Lyron

Process automation for SMEs

Workflow automation for SMEs with n8n, Make & Power Automate.

As a workflow automation agency for SMEs, we standardise recurring steps and run them reliably – instead of copy-and-paste between tools, broken handoffs and the eternal question "Where's that file?". We build workflows with n8n, Make, Power Automate and Zapier – GDPR-compliant, documented and without vendor lock-in.

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Looking specifically for process automation? We've put together a dedicated overview with typical workflows and starting questions.

  1. From 1 week to your first live automation
  2. n8n · Make · Power Automate · Zapier
  3. EU & GDPR, self-hostable
  4. Documented, no vendor lock-in
Laptop showing an analytics dashboard on a desk – a symbol for automated reports and workflows
Benefits

Why automation pays off

  1. Save time & cut turnaround

    Manual data entry, forwarding and status checks eat up valuable hours every day. Automated processes run in seconds instead of hours – with no waiting between departments.

    • Push contact-form entries straight into the CRM
    • Create a confirmation email and a project-tool task at once
    • Distribute status updates without anyone having to ask

  2. Reduce errors & raise quality

    Every manual step is a source of error: typos, forgotten fields, wrong assignments. Automation enforces consistency through fixed rules and validation.

    • Consistent naming and folder structure for documents
    • Required fields and format validation before processing
    • Automatic duplicate checks on data entry

  3. Transparency & traceability

    "Has the invoice gone out?" – "Did anyone reply to the customer?" With automated workflows, everyone always knows where a case stands and what happens next.

    • Automatic status updates to everyone involved
    • Complete logs for audit and error analysis
    • Escalations on delays or failures

  4. Scale without chaos

    What works at 10 cases per week breaks down at 100. Automated processes scale with the business – the same flow works for 10 or 1,000 cases.

    • Processes grow with you, without extra headcount
    • Consistent quality as volume rises
    • Free up capacity for strategic work
Application areas

Which processes can be automated?

From simple notifications to workflows spanning several systems: almost every recurring process can be automated. A selection with concrete examples – each item links to the matching solution.

  1. Lead Management

    Automatically capture, enrich and hand leads from various sources to sales.Example: A web form becomes a qualified CRM record in seconds, with a notification to the right team.Lead Capture

  2. Quotes & Invoices

    Generate documents from templates, send them and track their status.Example: PDF quote from CRM data, automatic invoicing after the job, payment reminder included.Invoice Automation

  3. Support & Tickets

    Automatically categorise and assign requests and trigger escalations on SLA breaches.Example: An email becomes a helpdesk ticket, prioritised by keywords and assigned to the right team.Support Tickets (Teams)

  4. Document Flows & Approvals

    File documents automatically, collect approvals and manage versions.Example: SharePoint approval workflow with consistent naming, filing and a notification to approvers.SharePoint Workflows

  5. Reporting & Monitoring

    Merge data from various sources and send it regularly as a report.Example: A weekly KPI report by email, automatically compiled from CRM, sheets and your project tool.Status Reports

  6. Marketing & Newsletter

    Distribute content, trigger campaigns and move leads through funnel stages.Example: Schedule social posts automatically, trigger newsletters based on concrete customer actions.Social Media Automation

  7. Onboarding & Offboarding

    Systematically onboard new employees or customers – with checklists and automated steps.Example: Account creation across all systems, a welcome sequence, and a clean removal of all access on exit.Onboarding Workflows

  8. Data Synchronisation

    Keep data in sync across CRM, ERP, sheets and other tools – without manual exports.Example: Sync CRM contacts with your newsletter tool, keep product data aligned across systems.API Integration

  9. Appointments & Reminders

    Automatic appointment reminders, follow-ups and recalls without manual tracking.Example: A reminder 24 h before the appointment, an automatic follow-up email after the intro call.Appointment Booking

Small everyday workflows pay off too: call back missed calls automatically, request Google reviews automatically, automate inventory alerts or send a weekly team digest. You will find every building block in our product catalogue.

Workflow or AI agent?

When an AI agent is a better fit than classic automation

Fixed rules are ideal for predictable processes. When emails, documents, research or changing context need to be understood, a controlled AI agent can extend the workflow in a practical way.

Explore AI agents for business

  • Classic workflow

    Best when inputs, rules and results are explicit – such as data transfer, notifications or approval chains.

  • AI agent

    Best when natural language, unstructured documents or several information sources must be understood and assessed.

  • Hybrid system

    The agent prepares, the workflow validates and executes – with human approval for sensitive actions.

Platforms

n8n, Make, Power Automate or Zapier?

Every platform has its strengths. The right choice depends on your requirements, existing systems and internal resources. The quick overview:

n8n, Make, Power Automate and Zapier compared
Feature Recommended
Self-hosting / data stays in-house✓ yes– no– no– no
EU servers / GDPR-compliant✓ yes self-hosted✓ yes EU servers✓ yes MS Cloud– no US Cloud
Complex logic & custom APIsVery strongStrongLimitedBasic
Fast start without an IT teamMediumGoodGoodVery fast
Microsoft 365 integration✓ yes✓ yesNative✓ yes
Pricing modelHostingPer operationOften in M365Per volume
LimitsHigher setup effort, technical know-how needed to operateNo self-hosting, cost rises with data volume, learning curve on complex flowsComplex logic is cumbersome, connectors outside M365 partly limitedComplex logic is effortful, cost rises quickly with volume
Typical use casesData enrichment, multi-system workflows, AI integrationData sync, document generation, email parsing, API orchestrationApprovals, Teams notifications, SharePoint workflowsCRM sync, form-to-tool, notifications
CostOpen source available, plus cloud and enterprise plans. Cost depends on hosting.Operations-based, free plan available, cost-effective for small workflowsIncluded in many M365 licences, premium connectors cost extra.Free entry possible, team/business plans depending on volume.
Data protectionSelf-hosting possible – data stays in your infrastructureEU servers available, European vendor, GDPR-compliantMicrosoft Cloud, governance via the admin centerUS Cloud, sufficient for many applications

Our default for data-sensitive, complex workflows: n8n – self-hosted in the EU. But we use whichever platform fits your situation – often a mix.

In practice

Automation with measurable impact

Not theory, but real projects: how companies across different industries lightened their workload.

Before and after: law firm with n8n
Task at the law firmBeforeAfter
Sorting & assigning mail intake~2 hrs/day~40 min/day
Case-file creation per new matter15–40 min~5 min (final check)
Acknowledgement to clients1–2 daysa few minutes

The measured experience of this one firm – not an industry average and not a study, but one concrete individual case. Read the full case study

Process

How we implement automation at Lyron

Five steps from the status quo to a documented handover. The process profile shows, with sample data, what each step produces.

  1. Step 01 · Status quo

    Process mapping: understand the status quo

    We analyse your current workflows together. Where is work done manually? Which systems are involved? What are the biggest pain points? This produces a clear picture of the status quo and a realistic target scenario.

  2. Step 02 · Effort & benefit

    Identify quick wins

    Not every process justifies immediate automation. We identify the areas with the best effort-to-benefit ratio – often recurring, time-intensive steps with clear logic.

  3. Step 03 · With real data

    Build and test a prototype

    Instead of planning for months, we quickly build a working prototype. It runs on real data, shows concretely what the process looks like and can be adjusted directly – before much time goes into the details.

  4. Step 04 · Error handling

    Stabilise: catch the failures

    Every workflow has to work even when something goes wrong. We implement error handling, retry logic, alerts on problems and clean logs – so you're never left in the dark.

  5. Step 05 · Documented

    Handover and optional operation

    You get a documented solution your team understands and can maintain. On request, we also take over ongoing operation, monitor the workflows and keep optimising.

Process profile Sample data
LyronProcess profile
  1. As-is
  2. Quick wins
  3. Prototype
  4. Stable
  5. Handover

Office workflows at a plumbing company

As-is review
Time per week (before)

Tasks

  • Create & send quotes · ~4.5 hrsQuick win
  • Create & send invoices · ~3 hrsQuick win
  • Customer inquiries & status follow-ups · ~2.5 hrs
  • Appointment confirmations & reminders · ~1 hr
Total per week~11 hrs
Prototype
runs on real data
Failure paths
Retry logic, alerts, logs
HandoverA documented solution your team understands and can maintain

Time values from our plumbing company NRW case study

Pricing

Fixed price before project start

Single workflows start from €490, typical projects range from €890 to €5,900 depending on scope. We quote the binding fixed price after the intro call. All prices excl. VAT.

See pricing & process

from €490 per workflow

Q&A

Frequently asked questions about automation

It depends on the process. Simple automations like form-to-CRM or notifications can go live within a few days. More complex workflows with several systems typically take 2 to 4 weeks. After the intro call we give a realistic estimate.
It depends on scope. Individual workflows can be delivered as a manageable fixed-price project; ongoing support is optional from €290 per month. Hosting costs for self-hosted n8n are often in the low double digits per month. See our pricing page for a transparent overview.
Both are strong. n8n is especially suited to complex logic, custom API connections and self-hosting with full data sovereignty. Make shines with a very visual interface and a fast start on EU hosting. See the head-to-head n8n vs. Make.
No, most automations work without AI. Rule-based workflows cover around 90% of typical use cases. AI makes sense when decisions rely on unstructured data – for example email classification or document analysis. But it isn't a must.
Security depends on the platform and setup. With self-hosted solutions like n8n, data stays in your infrastructure. With cloud services, their security standards apply. We focus on secure authentication, encrypted connections and least-privilege access.
Well-built workflows have error handling baked in: retries, alternative paths and alerts. You're notified immediately when something fails – and can trace what happened. Nothing just disappears silently.
Absolutely. We even recommend starting with one concrete, manageable process. That way you see results quickly, learn what's possible and can expand deliberately. A pilot project is often the best entry point.
Yes. Power Automate is the native solution for M365 and integrates seamlessly with SharePoint, Teams and Outlook. But n8n and Zapier can also work with M365 – the choice depends on your requirements.

Free consultation · 30 minutes

Ready for less routine work?

Let's find out in a no-obligation conversation which processes have the greatest automation potential at your company.

  • Free & no obligation
  • 30 minutes via Google Meet
  • First view of effort & benefit
Get in touch Pricing & process
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