Custom N8N Automations
Workflow automation connecting AI capabilities to your existing business systems
The Integration Challenge
Organizations implementing AI capabilities frequently encounter a practical obstacle: the AI infrastructure exists separately from existing business systems. Staff must manually extract data from CRM, accounting, or document management systems, process it through AI tools, then manually transfer results back to the originating system.
This manual transfer creates several problems: it consumes significant time (often negating productivity gains from AI), introduces transcription errors, creates compliance gaps (data exists in multiple locations without clear audit trails), and limits adoption (staff revert to familiar manual processes when integration friction becomes too high).
Self-Hosted Workflow Automation for AI Integration
N8N is an open-source workflow automation platform that connects different applications and services through visual workflows. Think of it as a sophisticated version of "if this, then that" (IFTTT) or Zapier, but with three critical advantages for business use: it's self-hosted (runs on your infrastructure), open-source (no vendor lock-in, complete transparency), and includes 400+ pre-built integrations with common business applications.
We use N8N to build custom workflows that automatically move data between your existing business systems and your AI infrastructure. When a new client record appears in your CRM, N8N can automatically trigger document generation using your Private LLM. When an email arrives in a specific folder, N8N can extract attachments, analyze them with AI, and update your accounting system with the results.
Because N8N runs on your infrastructure, these automations maintain the same security and compliance posture as your other systems. Data doesn't leave your environment, audit trails are complete, and you maintain full control.
Discovery & Process Mapping
Understanding Your Workflow
Current Process Documentation: Walk through your existing workflow step-by-step. Identify manual data transfer points, system transitions, and decision logic.
System Inventory: Document all systems involved—CRM, email, document management, accounting, calendar, etc. Identify API availability and authentication methods.
Pain Point Analysis: Where does the current process break down? What takes longest? Where do errors occur? What frustrates users?
Success Criteria: Define what "working" looks like—time savings, error reduction, and adoption metrics.
Workflow Design & Development
Design to Deployment
Visual Workflow Design: Create N8N workflow diagrams showing triggers, actions, decision points, and error handling. Review with your team for validation.
Integration Configuration: Connect N8N to each required system using APIs, webhooks, or direct database connections. Configure authentication and permissions.
Logic Implementation: Build the automation logic including data transformation, AI processing, conditional routing, and error handling.
Testing Environment: Test with sample data in an isolated environment. Verify each step executes correctly and handles edge cases appropriately.
Full Deployment & Handover
Activation and Handover
Production Activation: Enable workflow for all relevant transactions. Configure monitoring, logging, and alerting for issues.
Team Training: Train relevant staff on monitoring the automation, handling exceptions, and making minor adjustments.
Handover Documentation: Provide complete workflow documentation, access credentials, troubleshooting procedures, and modification guidelines.
Support Period: 4 weeks of support for questions, adjustments, and issue resolution as your team adapts to the automated workflow
Frequently asked questions.
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N8N is self-hosted, meaning workflows run on your infrastructure rather than external cloud services. This provides three key advantages: data never leaves your environment (critical for compliance), no per-execution pricing (commercial platforms charge per workflow run, which becomes expensive at scale), and complete transparency (open-source code means no vendor lock-in or hidden limitations). For UK SMEs handling sensitive data, self-hosted automation is often the only compliant option.
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Absolutely. N8N provides a visual workflow editor that your team can use to make modifications. We provide training on basic workflow editing during handover. For simple changes (adjusting timing, modifying email templates, adding notification recipients), your team can self-serve. For complex logic changes or new integrations, we're available for consultation or can implement modifications as needed.
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We build comprehensive error handling into every workflow. When errors occur, the workflow can: retry the operation automatically (for transient issues like network timeouts), route to alternative logic (for expected error conditions), alert designated staff via email or messaging (for issues requiring human intervention), and log detailed error information for troubleshooting. During the support period, we monitor error patterns and refine handling logic based on real-world usage.
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N8N provides built-in monitoring showing workflow execution history, success/failure rates, and execution times. We configure dashboards showing key metrics for your specific workflows. You can see exactly what triggered each workflow run, what actions were taken, and what data was processed. We also implement notification rules alerting you to unusual patterns (sudden increase in failures, unexpected execution volume, processing time anomalies).
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N8N includes 400+ pre-built integrations covering most common business applications (Salesforce, Microsoft 365, Google Workspace, Xero, QuickBooks, SharePoint, etc.). For systems without pre-built integrations, N8N can connect via REST APIs, webhooks, database connections, or file-based integration. During discovery, we assess integration feasibility for your specific systems. In rare cases where direct integration isn't possible, we can build intermediate steps using file exports or database synchronization.
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Minimal maintenance once deployed. The N8N platform itself requires standard server maintenance (security updates, backups) which can be handled by your IT team or included in our infrastructure management service. Workflows typically require attention only when: business processes change (requiring workflow logic updates), integrated systems change their APIs (requiring connection updates), or new use cases emerge (requiring new workflow development). Many clients operate workflows for months without any modifications.