This is our own system, not a client project. Researching companies, first contact and follow-ups, chasing proposals, publishing articles and payment reminders are not manual work for us. n8n workflows do them every day, and anything that goes to existing clients is approved by us first.
The goal: less manual work around sales and admin
A small company loses most of its time on work that is not hard but keeps repeating: finding a company that actually needs help, writing to it, remembering to follow up, posting the same article on several networks, reminding a client about an invoice. Each task takes a few minutes. Together they take hours every week.
What we built
We run 18 workflows today. We describe them in general terms here; we do not publish the exact setup.
Research and first contact
A workflow looks for companies in our target groups, checks whether they have a real, measurable problem, such as a slow website, and only then prepares a personal message that refers to that problem. A company without a real problem gets no message. We only send where the law allows it, so we do not send unsolicited business emails to Germany or Austria.
Follow-ups with a hard limit
Follow-ups go out a few days apart, with at most four messages in total. The same person never gets a duplicate message just because they appear on two lists.
Proposals and clients without a CRM subscription
Every day the system checks for proposals without a reply and finished projects that have not had a satisfaction check yet. We get a reminder and approve the message, and the system records the date it was sent. The data lives in plain files with a full change history.
One article, seven channels
When we publish an article, a workflow shares it to social networks, our Google Business Profile and the newsletter, based on the article language: Croatian articles go to Croatian channels, English ones to international channels. For Instagram Stories the system builds a separate vertical image, because the standard image would be cropped.
Maintenance billing
Once a week the system checks which maintenance invoices are due and prepares the message with the invoice, and it only sends once we confirm. When the client pays, the next billing period starts on its own, and late payments get a schedule of reminders.
