Service
Workflow automation that ends double entry.
Workflow automation connects the software your business already uses so information moves between them on its own: web forms into your CRM, jobs into invoices, reminders out on time, and reports built automatically. Kaffee Werks designs and builds these workflows, often with n8n, and documents them so you're never locked in.
If a person copies it, a workflow can move it.
Most small businesses run on a handful of tools that don't talk to each other. Someone on your team is the glue, re-typing the same customer details into three systems and chasing reminders by hand.
We find those hand-offs and automate them. The work gets done the same way every time, it's faster, and your team gets hours back each week for work that actually needs a person.
What's included
The hand-offs we automate most.
Lead and form intake
Website forms, emails and calls turned into CRM records and assigned to the right person.
Quotes and invoicing
Jobs flow into quotes and invoices, with payment reminders that go out on schedule.
Reminders and follow-ups
Appointment reminders, review requests and check-ins sent automatically, and stopped when a customer replies.
Documents and data
Details pulled out of emails, PDFs and forms and filed where they belong, with a person reviewing anything unclear.
Reports and alerts
Daily and weekly numbers assembled automatically, plus alerts when something needs attention.
Approvals
Requests routed to the right person with one-tap approve or decline.
How it works
Small, working pieces, delivered fast.
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01
Map the hand-offs
We walk through how work moves through your business and where time is lost.
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02
Start with the biggest win
We build the automation that saves the most time first, so it pays for itself early.
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03
Build and document
Each workflow is built, tested with real data, and documented in plain English.
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04
Monitor and extend
Failures alert us before they become problems, and new workflows build on the same foundation.
Works with n8n, Google Workspace, Microsoft 365, QuickBooks, popular CRMs, Slack, SMS, webhooks and most tools with an API.
FAQ
Common questions.
What is n8n and why do you use it?
n8n is a workflow automation platform, similar to Zapier or Make, that can be self-hosted. That means no per-task fees, and your data can stay on hardware you control. We also build on other tools when they're a better fit.
Do I have to switch software?
Almost never. The point is to connect what you already use. We'll only suggest a change when it clearly saves money or time.
What happens when a workflow breaks?
Workflows are built to alert someone when they fail instead of failing silently, and every run is logged so problems can be traced and fixed quickly.
Can you fix automations someone else built?
Yes. We can audit existing Zapier, Make or n8n setups, fix what's broken and document how everything works.
Related
Often paired with
Lead capture & dispatch
Every call, text and web form becomes a tracked lead, and the right tech hears about it right away.
Learn morePrivate AI assistants
Assistants that know your documents and procedures, with guardrails and human review.
Learn moreSelf-hosted infrastructure
Phone systems, automation servers and business apps on hardware you own, with backups and monitoring.
Learn moreFind out what you could automate.
A free 30-minute consult. We'll look at where your hours go and tell you honestly what's worth automating.