AI automation
Let a workflow do the repetitive work, not your team
We connect the apps you already use — WhatsApp, Gmail, Google Reviews, your CRM, your invoicing — and put AI where there is genuinely something to decide. Built in n8n or Zapier, running within weeks.
What we automate most often
We do not start from a list of apps. We start from the work somebody is doing by hand every day. These are the workflows companies ask for most.
WhatsApp Business
Order confirmations, appointment reminders, answers to the questions that keep coming back. An AI agent handles the conversation and hands it to a person the moment it becomes a real one.
Google Reviews
The review request goes out on its own, a few days after delivery. When a new one lands the team sees it straight away, and anything under three stars raises an alert immediately, with a draft reply already written.
Gmail and Outlook
An agent reads the inbox, separates the enquiries from everything else, labels them, pulls out what matters and drafts the reply. You press send.
CRM and invoicing
A lead lands in the CRM with its source attached. A paid order becomes an invoice in SmartBill or FGO and a waybill with the courier, without anyone retyping a line.
Leads from ads and forms
From Google Ads, Meta or the form on your site, into the CRM and onto the salesperson’s WhatsApp within seconds. A lead left an hour without an answer is a lead that rang somebody else.
Reports and alerts
On Monday morning you get an AI-written summary drawn from Analytics, Ads and the CRM, instead of three tabs and an export.
What a workflow actually looks like
Every automation has a trigger and whatever follows it. These are real examples, not hypotheticals — each one takes a few days to build.
- Someone fills in the contact form
- into the CRM with its source, a confirmation email out, a WhatsApp to the salesperson
- A Google review under 3 stars appears
- an immediate WhatsApp alert, with a draft reply ready
- A customer pays for an order
- invoice issued, waybill generated, confirmation message sent
- An invoice arrives by email
- AI pulls out the supplier, the amount and the due date and files them
- 7 days pass since delivery
- the review request goes out automatically, once
- A workflow breaks
- we both get an alert, saying exactly what failed
n8n or Zapier?
Both do the same basic job. The difference is who holds the data and how you pay for it. We have no favourite — the recommendation comes once we have seen the volume and which apps need connecting.
Zapier, if you want to start tomorrow
It needs no server of your own and has the largest catalogue of apps already connected. It is priced per operation, so the cost climbs with the volume, and the data passes through their infrastructure. The right call when you want a result quickly and the volumes are small or middling.
n8n, if the volume grows or the data is sensitive
It can run on your own server, so nothing leaves the building, and the cost is fixed however many operations run. It carries logic as complicated as it needs to be, with code where that is what it takes. In exchange it needs hosting and somebody to look after it — usually us.
How we work
Four stages, each with something delivered at the end of it. We do not build in silence for two months: the first workflow goes live in the first month.
- 01
The audit
We sit with the team and note what repeats: who does it, how many times a day, in which apps. We come out with a list of workflows, ordered by how much each one hurts.
- 02
The first workflow
We pick the one with the most visible effect and put it into production. You see what working with us is like before committing to the rest.
- 03
The rest, one at a time
We build, test on real data and hand over with documentation. Each workflow goes live on its own, so nothing sits waiting behind something else.
- 04
Monitoring
Workflows break when an app changes its interface. We watch them, get the alert, and fix it before you notice.
What stays yours
An automation that ties you to whoever built it is not an automation, it is a dependency.
- The workflows live in your account and can be exported at any time
- Documentation for every workflow, in your language
- Training for your team, so you can change them yourselves
- The accounts and the access keys stay in your name
AI automation for companies that have run out of hours, not ideas
In a small or mid-sized company the expensive thing is not the software. It is the time somebody spends moving information from one app into another. A lead copied from a form into the CRM. An invoice read again and filed. A review noticed two weeks after it appeared. Each takes a few minutes and none of them produces anything.
Automating a process means putting a workflow between the apps you already have, so the information moves on its own. And where moving it takes a decision — what kind of email is this, what is the amount on this invoice, what tone does this review have — you put a model that decides, rather than a person who checks.
At Web Digital we build automations in n8n and Zapier, with AI agents where there is genuinely something for them to do. We do not sell licences and we do not push a platform: the recommendation comes after we have seen the volume, the apps, and who will be looking after them.
What can be automated in a real business
The apps companies actually run connect well, and whatever is missing is solved through an API. In practice, what we build most often is:
- leads from Google Ads, Meta and the forms on your site, straight into the CRM
- confirmations and reminders on WhatsApp Business
- automatic Google review requests, a few days after delivery
- alerts on negative reviews, with an AI-written draft reply
- inbox classification and extraction of the details out of enquiries
- an invoice issued and a waybill generated when an order is paid
- incoming invoices read and filed into the accounts
- weekly reports assembled from several sources
- stock kept in sync between the shop and the back office
That list is not a menu. Every company loses its time at a different point, and the audit is there precisely to find yours.
Where AI belongs, and where it does not
A classic workflow moves data by fixed rules: if X happens, do Y. That works perfectly for as long as the data arrives in a predictable shape.
AI belongs exactly where the fixed rules stop: an email written by a person, an invoice in a different format from yesterday’s, a review that might be sarcastic. There, a model reads it, understands it, and pulls out what is needed — the category, the amount, the tone, the reply.
We do not put AI where it is not needed. An amount copied out of a form field does not need a model to read it; it needs a line of code. A workflow stuffed with AI is more expensive and more fragile than one that uses AI only where nothing else will do.
Why Web Digital
We have been building websites and online shops for over ten years, which means we have seen the inside of the systems we are connecting: commerce platforms, CRMs, payment processors, couriers, invoicing software. An automation usually breaks at the end nobody looked at, and we look at both.
We work from Bucharest and Brussels, with clients across Romania and the European Union. The workflows stay in your accounts, documented, with your team trained to change them.
Tell us what keeps repeating
Write and tell us what your team does by hand every day, and which apps you use. You get back a list of workflows ordered by impact, with an effort estimate for each — within two working days.
Frequently asked questions
How long before the first automation is running?
The audit takes a few days, and the first workflow goes into production within the first month. We pick the one with the most visible effect, so you see the result before committing to the rest.
n8n or Zapier — which will you pick for me?
It depends on the volume and on who holds the data. Zapier starts faster and needs no server, but is priced per operation, so the cost climbs with the volume. n8n can run on your own server, costs a fixed amount and carries more complicated logic, but needs hosting and upkeep. The recommendation comes after the audit.
Does my company data go to an AI model?
Only what the workflow needs, and only if you choose it. On a self-hosted n8n, nothing leaves your server except towards the services you have approved. We settle exactly what goes out and what does not at the audit.
What happens if a workflow breaks?
Workflows most often break when an app changes its interface. Every one is monitored: we both get an alert saying what failed. The response time is written into the contract.
Do you need my passwords?
No. The connections use dedicated access credentials, which you can revoke at any time from one place. The accounts and the keys stay in your name.
Can it integrate with my invoicing software or my CRM?
Usually, yes. If it has an API, it connects. Tell us what you use and we will check before quoting — we do not promise an integration we have not confirmed.
What happened to email marketing?
It is still here, as part of a workflow rather than a service of its own: welcome sequences, abandoned baskets and post-purchase messages are automations like any other, and get built the same way.
Our other services
- 01Website designA brochure site, an online shop or a bespoke platform. We start from what your business needs, propose the structure, and deliver a site that is fast, easy to run yourself, and ready to be found.
- 02E-commerce developmentA catalogue that is easy to move through, a short checkout, and integrations with payments, couriers and invoicing. We build shops you can run yourself.
- 03SEO optimisationTechnical optimisation, content built on search intent, and a presence in AI-generated answers. We work with what you already have, not from a blank page.
- 05Digital marketingGoogle Ads, social, content and email, run from one plan. We start from what a customer costs to acquire and work on that number.
- 06Website maintenanceUpdates, backups, monitoring and content changes. We take the technical side so you can get on with the business.