Classic automation runs rules: “new form submission, create a deal”. It is fast, cheap and predictable, but it cannot read.
AI automation adds a step where a language model reads an email, enquiry or document and turns it into structured data: name, product, amount, urgency. Then rules take over again.
The difference matters for reliability. An AI step can get it wrong, so we check its output: if fields are missing or look odd, the record goes to a person instead of moving on.
An example (an illustration, not a case study) — orders that arrive by email:
| Step | Before | After |
|---|---|---|
| Order email arrives | someone reads it and hunts for the details | the model extracts customer, items, quantities and address |
| CRM record | copied by hand | the deal is created automatically |
| Unusual email | lost in the inbox | lands in a review queue for a person |
| Warehouse task and customer confirmation | separate manual messages | both go out on their own |
| Weekly report | assembled from spreadsheets on Friday | builds itself |
A process that passes all six is a candidate for your first automation. If you are not sure where to start, the strategy sprint (from €500) gives you an opportunity map scored by impact and effort, and a 3–6 month roadmap.
We pick the tool for your volume, data and team, not the other way round. In short:
| Platform | When we choose it | Price from |
|---|---|---|
| n8n | high volume, complex logic, data must stay on your own server | free self-hosted (server ≈$6–15/month) or €20/month in the cloud |
| Make | quick start, simple to mid-size flows, a visual editor your team can read | $9/month (10,000 credits) |
| Zapier | a few simple flows, minimal setup | $19.99/month (750 tasks, billed yearly) |
| Custom integration | an internal service with no ready connector | Business engagement, from €3,000 |
At volume the price gap matters. For example, 10,000 tasks a month on Zapier Professional cost $129 a month billed yearly, while self-hosted n8n costs whatever the server does.
Self-hosting n8n also lets you choose where the data sits, for example on a server in the EU.
From kick-off to launch of two or three processes takes roughly 3–6 weeks. System access is the main variable.
At handover you get documentation: what each flow does, where it reads and writes data, and what to do when it fails. The process should stay manageable without us.
The flows run in your own n8n, Make or Zapier accounts and can be exported.
| Agency | Freelancer | In-house | |
|---|---|---|---|
| Fits when | several processes and systems; you need an audit, documentation and support | one clearly defined flow | automation is ongoing work, not a project |
| Strength | process from audit to handover, accountability for the result | price, quick start on small tasks | knows the business from inside, always available |
| Weakness | costs more than a one-off freelance job | depends on one person; documentation is often skipped | hiring and keeping a specialist costs more than several projects |
For reference, 129 EU agencies that publish rates charge €20–260 an hour, median ≈€65 (EU agency directory, September 2026). Whoever builds your flows, insist on documentation and accounts in your company’s name.
Automating two or three key processes end to end is our Pro engagement, from €1,250, with training, documentation and one month of support included. Systems for several teams and custom integrations are Business, from €3,000. Support is optional, from €170 a month.
On top, monthly: a platform subscription (from $9 to €50 a month for typical volumes, or a server for n8n) and model usage if the flow has an AI step. The full breakdown is in our cost guide.
That is why we start by describing the process, not by choosing a tool.
The ones that run often, take noticeable time, follow stable rules and live in systems with an API. If several qualify, we start where a manual mistake costs the most.
Make starts faster and suits simple to mid-size flows. n8n can be self-hosted, including in the EU, and is cheaper at volume. We choose by your volume, data and team.
A no-code integration moves structured data by rules. AI automation adds a step that reads unstructured text, such as emails or documents, and checks the output before it moves on. Where rules are enough, we use rules.
An alert fires and the owner knows the same day. Fixes are included for the first month after launch; after that they are covered by a support plan from €170 a month.
You do. You get documentation, and the flows run in your accounts. The brief and documentation can be handed to any other contractor.
No. You get documentation and training. For changes and monitoring, support starts at €170 a month.
Start with a short brief — we reply with an estimate.