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Agency operations automation across n8n, Make & Zapier

Praxoro Automation Hub

An operations backbone for agencies: 10 automated workflows for sales, delivery, billing and reporting, with AI triage, custom connectors and a central system of record.

My role: Architecture and development: workflows, Ops API, connectors, dashboard and infrastructure

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  • n8n
  • Make
  • Zapier
  • FastAPI
  • Next.js 15

Overview

Praxoro turns an agency's scattered, unmonitored automations into one observable operations engine. It runs a self-hosted n8n cluster in queue mode alongside native Make and Zapier integrations, all reporting to a central FastAPI Ops API as the system of record, with a Next.js 15 health dashboard on top. Ten workflows cover the business end to end, from the first lead to the founder's daily briefing.

The challenge

Digital agencies and high-ticket service firms run on dozens of small automations that nobody monitors. Leads are scored by gut feel, proposals and status reports take hours to write, invoices mix domestic GST and export rules by hand, and when a Zap or scenario fails, nobody notices until a client or the accountant does.

Praxoro needed to replace that with a single, observable system: every workflow logging to one source of truth, failures caught centrally, tax handled correctly for Indian and international clients, and the flexibility to run on n8n, Make or Zapier depending on what each client already uses.

How it works

  1. 1Webhooks & schedules
  2. 2Caddy (TLS)
  3. 3n8n queue / Make / Zapier
  4. 4AI scoring & triage
  5. 5Ops API (PostgreSQL)
  6. 6Slack + dashboard

Architecture

Webhooks, CRM and payment events and schedules enter through a Caddy 2 reverse proxy with automatic TLS. Behind it sit three services: the FastAPI Ops API on Python 3.11 with SQLAlchemy 2.0 and Pydantic v2 as the system of record, the n8n editor, and a Next.js 15 health dashboard. n8n runs in queue mode, handing executions to two workers through a Redis Bull queue, and everything persists to PostgreSQL 16.

Ten workflows cover sales (AI lead scoring, follow-up cadence, proposal drafting), delivery (deal-won onboarding, weekly status reports), billing (multi-currency tax invoicing, payment tracking and dunning), support (LLM triage into GitHub or Linear), marketing (content repurposing) and leadership (a daily business briefing). Each run is logged to the Ops API, and a global error workflow catches failures.

The Ops API is exposed as a first-class integration on every platform: a TypeScript n8n community node with an action node and a trigger node that subscribes to Ops API webhooks on activation; a Zapier platform app with new-lead and invoice-paid REST-hook triggers, create actions and searches; and a Make custom app with modules and RPCs for dynamic dropdowns. The three flagship workflows run on all three platforms, so the cost and trade-offs can be compared directly.

What I built

AI lead capture and follow-up

Leads are normalised, de-duplicated and scored 0–100 by an LLM on budget, urgency and fit; hot leads go to Slack with one-click Cal.com booking, and a Day 2 / 5 / 10 cadence follows up the rest.

Proposals and onboarding

Call notes become a branded HTML proposal for one-click approval; a won deal provisions the client and project, a Slack Connect channel, Trello board, GitHub repo, MSA and a 50% advance invoice.

Multi-currency tax invoicing

Domestic invoices carry 18% GST with Razorpay payment links; export invoices in USD or EUR are zero-rated under LUT with Stripe Checkout links. Dunning runs from three days before due to founder escalation after 14 days.

Support triage

An LLM classifies tickets P1 to P4, pages on-call for urgent bugs, opens GitHub or Linear issues automatically and drafts an empathetic client reply.

Reporting

Weekly client status reports built from Trello moves, merged PRs and logged hours, content repurposing into LinkedIn and X drafts, and a daily executive briefing with cash collected, overdue accounts and automation success rate.

Native connectors on three platforms

A TypeScript n8n community node with action and trigger nodes, a Zapier platform app with REST-hook triggers, actions and searches, and a Make custom app with dynamic dropdowns.

Engineering decisions

  • Keep one system of record (the Ops API) so every platform reads and writes the same leads, clients, invoices and runs.
  • Run n8n in queue mode with Redis and separate workers so high-volume pipelines scale without recurring per-task fees.
  • Enforce idempotency in the database and route every failure through a global error workflow, so runs are never duplicated or silently lost.
  • Offer the same flagship workflows on n8n, Make and Zapier, so clients can stay on the platform they already use.

Results

  • 10 production-packaged workflows across sales, delivery, billing, support, marketing and leadership.
  • No duplicate records, enforced by database idempotency checks, and no unhandled failures thanks to global error workflows.
  • Automatic split between 18% GST domestic invoices and zero-rated export invoices.
  • Self-hosted n8n runs 500 flagship executions a month for a fixed ~$15 VPS, compared with ~$50/month on Zapier.

Stack

Orchestration
n8n (queue mode, Redis Bull), Make.com, Zapier CLI
System of record
Python 3.11, FastAPI, SQLAlchemy 2.0, Pydantic v2
Data
PostgreSQL 16, Redis 7, SQLite for local development
Dashboard
Next.js 15 (App Router, React 19), Tailwind CSS
Connectors
n8n community node (TypeScript), Zapier platform app, Make custom app
Infrastructure & integrations
Caddy 2 with automatic TLS; Slack, HubSpot, Cal.com, Trello, GitHub, Linear, Razorpay, Stripe

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