Sales · workflow

Marketing agency lead ops — 20+ hours/week admin saved · Anonymous

6-person marketing agency spending 10-12h/week copying Calendly bookings into CRM, creating Trello cards, sending Slack pings. Another 6-8h on manual follow-up emails.

How it works

Common implementation structure

How this type of workflow is generally built, generalized across documented cases — not tied to any one vendor's stack. Click any stage to read what happens there. Specific products that implement these stages appear in “Tools commonly seen” below.

Stage 1 · Calendly booking

New booking webhook fires instantly. Lead details passed to n8n.

Tools used

n8n · partnerCalendlyCRMTrelloSlack

Outcome

20+ hours admin saved every week. Missed follow-ups: near zero. Real-time lead visibility for whole team. Total setup cost: effectively €0 beyond VPS hosting.

What failed first

Tested Zapier and Make first — per-task pricing scaled costs too high at this volume. n8n self-hosted eliminated per-task cost entirely. Also tried automating too many workflows at once — started with 2 to prove value first.

Results

Time saved20+ hrs/week

VolumeAll leads captured, zero missed

Cost replacedManual admin time

Running since2024

Source

Case study: n8n automation saved a small business 20+ hours/week (techbuddies.io)Published by a freelance n8n consultant. Company anonymised by original author. Outcome figures from the published case study.

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