5 DIY automations small businesses can build with Zapier or n8n

You don't need to buy a big new app to save time. A lot of small business busywork can be handled by a simple automation you build yourself in Zapier or n8n.

• Zapier is easier to start. You click steps together in your browser. Zapier lists a free plan, and multi-step Zaps start at $19.99/mo.
• n8n gives you more control. n8n's software costs nothing to run on your own server, but you pay for that server and you fix it when it breaks. Or use n8n's cloud, which starts at $20/mo.

Either way, the other apps you connect (Gmail, Google Sheets, texting, AI) may cost extra.

Here are 5 automations from real builders, with the steps. We track all of them in the BusyWorkBots directory.

1. Quote Request Kit (n8n, home services)

What it does: Five workflow templates (free to download from GitHub) for quote requests, booking, reviews, and payment reminders. Built on n8n with Google Sheets, Gmail, and Google Calendar.

Steps:

1. Download workflow.json from the folder you want.
2. In n8n, make a new workflow and import the file.
3. Read the yellow "About" note for setup.
4. Connect your Google account.
5. Put your business name, email, and review link in Settings before you turn it on.

Templates on GitHub · Our page on it

2. Missing Document Chaser (n8n, accountants and bookkeepers)

What it does: Emails clients who still owe you documents and keeps track of every reminder. Uses n8n, Google Sheets, OpenAI, and Gmail.

Steps:

1. Import the template into n8n.
2. List open document requests in a Google Sheet.
3. Connect Gmail and OpenAI.
4. Set reminders for weekdays.

n8n template · Our page on it

3. Cleaning Request Replier (n8n, cleaning companies)

What it does: Catches cleaning requests from your website, blocks spam, and sends a thank-you. Uses n8n, Google Sheets, and Gmail.

Steps:

1. Point your website form at the workflow's web address.
2. Connect Google Sheets and pick your sheet.
3. Connect Gmail.
4. Add your rules for which area goes to which owner.
5. Start in test mode, then switch to live.

n8n template

4. New Client Onboarder (Zapier, consultants and coaches)

What it does: When a new client pays or fills out a form, it sends a welcome email, makes a shared folder, and sends a booking link. Uses Zapier with a form, Stripe, Gmail, Google Drive, and a calendar.

Steps:

1. Start the Zap when a payment or form comes in.
2. Send the welcome email.
3. Make the Google Drive folder.
4. Make the project.
5. Send the booking link.
6. Send yourself a Slack heads-up.

Time saved: The article's author works out about 13.8 hours a month at 10 new clients a month (about 83 minutes each). That is the author's own example, not a measured result. Source article

5. A missed-call list built by asking Claude (Zapier, plumbing and HVAC)

What it does: A plumbing and HVAC shop used Claude, connected to Zapier, to build Zaps by just describing them in plain words. One example they gave: "Every 15 minutes, list missed calls and open quotes with no follow-up."

Steps:

1. Ask Zapier for Next-Gen Zaps early access.
2. Connect Claude to Zapier.
3. Tell Claude in plain words what you want.
4. Test each Zap and check the data lands in the right place.

Zapier's write-up

Tips before you build

• Start with one job. Pick the task you do most often and hate the most.
• Keep a human check. For anything that goes to a customer, start with drafts you approve.
• Test with old data. Run it on last month's quotes or requests before you turn it on for real.
• Write down what it does. If the person who built it leaves, someone else needs to know how it works.

Want more like these, sorted by industry? Every DIY listing in the directory has the tools and steps: busyworkbots.com.

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Full disclosure: I run BusyWorkBots.