The Simple Automation Stack for Small Teams

Most small teams I work with are drowning in tools but starving for automation. Here's the minimal stack that actually delivers results:

The Core Stack (3 layers):

Layer 1: Orchestration (pick one)

This is the brain-where automations live and run.

Make.com - Best for visual builders, great integrations, affordable

n8n - Best for technical teams, self-hostable, very flexible

Zapier - Best for simple workflows, most integrations, easy but expensive at scale

My recommendation for most small teams: Make.com

Why: Balance of power and usability, reasonable pricing, excellent integration library.

Cost: €16-82/month depending on usage

Layer 2: Data Hub (pick one)

This is where structured data lives that doesn't fit in specialized tools.

Airtable - Best for non-technical teams

Notion - Best if you're already using it for docs

Google Sheets - Best for budget-conscious (but limited)

My recommendation: Airtable

Why: Proper database features, great API, automations can query it directly.

Cost: €0-20/month for small teams

Layer 3: AI Assistant (pick one)

This handles the "smart" parts-extraction, categorization, drafting.

OpenAI API - Most capable, best for complex tasks

Claude API - Best for longer content, very accurate

Make's AI modules - Built-in, good for simple tasks

My recommendation: OpenAI API through Make

Why: Most flexible, pay-per-use keeps costs low.

Cost: €10-50/month typically

The full stack cost:

Make: €52/month

Airtable: €20/month

OpenAI: €30/month

Total: ~€100/month

For that, you get enterprise-level automation capability.

What you DON'T need:

• iPaaS enterprise platforms (thousands/month)
• Custom development (unless truly unique)
• Multiple orchestration tools
• Complex database infrastructure
• Dedicated automation staff (yet)

How these connect:

Example workflow (new customer order):

1. Order received (Shopify/form/email)

2. Make orchestrates the workflow

3. AI extracts/validates information

4. Airtable stores the structured data

5. Actions triggered in downstream tools (CRM, fulfillment, comms)

The integration reality:

Your existing tools (CRM, accounting, PM, communication) all have APIs. Make connects to 1000+ apps natively. The rest can use webhooks.

You don't replace your tools. You connect them.

Getting started:

1. Sign up for Make.com free tier

2. Connect your two most-used tools

3. Build one simple automation (form → CRM, for example)

4. Experience the magic

5. Scale from there

The mindset:

This stack isn't about having the newest tools. It's about having connected tools. Three well-integrated systems beat twenty siloed ones.

Start simple. Automate one thing. Then another. Compound those wins.