What automation looks like

Most agencies sell automation as a vague benefit. We sell it as a specific outcome. Below are six real examples of the kind of work we build — each one a workflow that took a real client real time, automated to run by itself.

How we choose the right tool

We don't have a tool we're trying to sell you. We pick the one that fits your situation.

For complex multi-step workflows with branching logic, we usually use n8n — self-hosted, owned by you, dramatically cheaper than Zapier or Make at scale, and far more flexible. For workflows that live mostly inside your WordPress site, we usually build a custom plugin — faster to run, no third-party dependency, full control. For AI-driven workflows that need natural language understanding, we wire in OpenAI or Anthropic APIs directly. For simple form-to-email-to-CRM flows on existing infrastructure, sometimes a small Zapier or Make account is the right answer.

We tell you which tool we'd pick and why, before we quote. Most agencies push you toward their preferred tool regardless of fit. We do the opposite.

Compatible with your existing systems

Almost certainly yes — your existing systems will integrate.

Email: Gmail, Outlook, IMAP, any SMTP. CRM: HubSpot, Pipedrive, Salesforce, Zoho, Capsule, Insightly, Active Campaign. Accounts: Xero, QuickBooks, FreeAgent, Sage. Calendar: Google Calendar, Outlook, Calendly, Microsoft Bookings. Shop: WooCommerce, Shopify, EDD. Communications: Slack, Microsoft Teams, WhatsApp Business, SMS via Twilio. Documents: Google Drive, Dropbox, OneDrive, SharePoint. Forms: Gravity Forms, Forminator, WPForms, Typeform, Google Forms.

If a system has an API or a webhook, we can wire to it. If a system genuinely has no integration option, we will tell you that upfront — and recommend an alternative that does.

How long it takes

A simple single-flow automation — say, a form-to-CRM connector — is typically 1 week. A medium automation with branching logic, retries and error handling — 2 weeks. A complex multi-system flow involving 4-6 integrations and dependent steps — 3 weeks.

Every project starts with a 30-60 minute discovery call where we map your existing workflow on paper. We identify where the manual steps are, what triggers each one, what would break if it failed, and what success looks like. We come back with a written scope and a fixed price.

From there: we build on a staging or test environment first, never on your live systems. We deliver a Loom walkthrough showing it working end-to-end. We monitor for 30 days post-launch with bug fixes included. After that, optional ongoing monitoring at £50-150 a month depending on workflow complexity.

GDPR and security

Every automation we build is designed with GDPR in mind from the start.

Least-privilege access: each integration uses scoped API keys that only allow the specific operations needed, not full account access. UK data routing wherever the third-party tool supports it. Activity logs on every automation run, so you can see exactly what happened to what data, when, and why. A switch-off mechanism in one click if anything ever needs investigating — automations stop, nothing is lost, you investigate, you switch back on.

We can write a Data Processing Agreement covering the deployment if your industry requires one. We are ISO 9001, 27001 and 42001 certified plus Cyber Essentials — every automation we build is engineered to that standard.

Pricing

Automation work is priced per workflow, fixed-price, after we understand the scope.

Most single workflows fall between £750 and £2,500 depending on complexity. A simple form-to-email automation might be £750. A multi-step workflow with CRM updates, conditional logic and error handling could be £2,000-£2,500. Bundles of related workflows are usually quoted at a discount versus individual ones.

The fixed price includes the discovery call, the build, full testing, a Loom walkthrough on handover, and 30 days of bug-fix support. After that, optional monthly monitoring is available — typically £50-150 a month depending on how critical the workflow is and how many systems it touches.

You only pay when the workflow is delivered and working. We invoice 50% on agreed scope, 50% on delivery.

What to bring to the discovery call

Most discovery calls go well when you've thought about three things beforehand.

The work you're doing twice. What gets entered into one system and then re-entered into another? That's a copy-paste workflow waiting to be automated. Make a quick list before the call.

The work that gets forgotten. The follow-up emails that should go out but don't. The renewal reminders. The compliance checks. The status updates. These are the workflows that don't directly cost you money when they fail — but cost you in trust, in repeat business, in compliance risk.

The work you're hiring for. If you're considering a new admin or junior role mainly to handle repetitive process — bookings, invoicing, follow-ups — that role is often better automated than filled.

Bring those three lists and we'll have a real conversation about which is worth automating first.

Technophobia

n8n automation for small teams. UK-based. Fast turnarounds. Clear handovers.

Address
South Cumbria Skills Exchange
Millom
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United Kingdom

Phone +44 01229 774591
Email hello@technophobia.uk

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