Retyping invoices, chasing confirmations, answering the same five questions, copying leads into the CRM. We build automations that do those jobs the same way every time, and tell a person when something doesn’t add up.
An invoice arrives as a PDF and someone retypes it into a spreadsheet, line by line.
Questions with the same answer
Opening hours, prices, what to bring. Someone answers them by hand every day.
Leads that wait
A form comes in at 7 PM and nobody sees it until morning, by which time they called someone else.
Filing by hand
Signed forms and reports get collected, renamed and filed in folders when someone has a spare hour.
What we build
Documents into a spreadsheet
Invoices and reports read from email, checked, and written as rows. Figures that don’t add up go to a person, not into your books.
Replies from answers you approved
Common questions answered with your own wording. Anything unusual stays in the inbox.
Leads straight into the CRM
Form leads are created or updated in your CRM and someone is alerted within seconds.
Inbox triage with a human gate
Support emails sorted and drafted into tickets, with a person approving each one.
Where this is already working
In-house work at the concrete floor coating company where Max runs operations, and working example builds. The examples are demos built to show a pattern, not client results.
Supplier invoices, read and checked into a sheet
Supplier invoices arrive by email as PDFs. Each one is read, and every line item, plus shipping and tax, becomes a row in the invoice sheet.
Nothing is written unless the rows add up to the invoice total. If they don’t, or the PDF can’t be read, a review email goes to the office instead.
Runs on: Gmail, Claude, Google Sheets
New Invoice Email
Split PDF Attachments
Read PDF Text
Extract Invoice Fields
Totals Reconcile?
Alert: Parsing Failed
Build Sheet Rows
Alert: Totals Mismatch
Append to Invoice Sheet
Documents read into a table, with the figures checked
Invoices and documents arriving as PDFs or pasted text are read into one operations table.
Subtotal plus tax must equal the total, and scanned PDFs with no text are stopped before AI can guess at them. Anything that fails is held, not written.
Runs on: Gmail, Claude Sonnet, n8n Data Table, Slack
New document email (Gmail)
Run the sample documents manually
Is there a PDF attached?
Read the text out of the PDF
Use the email body as the document
3 sample documents (test set)
Put every document into one shape
Is there enough text to read?
Drop repeats inside this batch
Already imported in an earlier run?
New document, not imported before
Read the fields off the document (AI)
Hold: nothing readable in this document
Skip: already in the table
Do the figures add up?
Build the row
Hold: the figures do not reconcile
Hold: the reader was unavailable
Flag it in Slack for a human
Write it to the operations table
Also write it to your Excel / Google Sheet (switched off)
Also write it to your database (switched off)
Everyday questions answered from approved replies
Emails asking the usual questions get the answer the business already wrote. Anything else stays in the inbox for the team.
The AI only picks which approved question an email matches. The reply is sent word for word from a table, so it can never invent an answer.
Runs on: Gmail, n8n Data Table, AI label only
Run the demo
Sample email from a prospect
Match it to one approved question
Is it a confident match?
Fetch the studio's approved answer
Leave it in the inbox for the team
Send the approved answer, word for word
New leads into the CRM in seconds, with an alert
Form leads are checked, matched or created in HubSpot, and the owner hears about them by Slack and email straight away.
If the CRM is down, the form gets a clear error back instead of the lead quietly disappearing.
Runs on: Web form, HubSpot, Slack, Gmail
Lead Form Submission
Run Demo Lead
Sample Lead (Demo)
Normalize Lead
Lead Is Valid?
Find Existing Contact
Respond: Invalid Lead
Contact Exists?
Update Existing Contact
Create New Contact
Merge CRM Result
Respond: CRM Unavailable
Build Lead Summary
Notify Slack
Email Owner
Text Owner (switched off)
Merge Notifications
Respond: Success
Questions about this
Will the AI make things up?
Not where it matters. Our builds give AI narrow jobs, like reading a field or picking a label, and check the result with plain rules. When a check fails, a person sees it.
Which tasks are worth automating first?
The ones that happen every day, follow the same steps, and annoy people. The call is for finding those, and for spotting the ones to leave alone.
Not sure what to automate first?
That's exactly what the call is for. Thirty minutes, free, no pitch.
