n8nfrom $2,200
Document intake and data extraction
PDFs, scans, and photographed paperwork arrive by email and come out the other side as validated structured records in your system.
AirtableClient delivery
Project operations hub
One base runs projects, capacity, and client visibility, with interfaces so nobody has to understand the underlying tables.
Starting price$1,450fixed against a written scope
Build window5 to 8 daysfrom access and answers
Hours returned19 a monthconservative end of the range
Payback2 monthsat $38 an hour loaded
The problem
Why this exists
Projects live across a spreadsheet, a chat thread, and somebody's memory. Status questions cost an hour a day in interruptions.
Trigger
Project created from a won deal, plus continuous updates from delivery.
The build
What it does, in order
- 01
Model the work properly
Projects, phases, tasks, people, and time as related tables rather than one wide sheet that nobody trusts.
- 02
Interface per role
Delivery leads, team members, and clients each get a purpose built interface exposing only what they need to see and edit.
- 03
Automate the status roll-up
Phase and project status computed from task state, so status is never a stale manual field.
- 04
Capacity view
Allocated hours against available hours per person per week, which is the view that prevents overcommitment.
- 05
Client portal
A read only shared view showing milestones and blockers, which removes most status emails.
- 06
Alert on slip
Any task past due or any phase trending late raises a flag before the client notices.
The guard rails
What stops it doing damage
This is the part that separates an automation that runs for years from one that quietly corrupts your data for a month.
- Field level permissions, so a client view cannot expose internal margin or notes
- Automations run on record change rather than on schedule where possible, to stay inside plan limits
- Scheduled export to cold storage, because a shared base is one bad click from a bad day
Honest limits
When this is the wrong automation
You need real relational integrity, row level security, or more than about fifty thousand records per table. That is a database, and we will build you one.
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Want this one built?
Send the form and we come back within 24 hours with a fixed price, a scope, and a date.