The Invisible Back Office
Marketing Agency
The repetitive admin work happens without anyone touching it.
© 2026
A connected operations workflow that processes documents, moves data between systems, updates records, sends follow-ups, and keeps reporting current automatically.
(Challenge)
This Budapest marketing agency handled a high volume of leads and high-value clients, and the team spent hours every week on the same admin: retyping data from emails and documents, updating the CRM by hand and building reports from spreadsheets. Records didn't match between systems, and mistakes often surfaced only when a client noticed them. When they reached out, they needed three things: their team's time back, systems that stay in sync, and an end to the errors of manual work.
(Research)
I mapped recurring administrative work across email, documents, CRM and internal tools, exposing duplicate entry, copy-pasting, inconsistent records, and manual reporting.
(Solution)
Within 2 weeks, n8n workflows had taken over the manual data entry. OpenAI reads incoming documents and messages, the key data is validated and written into HubSpot and Google Workspace, and the systems stay in sync. People only get a Slack alert when an exception needs their judgment.
