VulCode

Business process automation with n8n and scripts

VulCode automates repetitive work in companies that sell online or serve customers: retyping orders into invoices, sending invoices to KSeF, sales reports and team notifications. We build the workflows in n8n when you want to see and change the steps, or write them as code when the process is complex. They run on your server, with retries and an alert on failure.

from PLN 499

The figure for your scope comes in a free quote.

Service catalog
The n8n editor with the Order to invoice workflow: the store webhook, a data check, an invoice lookup, issuing, the CRM contact and the email, with an error branch to manual review
The error workflow's alert in #alerts: the invoice for order #20417 failed after 3 tries, and a staff member retries it after the invoicing app's downtime

What we automate most often

What automates best is what someone does the same way every day: retyping, copying, sending and checking. Almost every business that sells online or serves customers has processes like these.

  1. Orders

    By hand todaySomeone retypes every paid order into the invoicing app or the ERP, line by line.

    Starts itA paid store order
    Comes outA document in the ERP or invoicing app

    With the same lines as in the store.

  2. Invoices

    By hand todayAn invoice waits until someone sends it to KSeF and separately to the customer, and longer when that person is off.

    Starts itAn issued invoice
    Comes outSending to KSeF and an email to the customer

    The invoice status shows next to the order.

  3. Reports

    By hand todayThe summary is built from exports downloaded by hand, so it is only as fresh as the last copy and paste.

    Starts itA schedule, e.g. Monday morning
    Comes outA summary from several systems in one place

    It waits in one place before anyone asks for it.

  4. Notifications

    By hand todayThe team hears about a ticket, low stock or an outage only when someone notices.

    Starts itA new ticket, low stock, an outage
    Comes outA message to the team channel or a text

    Straight away, including whoever is on call.

  5. CRM

    By hand todayA contact form lands in the inbox and has to be moved into the CRM before sales even hears of it.

    Starts itA contact form, a new customer
    Comes outA contact with history and a task for sales

    With no data moved by hand.

We leave decisions to people. Automation gathers data, prepares the document and asks for approval where a mistake is costly. When a process needs text judgement, we combine it with an AI assistant.

From a paid order to an invoice and the CRM

One order passes through several systems, and the workflow talks to each of them through its API. The details of each integration are on its own page.

Webhook: order paidOnline store

It calls the workflow address once an order is paid. WooCommerce disables a webhook after more than 5 failed deliveries in a row, so that address always answers.

E-commerce platforms
or
Allegro

The workflow reads the order event journal and recognises an order by its id, so none is ever created twice.

Allegro
Data checkWorkflow

It checks the invoice details, such as a tax ID on a business order, and whether the order already has an invoice.

when something fails
Retries and an alert

If the invoicing app does not respond, the step retries a few times, then the team gets an alert with the order number.

Invoice and KSeFFakturownia and wFirma

It issues the invoice from the order data in your numbering series and stores its number with the order.

Fakturownia and wFirma
then
KSeF

The KSeF number goes to the order, and a rejection shows the reason KSeF gave rather than just the word error.

KSeF
Contact and messageCRM

It looks the customer up by email and creates a contact only when there is none.

and
Email

The invoice goes to the customer from an address on your domain, with SPF and DKIM set up so it stays out of spam.

When everything goes through: The invoice is issued, the customer gets it by email, and the CRM has a contact with the purchase history.

Spreadsheets and any system with an API or webhooks connect the same way.Integrations

An n8n workflow with retries and an alert

When the invoicing app or another system does not respond for a moment, the workflow tries again by itself. If it still fails, the order goes for a check and the team gets an alert.

  1. We retry before anyone noticesThe workflow waits 5 s and tries again, up to 3 times. A short outage on the other side ends without anyone lifting a finger.
  2. No order gets lostIf it still fails, the order goes on a list for a manual check, together with the history of tries.
  3. You get an alertThe team gets a message with the order number and what went wrong, and after the fix it reruns the execution with one click.
Execution history in n8n: run #4193 failed to issue the invoice after 3 tries and went for a check, retry #4195 succeeded

Where it runs and how we catch failures

Workflows run on your side, not in someone else's cloud, unless you deliberately choose otherwise. An automation whose failures nobody notices is worse than none.

Triggers
  • Webhooks from the store and forms
  • A schedule
  • New files and messages
Your serverDocker
  • n8n or scripts

    Every step with retries, and every workflow with its error workflow.

  • Workflow database

    Covered by backups, like the rest of the server.

  • Passwords and keys

    Service credentials live in the credential store, not inside the workflow. Each service gets its own key with minimal permissions.

  • Execution history

    You can see which order went through and which waits for a manual check.

The store webhook arrives at an address on this server, so the order data never passes through someone else's cloud. Without a licence key, n8n runs as the free Community edition.

Where it goes
  • Team channel or a text

    An alert with the workflow name, the error and a link to the run, so it is clear at once what to fix.

  • Repository

    A JSON export of every workflow in a repository, so you know who changed what.

Servers and DevOps

Automation you do not have to watch

The difference shows at the first failure: our workflow retries, raises an alert and loses no orders.

What you getYourselfQuickVulCode
Steps visible on a diagramPartlyNoYes
Simple changes without a developerPartlyNoYes
Retries and an alert on failureNoNoYes
Data from your systems, even without a ready APIPartlyPartlyYes
Runs on your serverYesPartlyYes
Backups and a history of changesNoNoYes
Your timeevenings over the docsa phone call when it stopsyou describe the process and get a working flow

We build workflows in n8n, and where there are many rules or the process reaches inside your system, we add code, such as an API integration. We make that choice for you when quoting.

Our automations

We automate our own work first. These tools took over routine work across our infrastructure and the products we build.

  • vulp: a workspace overview in the terminal, with repositories, recent changes, todos and PRs
    vulp

    The state of dozens of repositories in one view and the same operations in batch, with guardrails against pushing the wrong thing. The terminal view serves people, and a JSON CLI serves scripts.

  • Flaem: invoices and corrections with each document's path through KSeF
    Flaem case study

    An invoice waits in a queue and goes to KSeF in the background with retries, so a KSeF outage never blocks a purchase.

Common questions about automation

Answers on where n8n runs, who changes the workflows, what it costs and who owns the code.

What in your business gets done the same way every day?

Describe the process you want to automate and which systems it uses. We will reply within an hour with questions and a quote.