7/1/2025 • Aegis

Top 5 Mistakes Clients Make When Describing Automation Projects (And How to Fix Them)

n8n client-guide workflow automation freelance communication

😬 Introduction

You’ve got a great idea. You want to automate tasks, save time, and eliminate boring manual work — awesome.

But if you’re not careful, the way you describe your automation project can ruin everything.

As someone who’s worked with dozens of clients on automation using n8n, I’ve seen the same mistakes over and over again.

This article breaks down the top 5 client mistakes — and exactly how to fix them — so your dev can deliver faster, cleaner, and cheaper.

❌ Mistake #1: “I want to automate everything”

What’s wrong with it:
That’s not a project description. That’s a dream — and usually an unclear one.

Automation has to start somewhere. Without a defined trigger, expected result, and a few steps in between, no developer can begin.

✅ Instead, try:

“When a client fills out a Typeform, I want to log the data to Airtable, email them a thank you message, and alert me on Telegram.”

Now that’s specific.

❌ Mistake #2: No Trigger Defined

What’s wrong with it:
Every automation starts with something — a form submission, a new payment, a file upload. If you don’t tell your dev what starts the workflow, they’ll be stuck asking basic questions.

✅ Instead, try:

“The workflow should start when someone books a call on Calendly.”

Bonus tip: If it’s time-based, say so:

“I want this to run every day at 8AM to check my CRM.”

❌ Mistake #3: No Tools or Accounts Mentioned

What’s wrong with it:
You say “send the email” — but from where? Gmail? SendGrid? Outlook?

You say “save the data” — but to what? Google Sheets? Notion? PostgreSQL?

If you don’t tell your dev what tools you’re using (and whether you already have access), we’ll spend more time guessing than building.

✅ Instead, try:

“Form: Typeform
Storage: Google Sheets
Messaging: Gmail (I have access)
Notification: Telegram”

❌ Mistake #4: Missing Logic or Conditions

What’s wrong with it:
You describe the steps, but forget the logic that matters.

“Only send the notification if the form says ‘urgent’.”
“Skip this if the value is under $100.”

Without this, the workflow runs blindly — and you’ll say “this isn’t what I meant.”

✅ Instead, try:

“If the response contains the word ‘urgent’, then send it to Slack. Otherwise, just store it.”

❌ Mistake #5: No Clear Final Output

What’s wrong with it:
“I just want it to work” isn’t a goal. Your dev needs to know: What does success look like?

A message sent? A row added? A PDF created? A webhook called?

✅ Instead, try:

“At the end, I want a summary sent to my email in this format…”

You’ll get what you want only if you say what you want.

✅ Quick Fix: Use This Format

If you’re hiring a dev to build your n8n workflow, describe it like this:

🎯 Goal: What should the automation accomplish?

🔔 Trigger: What starts the workflow?

🧱 Steps:

Do this...

Then this...

🧰 Tools: What apps are used?

🔁 Logic: Any if/else rules?

📤 Output: What happens at the end?

Example:

“I want to automate my client intake process.

  • Trigger: New response in Typeform
  • Step 1: Add to Airtable
  • Step 2: If budget > $1000, send Telegram alert
  • Step 3: Send confirmation email from Gmail
  • Output: Airtable row + Telegram message + Email”

Now we’re talking.

🧠 Final Thoughts

Most automation projects fail — not because they’re too hard — but because they’re described too vaguely.

Be clear, be specific, and your dev will thank you (and probably charge you less).

👋 Need Help Building Your n8n Workflow?

I help clients take messy ideas and turn them into clean, functional automations.

👉 Contact me here — or share your project using the checklist above.

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