AI & Automation
IntelliFlow
AI-Powered Business Workflow Automation Suite
31 hours/week reclaimed · 94% lead response rate · ROI positive in week 6
- n8n
- OpenAI API
- Node.js
- HubSpot
- PostgreSQL
- TypeScript
The Project
Overview
A B2B professional services firm with a 12-person team was spending over 30 hours every week on tasks a well-configured system could handle automatically: routing leads, sending follow-up emails, updating CRM records, generating weekly reports, and chasing overdue invoices. IntelliFlow is the automation infrastructure we built to eliminate that waste — an interconnected system of n8n workflows, OpenAI-powered classification, and HubSpot CRM automation that runs unmanned, 24 hours a day.
The Challenge
The Problem: Talented People Doing Robots' Work
The client's team was highly skilled — but they were spending nearly a full working day every week on administrative tasks that added no strategic value. Lead follow-up happened inconsistently. CRM data was stale because nobody had time to update it. Weekly performance reports took three hours to compile manually. The bottleneck wasn't capability — it was process.
Pain Points Before Engagement
- Inbound leads sat uncontacted for an average of 6.2 hours
- CRM records updated manually — 40% had stale or missing data
- Weekly performance report took 3 hours to compile from 4 different sources
- Invoice reminders sent manually — 22% of invoices paid late
- No lead scoring — every enquiry treated identically regardless of fit
The Solution
Automation Architecture Across the Full Business Stack
We designed and deployed an automation system with n8n as the orchestration layer, OpenAI API for AI classification and content generation, and HubSpot as the CRM of record. Every workflow was mapped from the client's actual process, not a generic template, and tested against 3 months of historical data before going live.
AI Lead Scoring & Routing
Every inbound lead is scored against the ideal customer profile using an OpenAI prompt trained on the client's best historical deals. Leads above threshold route to a senior rep within 4 minutes. Below threshold — a nurture sequence. Zero manual triage.
Automated Follow-Up Sequences
Personalised outreach emails generated by OpenAI using the lead's company, industry, and enquiry context. First email sends within 4 minutes of submission. Follow-ups at day 2, day 5, and day 10. 94% contact rate achieved.
CRM Auto-Enrichment
New contacts are enriched automatically with company size, industry, and LinkedIn data. Deal stages update based on email activity and form completions. CRM data is never stale because humans never have to update it.
Weekly Performance Digest
Every Monday at 8am, an automated report pulls data from GA4, HubSpot, and the client's billing system, synthesises it with GPT-4, and delivers a plain-English performance summary to the leadership team. Three hours of work → zero.
Invoice Chase Automation
Overdue invoices trigger a polite, personalised chasing sequence at day 3, day 7, and day 14. Late payments dropped 67% in the first billing cycle after deployment.
Under the Hood
System Design
Technology Stack
- Orchestrationn8n (self-hosted on client's VPS)
- AI LayerOpenAI GPT-4o API — classification, email generation, report synthesis
- CRMHubSpot CRM API — contacts, deals, activities, lifecycle stages
- DatabasePostgreSQL — workflow logs, lead history, audit trail
- CommunicationSlack webhooks (internal alerts), SMTP (client emails)
- AnalyticsGA4 Reporting API — weekly digest data source
Engineering Highlights
- Average lead response time: 6.2 hours → 4 minutes
- All workflows include error logging — failures alert to Slack in real time
- OpenAI API calls cached where appropriate to manage cost
- Full audit trail in PostgreSQL — every automated action is logged and reviewable
Measurable Outcomes
The Results
Hours Saved/Week
31
reclaimed from manual administrative tasks
Lead Response Time
4 min
down from 6.2-hour average
Lead Contact Rate
94%
vs. 61% pre-automation
Late Payments
−67%
first billing cycle after invoice automation
ROI Positive
Week 6
time savings covered the full project cost
"Our team stopped spending Tuesday mornings building reports. IntelliFlow just sends it to us. That alone was worth the investment."
Managing Director
B2B Professional Services Client
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