting requests, invoices, and newsletters share one inbox, so everything waits on the same human skim.
Classify inbound mail with AI, extract action items, draft replies where safe, and route invoices, meetings, and urgents into the right tools.
Scenario 13 · Finance ops
Expenses live in forms or chat screenshots until a manager approves them in email, then someone re-keys the same numbers into QuickBooks.
Form submission triggers a Slack approve/reject flow; approvals create the expense or bill and notify the submitter with the outcome.
Scenario 14 · Ops & leadership
Weekly reporting means pulling the same four systems into a deck or sheet every Friday afternoon.
Cron-driven pulls assemble KPIs into a sheet or doc, then email or Slack the digest to the distribution list on a fixed cadence.
Scenario 15 · Legal & commercial ops
Signed PDFs and vendor packs arrive by email; key dates, parties, and amounts get typed into trackers days later, if at all.
Attachment watch → AI structured extraction → write to the contract register, file the original to Drive, and alert owners when renewals approach.
Scenario 16 · Ops & IT
A Google Sheet is still the working system of record, but inventory, HRIS, or project tools drift because nobody re-enters every row.
Watch new or changed rows and push mapped fields into the downstream systems, with filters so drafts never sync by accident.
Customer Support & CX
Scenario 17 · Healthcare
Front-desk staff overwhelmed by appointment scheduling, reminders, and routine patient queries across phone, text, and email.
Voice and messaging AI that handles routine calls, reminders, and scheduling across all channels, escalating anything clinical or complex to staff.
Scenario 18 · SaaS & helpdesks
Every ticket looks the same in the queue: billing, bugs, and “how do I…” questions compete for the same first-response SLA.
Classify intent and sentiment on intake, suggest a draft reply from your knowledge base, and route bugs vs account issues to the right queue or human tier.
Scenario 19 · Retail & services
Customers send voice notes, photos of invoices, and “where is my order?” texts into WhatsApp, and agents dig through chats manually.
Webhook intake with intent recognition, live lookups against orders or CRM, and rich replies, with human takeover when confidence drops.
Scenario 20 · Support organisations
New agents hunt through Confluence, Drive, and old tickets while the customer waits, and answers still drift from the approved policy.
RAG over your approved docs so agents (or a draft-reply step) get cited answers in-product, with gaps logged when the corpus has no match.
Scenario 21 · Product & engineering
Confirmed bugs bounce between Zendesk and Jira in copy-paste form. Priority, repro steps, and links get lost in the transfer.
Tagged or classified bug tickets create a Jira issue with mapped fields, then post a Slack thread linking both sides for the owning squad.
E-commerce & Retail
Scenario 22 · Online retail
Carts abandon constantly; recovery depends on someone remembering to nudge, or a blunt blast that ignores whether the order already completed.
Cart-abandon webhook, delay, order-status check, then a personalised recovery email or SMS with line items, and a second nudge only if still open.
Scenario 23 · DTC & Shopify ops
New orders live in the storefront while CRM and CS tools stay blind until someone exports, so post-purchase care starts late.
Watch paid orders, upsert the contact and deal, send a branded thank-you with delivery context, and notify fulfilment channels when needed.
Scenario 24 · Inventory-heavy retail
Stockouts are discovered when a customer can’t buy, not when the SKU crossed the reorder line yesterday.
Scheduled inventory polls (or stock webhooks) alert Slack below threshold and draft a supplier reorder email with SKU and suggested quantity.
Scenario 25 · Post-purchase CX
Review asks go out as a single blast, or not at all, and people who engage never get tagged for loyalty or a follow-up offer.
Delay after fulfilment, send a review request, then branch clickers into a loyalty segment with a thank-you or discount path.
HR & Internal
Scenario 26 · People ops
Day-one access means IT, HR, and managers chasing checklists across Slack, Notion, and email. Accounts lag, and welcome docs go missing.
Offer-accepted or start-date form kicks off account invites, channel adds, Notion/handbook pages, and a manager checklist in one run.
Scenario 27 · Recruiting
CV and form floods land in a shared inbox; screeners skim inconsistently and strong candidates wait while weak ones clog the calendar.
Intake form or email attachment → structured parse → score against the role rubric → route shortlists to the hiring manager and archive the rest with a polite auto-reply.
Scenario 28 · IT & security ops
Access requests and leavers are handled in chat threads, so tools stay provisioned after someone leaves, or new hires wait on tribal knowledge.
Ticket or form driven approve → provision path for joins, and a mirrored revoke checklist across apps when employment status flips.
Structure
We map your current workflow, quantify the bottleneck, and agree on what success looks like before any build starts.
We combine code, no-code connectors, and AI tooling to fit your existing systems, not to replace them.
Every project ships with tracking against the KPIs agreed in the audit, so impact is visible, not assumed.
Which workflow is costing you the most? Book an audit and we'll map your bottlenecks against scenarios like these.
Book a workflow audit