AI and n8n automations
We design flows that receive calls, classify requests, organize documents, prepare quotes, notify the team and leave traceability. No empty promises: we start with an audit, build with real data and keep human supervision in the process.
Real problems we automate
These examples combine problems detected in a real technical engineering audit with common SME automations. When an example comes from the audit, we present it as a proposal designed from the diagnosis, not as an already implemented system.
From loose calls to organized opportunities. Each call becomes a clear record, with owner, priority and next step.
Calls arrive throughout the day and mix commercial questions, incidents, quote requests and technical doubts. Part of the information stays in notes, emails or one person's memory.
A conversational AI phone assistant that answers, collects data, classifies the request and routes it to the right person.
Vapi, Retell AI, ElevenLabs Conversational AI, n8n, Airtable, HubSpot, Supabase/PostgreSQL, Teams, Slack, email, Google Docs, Word, PDFMonkey, Documint.
Name, company, phone, email, reason, urgency, summary, transcript, owner, status, next action, date, channel, consent and link to quote or documentation.
No quote is sent alone. AI prepares the draft, the system checks fields and a person validates before sending.
More commercial order, less lost information and clear traceability for every request.
One source of truth. Fewer repeated documents, fewer errors and more traceability between departments.
The real audit detected document duplication between departments and the need for shared templates. Several people were entering similar data in different places.
A single document intake, case file and corporate template system connected to automations.
SharePoint, Microsoft 365, Power Automate, n8n, Notion, Airtable, Google Drive, OneDrive.
Client, project, date, document type, department, status, owner, original file, version, pending fields and change traceability.
Duplicate validation, mandatory fields, automatic file naming and human review when data is missing.
More organized documentation, less manual copying and a shared base for cross-department work.
Less repeated administration. Data is entered once and then travels through the system.
The audit surfaced time tracking, reports, work sheets and billing as repetitive tasks that consume time.
Work report generation, time entry validation, internal reporting and preparation of billing data.
Factorial, Sesame HR, Holded, n8n, Airtable, Google Sheets, Excel, Power BI.
Employee, date, project, client, hours, task, status, validation, generated report, owner and notes.
Nothing is billed automatically without review. The system prepares data and alerts the responsible person.
Less administrative time and better visibility over hours, pending reports and work ready for billing.
Faster proposals, but never blind automation. AI prepares; the company decides.
The commercial or technical team collects information through calls, emails or forms and then has to manually turn it into an offer.
An assisted proposal generation system with field control, coherence checks and human approval.
n8n, OpenAI or AI configured through API, Airtable, HubSpot, Holded, Google Docs, Word, PDF generator, Gmail, Outlook.
Lead, company, need, service, urgency, indicative amount, proposal version, status, approver, date and generated document.
There must always be human-in-the-loop. AI never signs or sends a final proposal without approval.
Less waiting time between request and proposal, without losing commercial judgment or control over final sending.
Fewer lost messages. Every project has a channel, owner, documentation and follow-up.
The audit detected fragmented communication, especially between departments and quality or environmental processes.
An automatic coordination system by project, department and priority.
Microsoft Teams, Slack, SharePoint, Planner, Notion, Asana, Trello, ClickUp, n8n.
Project, department, task, owner, deadline, priority, status, blocker, latest update and documentation link.
Notifications must be useful, not noise. We define frequency, priority and escalation rules.
Less dependence on scattered messages and more traceability over who does what and when.
Useful, safe AI applied to real work, not generic training.
87% of the team already uses AI, but 100% needs training and shared criteria. Detected uses: reports, regulation search, summaries and data analysis.
An internal applied AI system with prompts, templates, use-case library and usage controls.
Microsoft Copilot, ChatGPT Team or Enterprise if applicable, Claude for Work, Perplexity for Teams, Notion, SharePoint.
Templates, approved prompts, use cases, internal policies, frequent questions and detected improvements.
Clear privacy policy, no sensitive data in personal accounts and technical review before sending reports.
More consistent AI use, less improvisation and shared criteria across the team.
What is not measured gets forgotten. We turn internal opinions into concrete actions.
The audit detected negative eNPS, low recognition and room to improve communication with managers.
Short internal surveys, aggregated analysis and follow-up of improvement actions.
Typeform, Google Forms, Microsoft Forms, Airtable, Notion, n8n, Power BI.
Aggregated answers, indicators, recurring topics, open actions, owners, date and quarterly evolution.
Anonymization, minimum response threshold for conclusions and human review before decisions are made.
Better follow-up of internal problems and decisions based on data, not scattered impressions.
Real automation system
Visual examples based on real flows an SME may need. First it is designed, then tested, and only then automated.
Calls get lost or arrive incomplete. The system turns each conversation into a record, task and reviewable draft.
Vapi or Retell, n8n, Airtable or HubSpot, OpenAI/API configuration, PDF generator and email. We deliver documented flow, mandatory fields, logs, manual mode and quote template.
Repeated documents, folders without shared criteria and data scattered between departments.
SharePoint, Microsoft 365, Power Automate or n8n, shared templates and naming rules. We deliver document structure, automation, documentation and test with anonymized data.
Hours, reports and billing are entered several times and arrive late to management.
Factorial, Sesame, Holded, n8n, Sheets/Excel or Power BI. We deliver tested flow, validation rules, error alerts and weekly management summary.
How a Motex automation flows
Automation does not remove human judgment: it removes the repetitive work that prevents people from using it.
Call, email, form, document, WhatsApp or internal task.
n8n collects the data and sends it to the right system.
Classifies, summarizes, extracts fields, drafts content or detects urgency.
Airtable, HubSpot, Supabase, Sheets, SharePoint or existing CRM.
Field validation, error detection, business rules and logs.
Supervisor approves, corrects or escalates.
Quote, task, email, PDF, dashboard, alert or case file.
Real case: technical industrial engineering
In May 2026 we completed an audit for a technical industrial engineering company in Madrid, with approximately 8 employees. The delivered work was a diagnosis and automation plan, not an already executed implementation.
Detected problems: document duplication, manual time tracking, work reports, billing, fragmented interdepartmental communication, chaotic intake of client information, lack of shared templates, need for AI training and improvable internal follow-up.
Tools we connect
First we audit the process; then we choose the simplest stack that solves the problem. If you already work with Microsoft 365, SharePoint, Holded or a specific CRM, we start there.
n8n, Power Automate, Make or Zapier when appropriate.
OpenAI/API configuration, Copilot, Claude, Perplexity or models according to need.
Vapi, Retell AI, ElevenLabs, Twilio or compatible telephony.
Airtable, HubSpot, Supabase/PostgreSQL, SharePoint, Sheets or Excel.
Google Docs, Word, SharePoint, PDF generators, Holded or internal templates.
Teams, Slack, Gmail, Outlook, Telegram or WhatsApp Business API if applicable.
Factorial, Sesame, Holded and time tracking or work report systems.
Microsoft 365, SharePoint, Power Automate, Copilot, n8n, Factorial/Sesame, Holded, Teams, Typeform + CRM.
Controls, security and human supervision
A serious flow must be reviewable, pausable and correctable. We design automations with traceability and supervision criteria from the start.
Indicative pricing
An email classification flow does not cost the same as a system for calls, CRM, quote draft, validation and PDF. That is why we give indicative ranges and close the scope after diagnosis or audit.
In 45 minutes we review your calls, documents, repetitive tasks and current tools. We tell you which flow to build first, what data we would need and what it would cost.