Industry · Aluminumn8n · GPT · AirtableDocumented projectBased on a project I built

How I turned an aluminum company into a connected, documented process

Case study by Achiya Cohen, founder of Achiya Automation

The project built and deployed four n8n automations connecting the phone, website, WhatsApp and Airtable. From a customer request through closing the deal and producing the invoice, the steps were designed as a documented flow with a path for exceptions.

This project, and the evaluation method used to test the system before it went live, were featured in MarketingSherpa. Read the coverage (opens in a new tab)

How it's builtSee the results
4
Flows built and deployed in the project
10
Services connected by the flows
Logged
Calls captured by the flow
Before & After

Every deal — hours of coordination From a closed deal to a documented process

Before
  • The secretary calls the surveyor by hand after every deal
  • Customer details were copied manually from Excel into invoices
  • End-of-month commission calculations required manual work
  • There was no practical way to review every agent call manually
After
  • Deal closed → invoice + surveyor notification according to the flow
  • The systems sync updates and log exceptions
  • AI transcribes and summarizes calls captured by the flow
  • A management dashboard was included in the project
4 flows I built

Here's how it works inside

Each of these flows was built in the project and is shown here without identifying details.

FLOW · 01

Deal closed → invoice → customer

The moment a deal is marked "closed" in the CRM, n8n pulls the customer's details, generates a tax invoice, saves it to Drive and sends it to the customer on WhatsApp with a thank-you message — in Hebrew, in the company's tone. The agent just clicks "close deal" and moves on to the next one.

CRM triggerInvoice APIWhatsAppDrive
Screenshot of the n8n flow. What happens: 1. A deal just closed! 2. The customer's details are pulled in 3. The customer lands in the table 4. AI writes to the surveyor 5. The surveyor gets a WhatsApp
FLOW · 02

Status change → surveyor alert

When a status changes in Airtable, the flow checks whether it is relevant to the surveyor, who the assigned surveyor is and what language to use. The WhatsApp alert includes the address, time and a confirmation link.

Airtable webhookBranching logicWhatsApp
Screenshot of the n8n flow. What happens: 1. Customer can't make it? The surveyor knows 2. AI finds a slot in the calendar 3. Booked! The customer gets a message 4. After the visit: was everything OK?
FLOW · 03

Status change → customer update

Same trigger, a different message. The customer gets a personal note, in natural Hebrew — not a canned template — explaining where their order stands. There's de-duplication and smart throttling so they don't get spammed.

Airtable webhookHebrew copy AIDedupeWhatsApp
Screenshot of the n8n flow. What happens: 1. The surveyor says when they're free 2. AI offers the customer a time 3. The customer replies, AI checks the calendar 4. Booked! Everyone's updated
FLOW · 04

Phone call → transcription → CRM

A call captured by the flow is transcribed and classified (new customer / technical question / spam), contact details are extracted and the CRM is updated. An exception remains visible for review instead of being silently discarded.

Telephony webhookAI transcriptionAuto-classifyAirtable
Screenshot of the n8n flow. What happens: 1. A sales call just ended 2. The recording downloads itself 3. The call turns into text 4. Everything is saved to the table
Results

The numbers you feel every day

4
Connected flows
Closed deal, surveyor alert, customer update and call transcription
Logged
From a closed deal to the surveyor
The status, alert and confirmation are retained in the flow
Logged
Calls in the process
Transcription, summary and CRM update are part of the flow
Checked
System synchronization
Duplicates and exceptions are measured in the logs

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