Less manual work
Process automation with n8n
Process automation is handing repetitive manual tasks to software that carries them out by clear rules. We automate data transfer, regular reports, document preparation and notifications. We start with one clear workflow, test it and plan when a person has to take over, for example when data is missing or another system fails. We work remotely, in English or Lithuanian, with businesses in Lithuania and other EU countries.
On this page 11 sections
- 01What is worth automating?
- 02When is automation not a good fit?
- 03How does process automation differ from RPA?
- 04How we build the solution
- 05Which tool do we use to automate processes?
- 06How do you measure the benefit of automation?
- 07What does the scope depend on?
- 08How do you choose the first process to automate?
- 09How might this work in practice?
- 10What do you get after the first stage?
- 11What should you prepare for an automation assessment?
What is worth automating?
Frequent, repetitive work fits best: it is clear who starts it, which rules apply and what result is expected.
- 01
Data transfer between systems
Orders, contacts or invoices move across on their own, with no manual copying.
- 02
Regular reports
Weekly or monthly reports are compiled and sent at a set time.
- 03
Document preparation
Contracts, quotes or invoices are prepared from a template using the data you already have.
- 04
Status, task and notification handling
The person responsible gets a task or a notification when a status changes.
When is automation not a good fit?
If a process keeps changing, has no clear rules or happens rarely, it is better to simplify the workflow first. We use artificial intelligence (AI) only when we can manage the risks around accuracy, data protection and human review.
How does process automation differ from RPA?
RPA (robotic process automation) means a software robot clicks buttons on screen the way a person would. This helps when a system has no API, but it is sensitive to every change on the screen.
We connect systems through APIs with n8n first: data travels directly between applications, so the solution is easier to check and maintain. If there is no API, we look for import, export or webhook options, and we automate actions in a browser only after assessing reliability and the system's terms of use.
| Automation through APIs | RPA | |
|---|---|---|
| How it works | Systems exchange data directly | A robot repeats a person's actions on screen |
| When it fits | When the system has an API, import or webhook | When there is no other way |
| Sensitivity to changes | Works as long as the API stays the same | Can break when the screen layout changes |
| Tools | n8n and custom code | Dedicated RPA platforms |
How we build the solution
We describe the process steps and exceptions, identify the data sources, build the first useful stage, test normal situations and error scenarios, and prepare usage notes.
Process analysis
We describe the steps, data sources and exceptions.
A first stage of practical use
We build one part that saves work straight away.
Error and manual takeover scenarios
We plan what happens when data is missing or another system fails.
Handover or maintenance
We hand over the description or keep maintaining the workflow.
Which tool do we use to automate processes?
Our standard automation platform is n8n. It shows every step of a workflow as a diagram, so it is easy to check where the data comes from, what happens to it and where it goes. We save workflows as files that can be handed over, restored or moved to another server.
Every workflow gets error handling: a failed step is logged and the person responsible gets a notification. If the business already uses another automation tool and it does the job, we work with it and explain why we made that choice.
How do you measure the benefit of automation?
Before you start, write down how many times a week the work is done, how long one task takes and how many errors occur. A month after launch, compare the same figures. Include exception reviews, maintenance of the solution and tool fees in the calculation, because they reduce the net benefit.
What does the scope depend on?
The scope of an automation depends on the number of systems, their API options, data quality, the number of exceptions, security requirements and the monitoring needed. The starting price of €300 covers one process in n8n with up to two connected systems, error handling and notifications, testing with sample data and a short handover description.
How do you choose the first process to automate?
Start with work that can be described clearly and whose result is easy to check. Note who starts the process, where the data comes from, which steps repeat and where an employee has to make a decision. Also mark the most common exceptions: missing information, an incorrect record or an external system that is down.
For the assessment, it helps to know how many times a week the work is done and how long one task takes. Look beyond the theoretical time saved: exception reviews, maintenance of the solution and possible tool fees will remain. If the process is rare or changes often, the first sensible step may be to simplify it.
How might this work in practice?
An example workflow: when an enquiry arrives, its data is checked, a task is created for the person responsible, the information is passed to the agreed system and a notification is sent. If data is missing or another system does not respond, the task stops, the error is logged and the person responsible gets a notification. This is an example of a possible workflow, not the result of a completed client project.
What do you get after the first stage?
Depending on what we agree, we prepare a process diagram or an assessment of the automation options, or we build one working part of the process. We describe the systems involved, the data passed between them, the exceptions and the points where a person has to decide. We agree on how we will check the result. Once you have tested it, we can plan wider automation or more complex AI features.
What should you prepare for an automation assessment?
A short description of the workflow, the names of the systems you use and the result you want are enough. Tell us who does the task, how often it repeats, where errors occur and what should happen when they are spotted. At the first stage, do not send logins or real customer data: a description or an anonymized example is enough.
If the task involves passing data between several applications, we assess their interfaces and access options separately.
Frequently asked questions
How much does process automation cost?
Automating one process with n8n costs from €300. The price includes up to two connected systems, error handling and notifications, testing with sample data and a short handover description. Larger projects are charged at €45/hour. The client pays the n8n server or n8n Cloud fee directly to the service provider.
Do we need a new system to automate a process?
No. It is often enough to connect the systems you already use, such as an online store, accounting software and email, or to add a small intermediate service. We suggest a new system only when your current tools cannot do the job. We test one clear workflow first and only then extend the automation.
Can we start from a process described verbally?
Yes. You don't need documentation in advance. Together we will describe the workflow: who starts it, what data it uses, the most common exceptions and the situations where a person has to decide. This description becomes the basis for the automation, and you can check that it matches the real work before we start programming.
What happens when an external system returns an error?
The task stops, the error is logged and the person responsible gets a notification. Depending on how important the process is, the request can be safely retried a limited number of times, or a person takes over. We aim to keep data from being lost or duplicated, so you always know which operation failed and what to do next.
Which tool do you use to automate processes?
Our standard platform is n8n, where every step of a workflow is shown as a diagram. We save workflows as files, so they can be handed over, restored or moved to another server. If you already use another automation tool and it does the job, we work with it and explain the choice.
Describe the repetitive task you want to automate.
We reply with a proposed first stage and a clear price. You can also write to us directly:
info@techprojects.ltAssess what can be automated