The same order typed in three places
Orders, quotes and customer details arrive by email, chat and web forms, then someone copies them into the CRM, the ERP and a spreadsheet. One wrong entry and every team downstream inherits the mistake.
Workflow Automation and Systems Integration
Enter data once and let your systems handle reports and follow-ups
TriloAI's Workflow Automation and Systems Integration connects your forms, inboxes, chat channels, CRM, ERP and spreadsheets so data is entered once, reports run on schedule and new leads are assigned and followed up automatically. It fits small and mid-sized businesses with settled processes whose data is spread across several systems.
Workflow · Daily operations report
SampleSchedule
Daily 8:00 AM
Collect
3 sources
Check
48 rows
Saved 45 rows
Passed checks
3 to review
Sent to owner
StoreOrdersStatus
Store A126Saved
Store B98Saved
Store C—Review
Report readySent to manager
- Best for
- SMBs with settled processes and data spread across several systems
- Pricing
- Scoped to your needs
- Launch time
- 1–2 weeks for one workflow; 3–6 weeks across systems
- Connects to
- Email, chat, forms, CRM, ERP, spreadsheets and other connectable systems
When it fits
Sound familiar
Reports that depend on one person
Every week someone exports files from several systems, tidies them up and pastes everything into one sheet. When that person is out, the report stops.
Leads nobody follows up on
Inquiries from ads, your website and messaging apps land in different places with no clear owner or reply deadline. By the time someone remembers, the lead has gone cold.
How it works
From scattered store data to a daily report
Every day the workflow pulls orders and store reports, puts them into one format, saves the rows that pass checks, sends only the few problem rows to a person, then produces the report and notifies the team.
- 01
Scheduled run starts
Scheduler
- 02
Data normalized
Field rules
- 03
Automatic checks
Quality check
- 04
Clean rows saved
Automatic save
- 05
Problem rows to a person
Owner
- 06
Report sent
Reporting workflow
- 01
Scheduled run starts
Scheduler
- 02
Data normalized
Field rules
- 03
Automatic checks
Quality check
- 04
Clean rows saved
Automatic save
- 05
Problem rows to a person
Owner
- 06
Report sent
Reporting workflow
Interactive workflow illustrationNot real customer data
- 01Scheduled run starts
- 02Data normalized
- 03Automatic checks
- 04Clean rows saved
- 05Problem rows to a person
- 06Report sent
Scheduler
3 sourcesScheduled run starts
At 8:00 AM the workflow collects yesterday's order files and store submissions.
- Files
- Orders, returns
- Form
- Store daily close-out
DestinationOperations sheet and report (simulated)
What it does
What you get
Cross-system data sync
Data from forms, email and chat is saved to your CRM, ERP or spreadsheet in one consistent format, noting where and when it came in. We connect from the outside or through export files, and leave your ERP itself untouched.
Scheduled reports
On a set schedule, numbers are pulled from each system into a Google Sheets or Looker Studio report. Missing or mismatched rows are flagged instead of silently dropped.
Lead routing and follow-up
New leads are assigned by rules you set, and reps get a reminder when a follow-up is due. When a contact replies, automated messages stop and the owner is notified.
AI for documents and messages
OpenAI, Claude or Gemini can read emails, PDFs and chats to pull out the details you need, sort requests or draft replies. The AI only uses data you approve and a set list of tools.
Approval list
Sending email, changing orders or editing live records can be set to wait for your OK. Items the AI is unsure about, or that are missing data, wait on this list and are not saved until someone approves them.
Error alerts and reruns
Key workflows retry when something fails and alert the owner by email, Slack or chat. Failed records stay on a pending list so they can be checked, fixed and rerun.
Systems we can connect
- n8n integration tool (cloud or self-hosted)
- Gmail / Outlook
- WhatsApp Business
- SMS (Twilio)
- LINE Official Account
- Google Forms / Typeform / Tally
- Google Sheets / Looker Studio
- Notion
- Slack / Microsoft Teams
- HubSpot
- Salesforce
- Pipedrive
- Zoho CRM
- Vital CRM
- SAP Business One
- Odoo
- Digiwin ERP
- Microsoft Dynamics 365
- NetSuite
- In-house MES / WMS
- Meta Lead Ads
- Shopify / WooCommerce
- OpenAI / Claude / Gemini
- Other systems that can be connected from outside
Use cases
Situations we can show you
These are demonstrations, not client case studies.
Building materials wholesale
Reps track quotes in Excel, so the owner has to ask each person for status. Quote versions are scattered across email and chat, and nobody is sure which one is current.
Inquiries from email and chat are logged in a CRM such as Pipedrive, and quotes are generated from a fixed template with every version kept. Reps get a reminder when a quote goes unanswered past the agreed date, and managers see where every quote stands on one board.
What we track
- Stage and owner of every open quote
- Time between sending a quote and the buyer's reply
- Quotes overdue for follow-up
- Quotes created and won each week
Import trading company
When a buyer asks about a shipment, support checks ERP shipping records, carrier tracking and the CRM separately, then replies by hand. The three sources update on their own and often disagree.
ERP shipping data (for example from SAP Business One), carrier tracking and the CRM are linked, so support sees order status in one place. Buyers get an automatic notice when an order ships or is delayed, and orders where the three sources disagree are listed for your support team.
What we track
- Status of each order inquiry
- Orders where ERP and carrier status disagree
- Sent and failed notifications
- Special cases passed to support, with reasons
Course and education provider
Ad leads land in a chat inbox or a form with no routing. Advisors compete for some leads while others never get a reply and go cold.
New leads are saved to a CRM such as HubSpot or Vital CRM, routed to advisors by course and region, and followed up on a set schedule by email or chat. When a prospect replies, automation stops and the assigned advisor takes over.
What we track
- Source and owner of every lead
- Wait time before the first reply
- Leads still in automated follow-up
- Replies waiting for an advisor
Process
From first call to launch
- 01
Free 30-minute consultation
A 30-minute video call to list your most time-consuming repetitive tasks, the systems involved and the special cases that usually come up.
- 02
Scope and quote
We define where each workflow starts and ends and where data may be stored, then quote by the number of systems and workflows.
- 03
Environment setup
Workflows run on n8n (an integration tool), either its cloud service or your own server depending on your data rules, with user permissions and system passwords managed securely.
- 04
Build and test
We start with the workflow that causes the most trouble and test normal and special cases before it touches live data.
- 05
Launch and support
Launch includes 30 days of adjustments and written instructions. Optional monthly maintenance covers error monitoring, upgrades and workflow changes.
- 01
Free 30-minute consultation
A 30-minute video call to list your most time-consuming repetitive tasks, the systems involved and the special cases that usually come up.
- 02
Scope and quote
We define where each workflow starts and ends and where data may be stored, then quote by the number of systems and workflows.
- 03
Environment setup
Workflows run on n8n (an integration tool), either its cloud service or your own server depending on your data rules, with user permissions and system passwords managed securely.
- 04
Build and test
We start with the workflow that causes the most trouble and test normal and special cases before it touches live data.
- 05
Launch and support
Launch includes 30 days of adjustments and written instructions. Optional monthly maintenance covers error monitoring, upgrades and workflow changes.
Pricing
How pricing works
Quotes depend on the number of systems and workflows, how complex the rules are, expected AI usage, and how much ongoing maintenance you want, such as error monitoring, upgrades and workflow changes. Hosting depends on the server plan; AI usage and messaging fees are charged at actual usage with no markup.
Workflow Automation and Systems Integration
Scoped to your needs
Quote after a free 30-minute consultation
- Requirements interview and workflow design
- Build, connection and testing of normal and special cases
- Error alerts, retries and a pending list for failed records
- Approval steps where you want them
- 30 days of adjustments after launch
- Written instructions for your team
Comparison
Manual work vs. automation
| Item | Automated | Manual |
|---|---|---|
| Data entry | Data from forms, email and chat is entered once and saved to every system | The same record is typed into several systems, where mistakes creep in |
| Reports | Numbers are pulled and the report is built on schedule | Someone exports, tidies and pastes each week; it stops when they're out |
| Lead follow-up | Leads are assigned by your rules, with reminders when follow-up is due | Depends on each rep remembering, and busy weeks slip |
| When something goes wrong | Retries, alerts the owner and keeps failed records to rerun | May go unnoticed until a problem surfaces |
| Mismatched data | Flagged separately instead of slipping through | Mixed in with everything else and easy to miss |
| Who's handling what | Every step is logged and easy to look up | You have to ask around |
Security
How we protect your data
Least privilege
We request only the accounts, permissions and fields the workflow needs.
People make sensitive calls
Medical, refund, pricing and contract decisions always go to a human review queue.
Every step is logged
Each item keeps its source, status and write-back result so it can be traced.
Tested before launch
Normal and failure cases run on test accounts; production starts after your sign-off.
Confidentiality in writing
Scope, data use and retention go into the contract; an NDA can come first.
Handover you can use
Process maps, field mappings and runbooks are delivered so your team can take over.
FAQ
Common questions
Does n8n need a license fee, and what does self-hosting cost?+
n8n has a free version you can run on your own server, so the main costs are the server and its upkeep; n8n's cloud service is a paid plan billed by how many times workflows run. Server cost depends on the hosting plan, and we list recommended specs in the quote. Check n8n's official site for current plans and prices.
We don't have engineers. Can we still use this?+
Yes. TriloAI handles the build, testing, server updates and troubleshooting, and you only need one person who knows the process. We also show your team how to change simple settings, such as recipients or reminder intervals, on screen.
Which CRMs and ERPs can you connect?+
We can look at HubSpot, Salesforce, Pipedrive, Zoho, Vital CRM, SAP Business One, Odoo, Digiwin, Microsoft Dynamics and NetSuite, among others. If a system can be connected from outside, offers database access or exports a consistent file, it can usually be linked without changing the ERP itself. We confirm the method in the free 30-minute consultation.
Will the AI act on its own?+
The AI can only read data you approve and use tools on a set list. Sending email, changing orders or editing live records can be set to wait for your OK, and every action is logged. Items the AI is unsure about go to the approval list instead of being saved.
What happens when a workflow fails?+
Key workflows retry automatically. If one still fails, the owner gets an email, Slack or chat alert, and the failed record stays on a pending list so it can be fixed and rerun instead of disappearing.
Where is our data stored, and will it be used to train AI models?+
Workflows can run on n8n's cloud service, a cloud server you approve or your own server, depending on your data rules. AI providers' training terms differ by provider and by plan, so we review them with you before choosing a model and avoid sending personal data the task doesn't need.
We already use Zapier or Make. Should we switch to n8n?+
Not necessarily. With few workflows and low volume, staying on Zapier or Make is often simpler; n8n makes more sense when volume is high, you need custom code, or data must stay on your own servers. We review your existing workflows before recommending a move.
How long does it take to launch?+
A single workflow typically launches in 1–2 weeks and cross-system integration in 3–6 weeks. Larger projects with AI agents (AI that carries out tasks with your tools) and several systems are usually rolled out in phases over 6–12 weeks. Timing depends on the number of systems, how clean the data is and how many approval steps you want.
How is pricing calculated?+
Pricing is scoped to your needs, and you get a quote after the free 30-minute consultation. The quote depends on the number of systems and workflows, how complex the rules are, expected AI usage, and how much ongoing maintenance you want. Third-party usage such as AI and messaging fees is charged at actual usage with no markup, and monthly maintenance is optional.
What should we know before automating follow-up messages?+
Only message contacts who opted in, cap how often messages go out and give people a way to opt out; automated messages stop as soon as a contact replies. In the US, business texting from a standard number requires A2P 10DLC registration, which typically takes 2–4 weeks, and we can help prepare it.
Find the one workflow worth automating first
Book a free 30-minute consultation. We'll look at which repetitive tasks fit automation, which systems need to connect and the likely scope and cost. Everything is done remotely, and you can also email service@triloai.org.