⚙️ Automation Specialist VAs

    Stop Doing Manually
    What Machines Can Do For You

    KeenlyVAs automation specialists build reliable, documented workflows using n8n, Zapier, and Make — connecting your CRMs, forms, emails, and apps so your business runs on autopilot.

    Book a Free Discovery CallSee All Services
    ✓ Real Automation Engineer✓ NDA Protected✓ Start Within 48 Hours

    Trusted by businesses in the US, Canada, Australia & Europe

    n8nZapierMakeGoHighLevelHubSpotAirtableMonday.comAsana
    What we do

    Automation That Actually Works — Built by Engineers, Not Guesswork

    Most VA agencies offer "automation help" — meaning they can set up a basic Zap. KeenlyVAs is different. Our automation lead is a professional automation engineer who has built production systems including AI receptionists, lead scraping pipelines, automated invoicing with Stripe and HubSpot, and RAG-powered chatbots. We don't just connect apps — we build systems that are reliable, maintainable, and fully documented.

    ⚙️

    Workflow Automation

    We design and build end-to-end automated workflows using n8n, Zapier, or Make. From lead capture to follow-up emails to CRM updates — every step connected, every task handled automatically.

    📊

    CRM Automation

    We automate your GoHighLevel, HubSpot, Airtable, Monday.com, or Asana setup — building pipelines, automating follow-ups, syncing data, and keeping your contacts organized without manual input.

    🛡️

    Built to Be Reliable

    Every workflow we build includes proper error handling, fallback logic, and monitoring. No silent failures. No broken automations at 2am. Just systems you can trust.

    📋

    Fully Documented

    Every system we build is documented in plain English so your team can maintain it, update it, or hand it off — without needing to call us every time something changes.

    Our tech stack

    We Work Inside the Tools You Already Use

    No need to switch platforms. We build inside your existing stack and connect everything together.

    n8n

    Open-source automation. Self-hosted, flexible, and powerful for complex workflows.

    Zapier

    The most popular automation platform. Fast to deploy, thousands of integrations.

    Make (Integromat)

    Visual workflow builder for complex, multi-step automations.

    GoHighLevel

    Full CRM + marketing automation for agencies and service businesses.

    HubSpot

    Automate your sales pipeline, email sequences, and contact management.

    Airtable

    Database-meets-spreadsheet. We build automated bases your whole team can use.

    Monday.com

    Project and workflow automation so nothing falls through the cracks.

    Asana

    Task automation, project templates, and team workflow coordination.

    We also work with
    Google SheetsSlackGmailStripeHubSpotNotionVapiGemini AIOpenAIWebhooksREST APIsJavaScriptBigQueryPDFcoPuppeteerLighthouse
    Who we help

    Built for Businesses That Are Done With Manual Work

    Agencies & Consultants

    You're managing multiple clients, tools, and team members. You need automations that sync your CRM, track projects, and send the right follow-ups — without hiring a full-time developer.

    Real Estate & Insurance Professionals

    You're drowning in leads, follow-ups, and paperwork. We automate your lead intake, CRM updates, appointment reminders, and client communications — so you close more deals with less admin. Real estate automation

    Startups & Online Businesses

    You're moving fast and need systems that scale. We build the automation infrastructure your business needs to operate efficiently from day one — without the overhead of a full dev team.

    Real projects we've built

    What Our Automation Engineers Actually Build

    These aren't hypothetical examples — these are real systems we've built for real clients. Every project below was designed with reliability, error handling, and full documentation in mind.

    Zillow Lead Scraper & CRM Pipeline

    Automated daily Zillow scraper for a California insurance agency — fetches new listings, filters by property type, auto-generates PDF reports, and notifies the quoting team via email. Zero manual work.

    n8nREST APIGoogle SheetsPDFcoGmail

    Lead Management with Scoring System

    Full lead intake system with automatic scoring, duplicate detection, CRM sync, and multi-channel alerts to Slack and email — so your team always knows which leads to prioritize first.

    n8nGoogle SheetsSlackGmailJavaScript

    AI Receptionist & Appointment Setter

    An AI-powered receptionist that handles inbound calls, checks calendar availability, books appointments, and updates your CRM — running 24/7 without a human on the line.

    n8nVapiGoogle CalendarAirtableWebhook

    AI Chatbot with RAG System

    An intelligent Facebook Messenger chatbot powered by Google Gemini with memory and a document knowledge base — answers client inquiries accurately using your own business content.

    n8nGoogle GeminiWebhookRAGFacebook API

    Website Audit & Automated Outreach

    Automated website audit system using Lighthouse and Puppeteer — runs performance checks, generates a branded PDF report, and sends a personalized outreach email to prospects automatically.

    n8nLighthousePuppeteerPDFcoGmail

    Smart Lead Capture & Dedup System

    Webhook-based lead capture with email deduplication, JavaScript data normalization, and simultaneous notifications to Slack and email for both new and returning leads.

    n8nWebhookJavaScriptSlackGmail

    Automated Invoicing System (HubSpot + Stripe)

    Fully automated monthly invoicing — triggers on the 25th, pulls deals from HubSpot, enriches invoice data, creates Stripe draft invoices, routes for finance approval, and handles errors with retry logic and Slack alerts. Includes BigQuery reconciliation.

    n8nHubSpotStripeBigQuerySlackXero

    AI-Powered Outreach with Human Approval

    End-to-end cold outreach system — fetches leads, uses an AI agent to write personalized emails, routes each one through a human approval dashboard before sending, tracks delivery status, detects "stop" replies, and automatically suppresses those leads from all future outreach. No accidental spam, no manual list cleaning.

    n8nAI AgentGmailGoogle SheetsSlackHuman-in-the-loop

    All projects include full documentation, error handling, and are handed over ready for your team to maintain.

    Why us

    Why KeenlyVAs Automation Is Different

    Real Engineer

    Our automation lead is a professional automation engineer, not a VA who watched YouTube tutorials. We build production-grade systems.

    5+ Years in the Industry

    Our team brings over 5 years of combined experience supporting US, Canadian, and Australian businesses.

    Full Documentation

    Every workflow ships with documentation. Your team stays in control — no black box systems.

    We've built AI receptionists that book appointments around the clock, lead pipelines that score and route contacts automatically, and invoicing systems that handle thousands of dollars in billing without a single manual step. Every system ships with full documentation — no black boxes, no dependency on us to keep it running.

    Case studies

    Real Work, Anonymized

    A growing real estate brokerage

    Real estateAutomation specialist VA

    The brokerage received a steady stream of leads from Zillow and its own website, but every lead landed in an inbox and waited for someone to copy it into the CRM. By the time a follow-up went out, the best buyers had already booked viewings elsewhere, and the team had no single view of which leads were warm.

    What we did

    • Built a Zillow lead scraper that pushes every new inquiry straight into the CRM
    • Added a deduplication step so no lead appears twice in the pipeline
    • Introduced a lead scoring system that ranks each contact by readiness
    • Wired automated follow-up sequences that respond within minutes
    • Built one dashboard that shows the whole pipeline at a glance

    What changed

    • Every new portal lead lands in the CRM without manual entry
    • First response time dropped from one business day to under an hour
    • Follow-up sequences run automatically on a fixed schedule
    • One dashboard replaced five separate spreadsheets

    Details anonymized to protect the client. Metrics describe process changes, not financial results.

    An independent insurance agency

    InsuranceAutomation specialist VA

    The agency answered calls during office hours only, and the phone rang through to voicemail every evening and weekend. Every missed call meant a potential policyholder calling a competitor the next morning, and the owner spent the first hour of each day returning voicemails instead of selling.

    What we did

    • Configured an AI receptionist that answers every call around the clock
    • Connected the booking flow so appointments land directly in the calendar
    • Set up missed-call follow-ups that go out the same day
    • Added handoff rules that route complex requests to a human
    • Wrote call scripts that match the agency's tone and services

    What changed

    • Calls are answered around the clock, including weekends
    • Appointments book themselves into the calendar
    • Missed calls receive a same-day follow-up
    • Complex requests route to the owner with a summary attached

    Details anonymized to protect the client. Metrics describe process changes, not financial results.

    Frequently Asked Questions

    An automation VA is a specialist who designs and builds automated workflows for your business using tools like n8n, Zapier, and Make. They connect your apps, remove repetitive manual tasks, and create systems that run reliably in the background — so your team can focus on high-value work.

    Ready to Put Your Business on Autopilot?

    Book a free 60-minute discovery call. We'll map out your biggest automation opportunities and show you exactly how KeenlyVAs can save you hours every week.

    Book a Free Discovery Call
    ✓ NDA Protected·✓ Dedicated to Your Success·✓ Start Within 48 Hours