Leads
A lead lands in the CRM automatically, gets qualified, and the right salesperson is notified, without anyone copying anything by hand.
Process automation
We automate manual, repetitive business processes.
Reply within 1 business dayBuilt around the tools you already useNo-commitment audit
86h
Manual hours to review
7
Bottlenecks found
Operational drag
The strongest opportunities usually sit where volume, repetition, and slow handoffs meet.
What we do
What we build depends on what we find in the process.
Sometimes the answer is connecting tools you already use, like your CRM and your inbox. Other times there's no existing tool that solves the problem, so we build a new one. We decide after looking at the process, not before.
Support
Tickets arrive already classified by urgency, with a first draft reply ready to review before it goes to the customer.
Reporting
This week's numbers are pulled automatically from the tools where they already live and land in an inbox, so nobody has to open a spreadsheet.
Admin
Documents, reminders, and updates that repeat every week start happening without anyone doing them by hand.
Leads
A lead lands in the CRM automatically, gets qualified, and the right salesperson is notified, without anyone copying anything by hand.
Support
Tickets arrive already classified by urgency, with a first draft reply ready to review before it goes to the customer.
Reporting
This week's numbers are pulled automatically from the tools where they already live and land in an inbox, so nobody has to open a spreadsheet.
Admin
Documents, reminders, and updates that repeat every week start happening without anyone doing them by hand.
What usually happens
Manual tasks that repeat every week.
Copying an email into the CRM. Updating a spreadsheet. Confirming an order by hand. These are common in sales, support, and admin, and they add up to hours every week.
1
A lead waits because nobody has copied their details into the CRM yet
2
Support spends the morning sorting routine requests from urgent ones
3
Friday's report depends on someone opening a spreadsheet and updating it by hand
4
The CRM is missing information, or it's updated days too late
5
Following up with a client depends on someone remembering, and they don't always remember
A lead waits because nobody has copied their details into the CRM yet
Support spends the morning sorting routine requests from urgent ones
Friday's report depends on someone opening a spreadsheet and updating it by hand
The CRM is missing information, or it's updated days too late
Following up with a client depends on someone remembering, and they don't always remember
Savings estimate
Savings calculator.
Estimate how many hours repetitive work may be costing, then use the audit to identify which workflows are worth automating first.
The audit shows which workflows to automate first.
Free AI auditEstimated automation upside
73
Hours saved / month
€2,037
Estimated monthly savings
€24,442
Estimated yearly savings
Indicative estimate. Actual results depend on process volume, tool access, process quality, and how quickly the team adopts the new way of working.
Capabilities
What we usually build.
We focus on where teams lose the most time: leads, support, reporting, admin, and the tools that don't talk to each other.
01
Lead management automation
Capture, enrich, qualify, route, and follow up with leads across forms, CRM, email, and calendars.
02
Customer support workflows
Classify requests, draft first responses, and escalate the exceptions that actually need a person.
03
Reporting and dashboards
Scattered operational data turned into scheduled reports and views that management actually uses.
04
Admin workflow automation
Automate recurring back-office tasks, document handling, reminders, updates, and handoffs.
05
CRM and tool integrations
Keep CRM, inboxes, spreadsheets, databases, and internal tools in sync with fewer manual steps.
06
Internal AI assistants
Build focused assistants for search, summarization, triage, drafting, and repeatable knowledge work.
Projects
A few of the projects we've already built.
Real examples, with client names attached. See more detail on the Projects page.
Real Estate
André Reis — IAD Agent (Miraflores and Cascais)
An independent real estate agent building a scalable structure, aiming to move away from manual work and gain real commercial intelligence on his market.
Lead GenerationCRMFollow-up AutomationDashboards
Real Estate
Pixel & Property
A property management platform that needed an online presence to match its product, with clear subscription options.
WebsiteCMSPricingBooking System
Ecommerce
order2party.pt
A WooCommerce store selling party supplies — from catalog automation and AI-driven pricing to technical optimization and a new visual identity.
Catalog AutomationAI PricingWooCommerceTechnical SEO
Marketplaces and Platforms
Petabook
A dog-hotel booking marketplace, with search, reviews, and its own dashboard for partner hotels. Vektrum built the SEO reporting, the analytics dashboards, and the form automation.
SEO AutomationAI ReportingAnalyticsn8n Automation
Process
From audit to a working automation system.
The first step is a clear audit of where automation can create commercial value. If there is a fit, we map, build, test, deploy, and improve the system.
01Audit
Audit
We review the team, tools, repetitive tasks, missed handoffs, and places where work slows down.
02Automation map
Automation map
We prioritize the workflows with the strongest business case and define what should happen automatically.
03Build and integrate
Build and integrate
We create the workflow, agent, dashboard, or internal tool and connect it to your existing stack.
04Test and deploy
Test and deploy
We validate edge cases, document the process, launch with the team, and improve based on real usage.
The audit is free, with no sales pitch, just the next steps.
Outcomes
After automating.
What usually changes for the teams we work with.
Fewer hours spent on repetitive admin
Faster replies to leads and customers
A CRM with more complete, more current data
Follow-ups that no longer depend on someone remembering
Reports that show up on their own, with nobody assembling them by hand
Fewer hours spent on repetitive admin
Faster replies to leads and customers
A CRM with more complete, more current data
Follow-ups that no longer depend on someone remembering
Reports that show up on their own, with nobody assembling them by hand
Use cases
A few concrete examples of what we automate.
Practical starting points for teams that want to move faster without hiring more people or adding more complexity.
Client onboarding
Automate contract creation, project folder setup, and welcome emails when a deal is closed won in your CRM.
Support triage
Automatically tag incoming tickets by urgency, draft initial responses based on knowledge bases, and alert the team.
Lead routing
Route new inbound leads instantly based on industry or region, setting reminders for sales reps to follow up.
Weekly reporting
Pull weekly sales and support KPIs automatically, compile them into a PDF, and email it to management.
Data synchronization
Keep Stripe purchases, operational Google Sheets, and CRM databases in sync automatically in real-time.
Meeting follow-ups
Transcribe Zoom calls, extract action items, log them in your CRM under the client profile, and email follow-ups.
How we work
Four things we do on every project.
The technology (n8n, a CRM, an LLM) is a means, not the point. These four things stay the same across every project, regardless of what we end up building.
We look at the process before picking any tool
We work with what you already use (CRM, spreadsheets, email) instead of asking you to replace it all
We measure what actually saves time, not what looks impressive in a demo
We tell you when something isn't worth automating
FAQ
Frequently asked questions.
A few practical details before requesting the free AI audit.
Is the AI audit really free?
Yes. The audit is free and designed to identify practical automation opportunities with no commitment.
Do we need to know what we want automated?
No. It's normal not to know exactly. The audit exists to find out what's actually worth automating first.
Can you work with our existing tools?
Yes. We usually build around current CRMs, inboxes, spreadsheets, calendars, databases, and team tools.
What happens after the audit?
You receive a clearer automation map. If there is a strong fit, Vektrum can design and build the system.
Free AI audit
Free audit, no commitment.
An audit to find out which processes are worth automating first.
Free AI audit