AI Automation Specialist & Virtual Assistant
Building AI automation to minimize labor and optimize workflows.
I design and manage custom n8n automation pipelines that eliminate repetitive work, so you can focus on growing your business.
About
The person behind the systems.
I'm Rhonjie Gallo, an AI Automation Specialist and Virtual Assistant. My work focuses on reducing the manual burden of running a business by building self-running systems that connect your tools and keep operations moving — without the need for constant human intervention.
I work with founders and small teams who want to scale their operations without scaling their headcount. My approach is practical: I analyze your existing workflow, identify where time is being lost, and implement automation that delivers measurable results.
Tools I work with
Services
What I help you with.
Each service is a specialized automation pipeline built and maintained specifically for your business.
Automated Lead Operations
Capture, qualify, and route leads automatically. From form submission to CRM entry, every step happens without manual input — including AI-generated follow-up drafts and real-time notifications.
Business System Monitoring
Stay informed without watching dashboards all day. I build automated health-check workflows that monitor your APIs, storage, and integrations, then alert you the moment something needs attention.
Content & Data Syndication
Publish content across platforms without the copy-paste work. I build pipelines that take your approved content from Notion or Airtable and automatically push it to WordPress and other channels.
AI Document Extraction & Approval Pipelines
I build intelligent pipelines that use AI to instantly read and extract structured data from messy PDFs, emails, or invoices. The data is logged into your CRM, and the workflow pauses to ask you for one-click approval via interactive Slack buttons before executing final actions.
Work
Automation pipelines I've built.
Real n8n workflows built to eliminate manual labor, protect business data, and run without human intervention. Click any project to see the full case study.
Autonomous B2B Lead Triage, Labeling & Multi-Channel Routing Pipeline
The Problem: The sales team was manually reading every incoming lead message, trying to deduce if the prospect had intent and budget. They were wasting hours every week sifting through spam and low-budget inquiries, which delayed their response times for the high-priority, "ready-to-buy" prospects. By the time they logged a hot lead into Airtable and notified the team, the prospect had already moved on.
🎬 Walkthrough Video
⚙️ Technical Blueprint
Actual n8n workflow — Google Gemini instantly analyzes lead intent/budget, categorizes them, and routes them to the correct databases and alert channels
Before
- Hours wasted manually reading and qualifying lead emails
- High-priority leads sat in the inbox for hours before a response
- Sales team constantly distracted by spam and unqualified inquiries
After
- AI reads the message and scores intent instantly (Hot/Warm/Cold/Spam)
- Hot leads are instantly pushed to Airtable + Slack/Gmail alerts sent to sales
- Cold/Spam leads are silently logged to Google Sheets, keeping sales focused
Who this is for
- B2B agencies and consultants receiving website form submissions they currently qualify by hand
- Sales teams wasting hours each week reading through low-intent and spam inquiries
- High-ticket service businesses who can't afford to miss a hot prospect due to a slow response
Downtime-Proof CMS Content Syndication & Publishing Pipeline
The Problem: Content managers spent 30+ minutes per article manually copying draft text from Notion into WordPress, writing preview summaries, and formatting URL slugs. During server downtime or 504 Gateway Timeouts, submitted articles were dropped mid-flight and permanently lost.
⚙️ Technical Blueprint
Actual n8n workflow — server downtime path caches content locally via failed_payloads.json, zero data loss
Before
- 30 minutes of manual work per article published
- Content permanently lost during server maintenance
- Manual slug formatting and excerpt writing
After
- 1-click publishing from Notion directly to WordPress
- 100% content safety — local JSON backup cache on downtime
- Automated SEO slug and excerpt generation
Who this is for
- Content marketing agencies publishing multiple blog posts or articles per week
- SEO managers who draft in Notion or Google Docs but need content live on WordPress fast
- Digital publishers managing editorial pipelines across multiple platforms without a dev team
Intelligent OCR Pipeline & Automated Triage System
The Problem: Administrative staff in healthcare and legal clinics spend up to 20 hours a week manually downloading email attachments, reading PDF intake forms, re-typing patient data into a CRM, and physically notifying doctors of urgent cases. Human error leads to missed critical alerts and severe data-entry bottlenecks.
⚙️ Technical Blueprint
Actual n8n workflow — multi-channel ingestion, AI OCR extraction, intelligent triage branching, and Dead Letter Queue crash protection
Before
- 20+ hours/week manually reading PDFs and data entry
- Critical patient alerts delayed by human bottlenecks
- High risk of human error when copy-pasting data to CRM
After
- AI reads PDFs instantly upon Drive upload or Gmail receipt
- Urgent cases routed to Slack/Telegram in <1 second
- 100% fail-safe reliability via Error Trigger routing
Who this is for
- Medical clinics and healthcare administrators buried in manual PDF intake processing
- Law firms and real estate agencies that need urgent documents triaged and routed to the right person instantly
- Any document-heavy operation where human error in data entry is a compliance or business risk
Automated YouTube Shorts Ingestion & Scheduling Pipeline
The Problem: A content team posting 3–5 YouTube Shorts daily was spending 10–15 minutes per video on manual uploads — opening YouTube Studio, entering titles, setting schedule times, and confirming each upload individually.
⚙️ Technical Blueprint
Actual n8n workflow — 5 nodes from Google Sheets trigger to scheduled YouTube publish
Before
- 10–15 minutes of manual work per video upload
- 5–10 hours/week lost for high-volume teams
- Human error risk on title, schedule, and metadata
After
- 0 minutes of human labor — log in sheet, done
- Auto-fetches from Drive, uploads & schedules via YouTube API
- Scales to any volume without additional effort
Who this is for
- Content creators posting 3–5 YouTube Shorts per day who spend too long on manual uploads
- Social media managers running high-volume channels who want to batch-schedule a full week in one sitting
- Video teams who want to focus entirely on creating content, not studio admin work
Omni-Channel Order Intelligence & AI-Powered Freight Documentation Pipeline
The Problem: The brand's logistics team spent hours every day manually exporting CSVs from Shopify and Amazon, cross-referencing them against warehouse inventory databases, and messaging the warehouse on Slack when stock ran out. International orders meant staff manually typing Customs Declarations into PDFs and emailing freight forwarders line by line. Worst of all — when API connections timed out, orders silently dropped with zero visibility. Customers would email two weeks later asking where their package was.
🎬 Walkthrough Video
⚙️ Technical Blueprint
Actual n8n workflow — dual-trigger ingestion, live PostgreSQL inventory sync, AI-generated customs documents, and a Dead Letter Queue that catches every crash
Before
- 20+ hours/week on manual CSV exports, stock checks & freight paperwork
- Silent order drops during API timeouts — no alert until customer complaints
- Hours per international order typing Customs Declarations by hand
After
- 1,000+ omni-channel orders synced daily — zero human intervention
- 100% crash visibility via automated Dead Letter Queue (DLQ) logging
- AI Agent auto-generates Customs PDFs & dispatches to freight forwarders via Gmail
Who this is for
- E-commerce brands on Shopify or Amazon processing high volumes of daily orders across multiple channels
- Logistics managers drowning in manual CSV exports, stock checks, and freight paperwork every day
- Operations teams who need real-time warehouse alerts and zero-touch international freight documentation
Autonomous AI Pitch Deck Screening & Human-in-the-Loop Pipeline
The Problem: The investment committee was drowning in inbound pitch decks. Partners were spending hours manually downloading PDFs, reading through 20-page decks just to find basic financial metrics (ARR, Churn, Burn Rate, Runway), and typing them into Airtable. Good deals were slipping through the cracks because the team couldn't triage the volume fast enough.
⚙️ Technical Blueprint
Actual n8n workflow — Google Gemini AI extraction, dynamic Airtable Upsert logic, and interactive Slack Human-in-the-Loop approval
Before
- 15+ hours/week manually reading PDFs and extracting financial metrics
- High risk of duplicate CRM records when startups submit updated decks
- Slow response times to founders, causing lost deals
After
- AI instantly extracts ARR, Churn, Burn, and Runway from any PDF
- Smart Airtable "Upsert" logic dynamically prevents duplicate records
- Interactive Slack buttons allow partners to approve deals with one click
All workflows are real n8n builds — available for demonstration upon request.
Get in Touch
Let's talk about what you need automated.
Tell me about the manual process that's eating up your time. I'll assess it and let you know if an automation solution is the right fit.
rhonjiez@gmail.com