Build & runAutomation consultancyAutomation consultancy for revenue operations
Connect your tools.
Automate the handoffs.See every run.
We design, build, and run the automations behind your lead capture, CRM, email, and reporting. Everything lives in accounts you own, every run is logged, and a named person is on call.
- Built on accounts your company owns
- Free 30-minute audit call, reply within one business day
Recent runs
Every run logged · inputs, outputs, retries
- B2B lead intakeWeb form → CRM → Sales alertDelivered2s
- Proposal follow-upCRM stage → Email draftAwaiting approval—
- B2C nurture · segment highSignup → Sequence step 2Delivered1s
Runs this week
illustrativeApproval queue
External sends wait for a human until you switch them to automatic.
Failure handling
Failed records are retried or parked for review, and the workflow owner is alerted.
Illustrative view of the run history every client workflow ships with.
- 1business day
- to reply to every brief
- ~4weeks
- from kickoff to a first live workflow
- 100%yours
- workflows live in accounts you own
- 30days notice
- to end a retainer, with no lock-in
Works with the tools you already run
Anything with an API, a webhook, or a database we can reach. Objects, fields, and rate limits are confirmed during the audit.
- n8nGoHighLevelHubSpotSalesforcePipedriveShopifyWooCommerceStripeGoogle SheetsAirtableNotionPostgres
- SlackTelegramGmailOutlookResendPostmarkMeta AdsGoogle AdsTypeformWebflowWordPressOpenRouter
Capabilities
Everything between the form fill and the follow-up
Start with the bottleneck that costs your team the most time. Each capability ships with documentation, monitoring, and a named person to call.
Lead capture → CRM routing
One intake path for every source: forms, ads, chat, and imported lists. Each lead is validated, de-duplicated, and attributed before it reaches your CRM, then routed to the right owner and stage.
- Server-side capture with consent and UTM attribution
- Duplicate handling agreed before go-live
- Ownership, territory, and SLA rules documented in plain language
Swipe for more capabilities →
App integrations
Connect APIs, webhooks, and databases with documented field mapping and backfills.
AI-powered workflows
Classify, summarise, and draft, with deterministic rules deciding what runs and a person approving what goes out.
Email nurture
Behaviour-triggered journeys with suppression and unsubscribe handled from day one.
Reporting & alerting
One view of what ran, converted, or failed, delivered to the channel your team already reads.
CRM hygiene
Stage, lifecycle, and ownership kept consistent across every system that writes to it.
Managed automation
Monitoring, fixes, vendor changes, and a monthly review of what to automate next.
A real workflow
Our own B2B lead intake, node by node
This is the workflow behind the form on this page. A webhook receives the lead, rules and an LLM step qualify it, the database de-duplicates and stores it, and it is routed hot, warm, or cold while the CRM, team alert, and confirmation email run in parallel.
- 3
- routing outcomes: hot, warm, cold
- 4 h
- review SLA created for every hot lead
- 1
- human approval gate before any sales alert
Built on n8n. Simplified overview; vendor-specific nodes are shown by role.
Overview of the whole workflow. Tap + to zoom in and read the nodes.
Who we work with
Built for teams where growth outpaces the process
The industries differ, but the problem is usually the same: work that stalls between tools and people. These are the starting points we see most often.
Swipe to browse →
B2B services & agencies
Inbound enquiries, proposals, and onboarding handled by email and memory.
Typical first workflow
Lead intake → qualification → CRM → follow-up sequence
E-commerce & DTC brands
Orders, carts, and support tickets spread across storefront, email, and chat.
Typical first workflow
Checkout recovery with suppression and post-purchase flows
Clinics, studios & local services
Bookings from several channels, reminders done by hand, reviews left unasked.
Typical first workflow
Booking intake → confirmation → reminder → review request
Education & coaching
Lead magnets that convert once, then go quiet until the next launch.
Typical first workflow
Segmented nurture by interest and timeline, with consent handling
SaaS & software teams
Trial signups, product events, and sales handoffs living in separate tools.
Typical first workflow
Signup enrichment → scoring → routing → activation alerts
Operations-heavy teams
Spreadsheets as the system of record, reconciled weekly by someone senior.
Typical first workflow
Sheet or database sync with validation, alerts, and a run log
Use cases
The same engine, pointed at two very different funnels
B2B and B2C run on the same engine with different rules. Pick the track that matches your business.
B2BLonger cycles, named accounts, and a sales team that needs context before it picks up the phone.
Swipe for more →
- 01
Inbound demo request to a booked meeting
A form fill arrives with a company name and nothing else. Somebody has to research it, decide whether it fits, and follow up before it goes cold.
The workflow
- Form webhook
- Enrich + score
- IF hot
- CRM + alert
See the steps
- Capture the form server-side with consent and campaign attribution
- Enrich the company, then score fit against your written ICP rules
- Route hot leads to an owner with a summary; queue the rest for nurture
- Create or update the CRM record and post an alert to the sales channel
What we build
- Capture the form server-side with consent and campaign attribution
- Enrich the company, then score fit against your written ICP rules
- Route hot leads to an owner with a summary; queue the rest for nurture
- Create or update the CRM record and post an alert to the sales channel
Every request gets a decision the same day, with the reasoning attached.
- 02
Quote and proposal follow-through
Proposals go out and then live in someone’s sent folder until a reminder happens to surface.
The workflow
- CRM stage
- Wait
- IF replied
- Follow-up / escalate
See the steps
- Trigger on the CRM stage change that means “proposal sent”
- Schedule follow-up touches that cancel themselves when the prospect replies
- Escalate to the account owner at the thresholds you define
- Log every touch back onto the opportunity record
What we build
- Trigger on the CRM stage change that means “proposal sent”
- Schedule follow-up touches that cancel themselves when the prospect replies
- Escalate to the account owner at the thresholds you define
- Log every touch back onto the opportunity record
Follow-up stops depending on who remembers.
- 03
Partner and reseller lead exchange
Leads arrive from partners as spreadsheets, emails, and portal exports in three different shapes.
The workflow
- Partner feed
- Normalise
- De-dupe
- CRM + attribution
See the steps
- Normalise each partner feed into one internal record format
- De-duplicate against existing accounts before anything is created
- Attribute the lead to the partner for downstream revenue share reporting
- Return a confirmation payload so the partner system stays in sync
What we build
- Normalise each partner feed into one internal record format
- De-duplicate against existing accounts before anything is created
- Attribute the lead to the partner for downstream revenue share reporting
- Return a confirmation payload so the partner system stays in sync
One clean pipeline instead of three reconciliation jobs.
How it works
Four steps from first call to a running workflow
Most first workflows are live within a month. Scope and sequence are agreed in writing before work starts.
- 1
Week 1
Map the workflow as it really runs
A working session with the people doing the task today. We write down every step, exception, and manual workaround, then agree what good looks like in numbers.
You getWorkflow map, success metric, prioritised build list
- 2
Weeks 2–3
Build on accounts you own
We build in your workspace, on your automation platform and your app subscriptions. No part of the workflow depends on an account only we can access.
You getWorking automation in staging, with test records
- 3
Week 4
Validate against real traffic
Live data runs through the workflow with a human checkpoint on anything that sends externally. The checkpoint comes off only when results hold up.
You getTest log, failure handling, go-live sign-off
- 4
Ongoing
Run, watch, and improve
Monitoring and alerting stay on. When an API changes or volume shifts, we fix it. Each month we review what ran, what failed, and what to automate next.
You getMonthly run report and a rolling improvement backlog
Not sure where to start?
Bring us the workflow that breaks most often. We will map it for free.
A 30-minute audit call, a written workflow map you keep, and a fixed quote if there is a fit. There is no obligation.
How we compare
Three ways to get automation done
All three can work. The difference is who is responsible once the workflow is live, and how you find out when it breaks.
| What matters | Do it yourselfNo-code tools, in-house | Typical agencyProject or hourly | ScalingBuild & run, fixed scope |
|---|---|---|---|
| Who owns the workflows | YesYou, in your accounts | PartlyOften the agency’s workspace | YesYou, in your accounts |
| Who fixes it at 2am | NoWhoever notices | PartlyDepends on the retainer | YesAlert to a named owner, response time in writing |
| Run history and failure logs | PartlyPlatform default, rarely reviewed | PartlyOn request | YesEvery run, with monthly review |
| Documentation and runbooks | NoLives in someone’s head | PartlyHandover deck at the end | YesPer workflow, kept current |
| Pricing model | YesTool subscriptions + your time | PartlyHourly or project estimate | YesFixed scope, quoted before work starts |
| AI steps with human approval | PartlyIf you build the checkpoint | PartlyVaries | YesDefault for anything that sends externally |
Build & run, fixed scope · 6/6 covered
- YesWho owns the workflowsYou, in your accounts
- YesWho fixes it at 2amAlert to a named owner, response time in writing
- YesRun history and failure logsEvery run, with monthly review
- YesDocumentation and runbooksPer workflow, kept current
- YesPricing modelFixed scope, quoted before work starts
- YesAI steps with human approvalDefault for anything that sends externally
Our commitments
What every engagement includes, in writing
Scaling is a young practice and we do not publish testimonials yet. These are the terms that go into every agreement we sign.
In every agreement
- Anything that sends externally ships with a human approval step until you decide otherwise.
- Consent and unsubscribe handling is built into email workflows from the first version.
- Every workflow has a runbook: what it does, what it touches, how to pause it.
- Data stays in your systems; we do not copy production data into our own tools.
- We will tell you when a workflow is not worth automating.
- A retainer can be ended with 30 days notice. There are no lock-in clauses.
You own everything we build
Workflows live in your automation platform, connected to your app accounts, under your billing. If the engagement ends, everything keeps running exactly as it is.
Least-privilege access by default
We ask for the narrowest scope that does the job, credentials stay in your secret store, and access is revoked at the end of an engagement.
Every run is inspectable
Executions are logged with inputs, outputs, and retries. When something fails, you can see which record, which step, and why, without asking us.
Response times in the agreement
Support windows, escalation paths, and the response time for a broken production workflow are written into the agreement.
Swipe for more →
Engagements & pricing
Fixed scope, quoted before anything starts
Pricing depends on your stack, volume, and the number of workflows, so we do not publish a rate card. Every engagement is quoted as a fixed price after the free audit, before any work starts.
Swipe to compare plans →
Workflow sprint
A first automation, or a single painful handoff.
Fixed quoteone-time, per workflow
One clearly defined workflow, mapped, built, tested, and handed over with a runbook.
What's included
- Discovery session and workflow map
- One production workflow, up to 6 integrations
- Test plan, failure handling, alerting
- Runbook plus a handover walkthrough
- 30 days of post-launch fixes
- Discovery session and workflow map
- One production workflow, up to 6 integrations
- Test plan, failure handling, alerting
- Runbook plus a handover walkthrough
- 30 days of post-launch fixes
- Most chosen
Automation retainer
Teams with several workflows and no one to own them.
Monthly feefixed, scoped to your backlog
A standing build-and-run capacity: a rolling backlog of workflows plus monitoring and support for everything already live.
What's included
- Everything in the workflow sprint
- Rolling build backlog you reprioritise monthly
- Monitoring, alerting, and on-call fixes
- Monthly run report and improvement review
- Named contact with agreed response times
- Everything in the workflow sprint
- Rolling build backlog you reprioritise monthly
- Monitoring, alerting, and on-call fixes
- Monthly run report and improvement review
- Named contact with agreed response times
Managed operations
Inherited automations nobody fully understands.
Customquoted after an audit of your estate
You hand over an existing set of automations, whether we built them or someone else did, and we take responsibility for their reliability, documentation, and roadmap.
What's included
- Audit of existing workflows and integrations
- Migration and consolidation plan
- Documented ownership for every workflow
- Quarterly roadmap and cost review
- Security and access review
- Audit of existing workflows and integrations
- Migration and consolidation plan
- Documented ownership for every workflow
- Quarterly roadmap and cost review
- Security and access review
FAQ
The questions that come up on every first call
Something not covered?
Send the question straight to us and you will get a real answer from a person, not a sequence.
admin@scaling.vnIs the workflow audit really free? What is the catch?
Yes. The audit is a 30-minute call where we map one of your workflows end to end and tell you what is worth automating, what is not, and roughly what it would cost. You keep the workflow map whether or not you hire us. The call is also how both sides decide whether there is a fit. We do not pitch during the call and we do not add you to a mailing list.
Which platform do you build on?
Usually a self-hosted or cloud workflow platform in your own account, with code-level steps where a visual node would be fragile. If you already run something in-house, we build on that rather than adding another tool to your stack.
Do we need engineers on our side?
No. We need someone who understands the process and someone who can approve access to the systems involved. If you do have engineers, we will work to their conventions and hand over code they can read.
What happens to our automations if we stop the retainer?
They keep running. Everything lives in accounts you own and control, and each workflow ships with a runbook covering what it does, what it touches, and how to pause it. We also offer a paid handover session for whoever picks it up.
How do you handle our data?
Data stays in your systems. We work with least-privilege credentials stored in your secret manager, we do not copy production data into our own tools, and access is revoked at the end of an engagement. Data processing terms are signed before any build starts.
Where does AI actually get used?
Where deterministic rules run out: classifying free-text enquiries, summarising long threads, extracting fields from messy inputs, and drafting replies. Anything customer-facing ships behind a human approval step by default, and every prompt is versioned alongside the workflow.
Can you work with our existing CRM and email provider?
Yes. Anything with a documented API, webhook support, or a database we can reach is in scope. During the audit call we confirm the specific objects, fields, and rate limits involved before committing to a build.
How quickly can something go live?
A single well-defined workflow typically goes live within about four weeks, including a validation period against real traffic. Larger consolidations run longer and are broken into sequenced releases so value arrives before the whole programme finishes.
What if a workflow breaks at 2am?
Failures raise an alert to the channel you nominate, and failed records are retried or parked rather than silently dropped. Support windows and escalation paths are written into the engagement so you know exactly what response to expect.
Free workflow audit
Tell us the workflow that keeps breaking
Nine short fields, about two minutes. We reply with times for the call, not with a sales sequence.
- 1A person reads your requestThe person who reads it is the one who joins the call. There is no automated qualification step.Within 1 business day
- 2A free 30-minute workflow auditWe walk through your current process end to end and separate what is worth automating from what is worth removing.Usually within the week
- 3A written scope and a fixed priceIf there is a fit, you receive a workflow map, a scope, and a fixed quote. The map is yours whether or not we work together.Within 2 business days of the call
Prefer email? Write to admin@scaling.vn with a few lines about the process. We will reply with the same questions this form asks.