Three paths into the flow
Whether a tool fits depends on its interface. Many tools bring a ready node. Where it is missing, we call the programming interface directly. Where even that is missing, we use files, mail or calendar as a bridge. Only when no path carries the load does Robotic Process Automation step in as a fallback.
- Ready nodes: mail, calendar, CRM, cloud and chat with login through the instance
- Direct interface: REST, HTTP and webhook for reading, writing and triggering
- Bridges without an interface: file, folder, inbox and calendar as the entry
- RPA as a fallback: operates the interface when no other path exists, with clear maintenance limits
What we have connected so far
State from live operations, without client names. Every tool follows the same rules: credentials in the instance, access per person, approval before send or booking.
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Mail and calendar
Gmail, classic inbox via IMAP and SMTP, Google Calendar and contacts. Forms, replies and appointments run into the same case.
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CRM
Salesforce, HubSpot and Directus as a lean CRM. Leads and contacts are created once and extended afterwards.
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Accounting
Lexware and DATEV. Documents are read, checked against duplicates and prepared as drafts. Booking happens after review.
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Chat and tasks
Mattermost, Telegram, Chatwoot, Google Chat, Todoist and Google Tasks. Approvals and alerts where the team works.
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Cloud and data
Google Workspace with Drive, Docs and Sheets, kDrive as storage, Postgres as the store. Documents, sheets and figures come from the same sources.
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AI as a layer
EU systems and open-source models for drafts and classification. Binding steps stay rule-based or require approval.
CRM in detail: Salesforce and HubSpot
We have connected Salesforce. The edition decides what is possible. The Starter Suite runs auto-responses, lead assignment, Email to Case and simple sequences. It has no full Flow Builder and no full API access. From the Pro Suite upward there are limited flows plus API access for external automation with n8n. Unlimited flows, orchestration and approval processes belong to Enterprise. We check the exact number of active flows against your edition before there is an order. For tests we use the free Developer environment.
HubSpot joins the same flows: contact, company and history in one place. We use Directus as a lean alternative when no large CRM is needed: contacts, cards and files from chat and documents, matched against existing records.
- Web to Lead and Web to Case create contacts without retyping
- Email to Case turns support mail into a ticket with history
- Lead routing and auto-responses from the Starter Suite
- API and flows for n8n from the Pro Suite, unlimited in Enterprise
Accounting in detail: Lexware and DATEV
Documents arrive from inbox or chat. The flow reads amounts, dates and numbers, checks duplicates through a checksum and files the document as a draft in Lexware. DATEV follows the same pattern for handover and storage. Booking happens after human review.
- Entry from inbox or chat, every document is counted
- Duplicate check by checksum before reading
- Draft with category, tax and check notes
- Approval by a person, only then binding
Your tool is missing above: many programs can be connected
The list above is the current state, not the limit. n8n brings many ready nodes. Direct calls over HTTP, webhook and file come on top. Line-of-business software can often be connected too, usually through export, folder or inbox. As a fallback, RPA operates the interface like a person.
- Examples: Microsoft 365, Slack, Notion, Trello, Asana, Pipedrive, sevDesk. Node or direct interface depends on your edition and your rights
- Line of business connects through interface, file or mail: trades, firms, practices, retail
- RPA only as a fallback: carries simple click paths, needs care with every interface update
- Before there is an order we check the interface against real sample data and say which path carries it
Access and operations
Credentials live in the instance, not in chats. Who may access what is in the statement of work. We revoke access after the project. Operations and backups run on European infrastructure. Managed hosting means we run the server, updates and whatever keeps the process going.
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Services at a glance
n8n, Windmill, microservices as small extra programs, apps and managed hosting.
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Privacy in projects
Instance, access, AI approval and operations: what we settle in writing before building.
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n8n and hosting
Managed hosting as day-to-day, self-hosting as an option.
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FAQ
Hosting, meetings, cost, apps and data protection.
Frequently asked questions
Is our tool covered?
Probably yes. In the contact form, name the tools involved and the edition you use. We check node, interface and rights before there is an order and say honestly whether it carries. What we have connected is listed above under groups.
Which Salesforce edition does n8n need?
External automation with n8n needs API access, so Pro Suite or Enterprise. Starter covers auto-responses, routing and Email to Case, but without a full Flow Builder and without full API access. We check the exact number of active flows against your edition before there is an order.
What happens without an interface?
Then we use file, folder, inbox or calendar as a bridge. If that is not enough and the click path is stable, RPA steps in as a fallback. Production lines are excluded. The path is written down before building.
Where do our credentials live?
In the instance, separated per person and revocable after the project. Not in chats, not in mails. The contract draws that line.
Do we need new licences?
Usually not. n8n connects your tools, small gaps are closed by microservices as small extra programs or a slim app. New licences only where truly missing.
Can we change things ourselves later?
Yes. You receive the relevant workflows and a handover, including under managed hosting. Later changes by others are outside our responsibility unless maintenance is agreed.