Client email becomes a client file
Every email simply comes in and is read and answered by the team itself, the way it always was. In the background AI reads along and writes the gist into the client file.
In practice: Veka Media.
Veka Media is a web agency that builds websites, webshops and online marketing for smaller companies. We built three AI workflows that take work off their hands. This is how that works, from the bottleneck to the screen it runs on.
- a week less digging around
- 6 hours
- workflows running by now
- 3
One of their workflows
running
Client sends an email with feedbacktrigger · comes in on its own
AI reads the email and summarises what was agreed
model: all-round, such as Claude Sonnet
model: all-round, such as Claude SonnetSummary written into the client filewishes, feedback and agreements in one place
The email itself stays in the inboxthe team reads and replies as always
The chain runs by itself as soon as the trigger fires.
Plenty of projects, and even more client contact.
At a web agency every project comes with a lot of client contact: briefings, feedback rounds, emails and phone calls. At Veka Media that information was spread across mailboxes and loose notes.
You can guess the result. Every time a client asked something, the same digging started over: what did we agree again, which email held that feedback, what exactly did this client want? Anyone could find the answer, but nobody found it quickly.
The scan brought this up as the biggest time sink. Not answering client email itself, because that is exactly what the team wants to keep doing, but pulling together everything around it.
What we built for them.
The scan produced a list of opportunities. Three of them have been built and are running by now, each with its own job.
Kick-off becomes a briefing
As soon as a client hands over their wishes at the kick-off, that is ready as a prepared briefing, with the most important information from the client file already alongside it.
Finances kept clear
Invoices are tracked and the arithmetic around them runs along in the background: what comes in and goes out, what has to be set aside for tax and what a project costs in the end. Here too nothing goes out to the client, it is purely an internal overview.
This is what it looks like on their screen.
Below is the client file workflow as it runs at Veka Media, built in n8n. Step by step, this is what happens:
- 1
A client sends an email. That is the trigger, nobody has to start anything.
- 2
The workflow pulls up the client file.
- 3
AI reads the email and sums up wishes, feedback and agreements.
- 4
The client file is updated. The email itself stays in the inbox and the team answers it themselves.
The AI runs entirely internally.
That was a condition for Veka Media, and for us the most normal thing in the world. Client data goes nowhere and no message written by AI goes out to clients.
Everything stays inside their own systems.
Clients notice nothing of it: emails are read and answered by the team itself.
What AI is worth in your case depends on your own processes. We work that out first, before we build anything.
And it is still running.
The work together started with a scan. That produced a report with the places where there was time to win, and where there was not. The client files came out on top, so that is where we started.
By now three workflows are running and the support simply carries on. If something gets stuck or has to change, we pick it up. Veka Media does not need any technical people of their own for it.
“Good contact with Finn, he quickly understood how our company works. The report was more concrete than we expected and three workflows are running here now. If something comes up, it is often sorted the same day. Recommended.”
Curious what would come out on top for you?
Every project starts with the free AI scan: a conversation, some research and a report with the places where AI can save your business time. After that you decide.