WorkStream
A consulting firm was spending 12+ hours a week on admin: copying form data into spreadsheets, assigning tasks over Slack, generating reports manually. We automated the entire pipeline. Now a client request goes from submission to invoice without anyone touching a spreadsheet.
The Problem
A professional services firm processed 50+ client requests per week through a manual pipeline: intake forms via email, copy to spreadsheet, assign via Slack, track in another spreadsheet, generate reports in Google Docs, send invoices manually, update CRM. 23 manual steps, 12+ hours weekly, and an 8% error rate.
What We Built
WorkStream is a fully automated operations engine built on n8n that handles the entire request lifecycle end-to-end.
How It Works
- Smart Intake: submissions from web forms, email, or WhatsApp are automatically parsed, categorized by type and urgency, and entered into the system.
- Auto-Assignment: requests route to the right team member based on expertise, current workload, and availability. Slack notification with full context.
- Progress Tracking: automated status updates at each stage. Clients receive notifications without anyone sending them manually.
- Document Generation: reports, proposals, and summaries auto-generated from templates using client data, formatted with company branding in Google Docs.
- Invoice Automation: on completion, invoices auto-generate with correct line items, rates, and tax calculations.
- CRM Sync: every touchpoint logged automatically. Deal stage, communications, documents, and billing all linked.
- Weekly Reporting: performance summaries, bottleneck analysis, and team metrics delivered every Monday morning.
Results
23 manual steps reduced to 1 (initial submission). 12+ hours of weekly admin eliminated. Error rate dropped from 8% to 0.5%. The firm scaled from 50 to 80 weekly requests without adding operations staff.
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