Agency Workflow Automation System
End-to-end n8n automation for a digital agency, connecting lead capture, operational workflows, client communication, and project delivery.
The problem
A digital agency was absorbing heavy manual coordination work: chasing leads, creating project folders, sending status updates, and compiling reports. This was slowing delivery and burning team bandwidth.
The system
Deployed a multi-stage n8n automation that triggers on new leads (from form/email), creates CRM records in Supabase, spins up project folders, sends branded onboarding sequences via WhatsApp, and compiles weekly status reports automatically.
Architecture
- Lead SourcesWeb forms and inbound email
- Workflow Orchestrationn8n
- CRM & Operational DataSupabase
- Project OperationsProject setup and workflow actions
- Client CommunicationWhatsApp Cloud API
- Reporting & Follow-upAutomated status reporting
Human oversight stays possible at every stage — the orchestration layer is designed to be inspected and interrupted rather than run blind.
Key technical decisions
Mapped the manual touchpoints across the lead-to-delivery pipeline and built in phases, starting with the processes that cost the team the most time. Used n8n as the orchestration layer so each workflow can be inspected and interrupted by a person rather than run blind.
What this demonstrates
Turning a multi-step business process into orchestrated automation across forms, email, a database and WhatsApp, with human oversight kept in the loop.
Technology
Other client work.
A similar problem — or a clear requirement?
Facing a similar business problem? Start with Diagnose — technology isn't presumed. Already know what you need? Email the requirement and discuss scope.