Process automation with AI and n8n.
Process automation frees your team from copying data, sending email or PDF requests, and building weekly reports. We set up these workflows in n8n or with code, using AI to read documents or make decisions where interpretation is needed.
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Chat on WhatsApp nowWhere to apply process automation
Tasks that follow rules and repeat. Automation handles the flow, and AI steps in where reading, classifying, or summarizing is required.
Documents
Reading emails, PDFs, and invoices with data extraction.
Systems
Registering, updating, and syncing orders, inventory, and customers between ERP, CRM, and spreadsheets.
Communication
Ticket triage, notifications, and approvals via WhatsApp, email, or Slack.
Reports
Generating reports and summaries from system data.
Examples of process automation.
The process no longer depends on the team and runs on its own, with no rework or waiting. The team focuses on what really needs attention.
Order entry
Reads orders received by email or PDF, checks customer and items, and enters them into the ERP with no manual typing.
Invoices and payment slips
Extracts data from received invoices, checks against purchase orders, and posts to finance.
Financial reconciliation
Matches bank statements with accounts receivable and payable, and flags discrepancies.
Inventory synchronization
Keeps inventory, prices, and products in sync across ERP, online store, and marketplaces.
Lead registration
Sends leads from forms and ads to the CRM without duplicates, and notifies sales.
Proposals and contracts
Generates proposals and contracts from the CRM, using the company template, and sends for signature.
Approvals
Sends purchase, discount, and reimbursement requests for approval via WhatsApp, email, or Slack and records the response.
Ticket triage
Sorts tickets by topic and urgency, replies to simple ones, and routes the rest to the right queue.
Recurring reports
Builds weekly or monthly reports from systems and sends summaries by email or WhatsApp.
Onboarding
Creates access and registrations, sends documents and welcome messages from a single trigger, for clients or team members.
Monitoring and alerts
Tracks deadlines, SLAs, stockouts, and integration failures, and notifies the right person.
Any routine between systems
If someone copies data from an email, spreadsheet, or system to another always following the same rules, that routine can become a flow in n8n, with AI for the steps that require reading and interpretation.
Tell us about yours
When to use n8n for process automation?
n8n is the choice when the flow needs to be visible and easy to adjust. Code is used when performance, complex rules, or scale are required. n8n runs on the client’s infrastructure or on Quatro Ventos, with access control and logs.
From manual process to live workflow.
Automation only replaces the current process after running in parallel and delivering solid results.
- 01
Mapping
We map the process as it happens today, step by step, to identify repetitive tasks and decision points.
- 02
Design
We design the automated flow, defining where AI will read documents or make decisions. The goal is to clarify what follows fixed rules and what requires interpretation.
- 03
Build
We build the workflows in n8n or code, connecting systems, spreadsheets, and emails. Integrations are adjusted so each step works without manual intervention.
- 04
Validation
The automated flow runs alongside the manual process. This allows results to be compared and any differences corrected before switching over.
- 05
Operation
We monitor the flow in production, fix issues, and adjust when systems or rules change.
What the project delivers.
- Mapping of the current process and automated flow
- Workflows in n8n, code, or both
- Integration with ERP, CRM, spreadsheets, email, and WhatsApp
- AI steps for reading documents, classifying, and summarizing
- Execution logs and failure alerts
- Workflow documentation for the team
- Monitoring and adjustments after go-live
Frequently asked questions
What’s the difference between automation and an AI agent?
Automation follows a defined flow: when something happens, it executes the steps in the designed order. AI is used in steps that require interpreting text, documents, or decisions. An agent interacts and chooses what to do with each message. Many projects combine both approaches.
What is n8n?
n8n is an open source automation platform for creating flows between systems like ERP, spreadsheets, email, and WhatsApp. The company can host n8n on its own server or use Quatro Ventos infrastructure.
Where does the automation run?
n8n runs on the client’s infrastructure or on Quatro Ventos, with access control and logs. Code-based flows follow the same logic.
How to automate processes in systems without an API?
Even without an API, it’s possible to automate by accessing the database, exchanging files, reading emails, or building custom integrations. Each case is analyzed to find the best approach.
What happens if automation fails?
Each execution is logged, and failures trigger alerts for those monitoring the flow. Before replacing the current process, automation runs in parallel to validate the results.
n8n, Zapier or Make: which to choose?
Zapier and Make are ready-made services, billed by execution volume, and work well for simple flows. n8n can run on your own server, keeping data under control and costs stable as volume grows; that’s why it’s our standard choice, hosted on managed VPS.
How much does it cost to automate a process?
The cost depends on the number of steps, connected systems, and use of AI. Add the server cost and monthly maintenance for the flows. Before sending a proposal, we assess the process to detail the budget.
How long does it take?
Integrations with n8n are usually ready in just a few days. The automated workflow runs alongside the manual process until it delivers the same results. Only then does the automation go live.
Which process takes the most time from your team?
Talk to us. We will help you decide where to start automating.