Systems & Reference Work
Real operational systems built in production environments, plus demonstration workflows showing modern automation architecture.
Architecture Case Studies
These are real operational systems, built in real environments, with real constraints. They demonstrate system thinking, not tool usage.
Automated HR Reporting & Compliance System
Problem
HR reporting and document tracking were handled manually across multiple spreadsheets. Each week: employee documents had to be checked by hand, missing or expired files were often discovered late, weekly reports were compiled manually, and errors depended on human attention. This created compliance risk and wasted several hours every week.
System Architecture
The system was designed to fully replace manual checks with a structured automation pipeline. Core logic: 1. Scheduled data ingestion from HR records, 2. Validation of required documentation, 3. Expiration date comparison, 4. Automated report generation, 5. Delivery to stakeholders. The system runs automatically and requires no manual intervention.
Workflow Overview
- •Scheduled trigger (weekly)
- •Data extraction and normalization
- •Business-rule validation
- •Conditional logic for missing/expired documents
- •Automated report creation
- •Distribution via email
- •Error handling and logging were built into the workflow to ensure reliability
Tech Stack
Outcome
Manual HR checks eliminated, weekly reporting automated, compliance visibility improved.
5–10 hours per week saved, depending on department size
Note
While this system was implemented in Python, the same architecture today would be deployed using n8n for orchestration and easier long-term maintenance.
OCR → Excel Work Schedule Automation
Problem
Work schedules were received as scanned PDF documents that required manual data entry into Excel spreadsheets. This process was time-consuming, error-prone, and created delays in schedule distribution. Staff had to manually transcribe dates, times, and employee assignments from scanned documents, leading to frequent mistakes and inconsistencies.
System Architecture
The system automates the extraction and validation of scanned documents into structured spreadsheets. The architecture includes: 1. OCR processing for scanned PDFs, 2. Data extraction and parsing, 3. Validation against business rules, 4. Structured data formatting, 5. Excel file generation with proper formatting. The system handles various document formats and quality levels.
Workflow Overview
- •Document ingestion (scanned PDFs)
- •OCR processing and text extraction
- •Data parsing and structure recognition
- •Validation against business rules
- •Error detection and flagging
- •Excel file generation with formatting
- •Quality checks and validation
Tech Stack
Outcome
Automated extraction and validation of scanned documents into structured spreadsheets, eliminating manual data entry.
Reduced processing time from hours to minutes per document
Note
This Python-based system demonstrates the architecture that would now be implemented using n8n's OCR nodes and Excel integration for improved maintainability.
Automated WhatsApp Alerts
Problem
Employee documentation expiry dates were tracked manually, and notifications were sent inconsistently. Critical documents would expire without warning, creating compliance risks. The manual process required someone to remember to check dates and send reminders, which often failed under workload pressure.
System Architecture
The system automates document expiry tracking and notification delivery via WhatsApp. The architecture includes: 1. Document expiry date tracking, 2. Automated date checking on a schedule, 3. Notification logic for approaching and expired documents, 4. WhatsApp message formatting and delivery, 5. Delivery confirmation tracking. The system ensures no document expires without proper notification.
Workflow Overview
- •Scheduled document expiry check
- •Date comparison and threshold detection
- •Notification logic (30-day, 7-day, expired)
- •WhatsApp message formatting
- •Automated message delivery
- •Delivery confirmation and logging
- •Error handling for failed deliveries
Tech Stack
Outcome
Automated WhatsApp alerts for expiring employee documentation, ensuring compliance and eliminating missed deadlines.
100% notification coverage, zero missed expiry dates
Note
This workflow architecture is now implemented using n8n's WhatsApp integration and scheduling nodes for more reliable and maintainable operations.
Demonstration Automations (n8n)
These are demonstration workflows designed to show how modern automation systems are built using n8n. They represent architectures I deploy for clients today.
AI Lead Qualification System
Lead Processing Automation
Problem
Incoming leads from multiple sources require manual qualification and routing, creating delays and inconsistent follow-up.
System Design
- •AI-powered lead scoring and classification
- •Multi-source lead aggregation
- •Automated routing based on qualification criteria
- •CRM integration and enrichment
Workflow Overview
- •Lead ingestion from web forms, email, and APIs
- •AI classification and scoring
- •Conditional routing based on score
- •CRM update and notification delivery
Outcome
- •Automated lead qualification and routing
- •Reduced response time from hours to minutes
- •Consistent qualification criteria applied
Smart Email Inbox Parser
Email Processing Automation
Problem
Important emails get buried in inboxes, requiring manual sorting and action. Critical messages are missed or delayed.
System Design
- •Email parsing and content extraction
- •Intelligent categorization using rules and AI
- •Priority-based routing and notifications
- •Action item extraction and task creation
Workflow Overview
- •Email monitoring and ingestion
- •Content parsing and analysis
- •Categorization and priority assignment
- •Notification and task creation
Outcome
- •Automated email sorting and prioritization
- •Critical messages never missed
- •Reduced inbox management time
Automated Invoice Processor
Document Processing Automation
Problem
Invoices arrive via email and require manual data entry into accounting systems, creating bottlenecks and errors.
System Design
- •OCR and data extraction from PDF invoices
- •Validation against business rules
- •Automated accounting system integration
- •Exception handling and approval workflows
Workflow Overview
- •Email monitoring for invoice attachments
- •PDF processing and data extraction
- •Validation and error checking
- •Accounting system update and notification
Outcome
- •Automated invoice processing end-to-end
- •Eliminated manual data entry
- •Faster payment processing cycles
HR Onboarding Automation
Employee Onboarding System
Problem
New employee onboarding involves multiple manual steps across different systems, creating delays and inconsistent experiences.
System Design
- •Multi-system workflow orchestration
- •Document generation and distribution
- •Automated account provisioning
- •Progress tracking and notifications
Workflow Overview
- •Trigger on new employee record creation
- •Document generation and email delivery
- •Account creation across systems
- •Progress tracking and completion notifications
Outcome
- •Streamlined onboarding process
- •Consistent experience for all new hires
- •Reduced administrative overhead
Data Synchronization Pipeline
Data Integration Automation
Problem
Data needs to be synchronized between multiple systems, requiring manual exports, transformations, and imports that are error-prone.
System Design
- •Automated data extraction from source systems
- •Data transformation and validation
- •Scheduled synchronization workflows
- •Error handling and conflict resolution
Workflow Overview
- •Scheduled data extraction
- •Data transformation and mapping
- •Validation and error checking
- •Target system update and confirmation
Outcome
- •Automated multi-system data synchronization
- •Eliminated manual data transfers
- •Real-time data consistency across systems
Customer Support Ticket Router
Support Automation System
Problem
Support tickets arrive from multiple channels and require manual triage and assignment, leading to delays and misrouting.
System Design
- •Multi-channel ticket aggregation
- •Intelligent routing based on content and rules
- •Priority assignment and escalation
- •Team assignment and notification
Workflow Overview
- •Ticket ingestion from email, chat, and forms
- •Content analysis and classification
- •Routing decision based on rules
- •Assignment and notification delivery
Outcome
- •Automated ticket routing and assignment
- •Faster response times
- •Improved routing accuracy
Meeting Scheduling Assistant
Calendar Automation
Problem
Coordinating meetings across multiple calendars requires back-and-forth emails and manual availability checking.
System Design
- •Calendar integration and availability checking
- •Automated meeting proposal generation
- •Response handling and confirmation
- •Calendar updates and reminders
Workflow Overview
- •Meeting request received
- •Availability check across calendars
- •Proposal generation and delivery
- •Confirmation and calendar update
Outcome
- •Automated meeting coordination
- •Reduced scheduling back-and-forth
- •Improved meeting efficiency