Kingfisher Ads
Agency Operations Automation with AI-Powered Reporting
Ongoing Implementation
Digital Marketing Agency
19-25 hrs/week projectedThe Challenge
Kingfisher Ads, a growing Irish online advertising agency, manages ad campaigns across Meta, Google, Shopify, and BigCommerce for multiple clients. As they took on more clients, they hit a classic agency problem: operational overhead was growing faster than revenue.
The team was drowning in repetitive work—pulling data from ad platforms, generating client reports, calculating and creating invoices based on ad spend, managing client communications across Slack and ClickUp. Every new client meant 10-15 hours of additional weekly admin work. They couldn't afford to hire more staff just to handle operations, but without automation, they were maxing out capacity. The business was growth-constrained by manual processes, not by demand or capability.
The Solution
We built a comprehensive n8n automation system with GPT-4 integration to automate the three biggest time drains: performance reporting (automated data extraction and AI-generated insights), invoice generation (ad spend-based billing with Xero integration), and unified dashboards (real-time multi-platform data with intelligent analysis). The goal: enable Kingfisher to serve 3-5x more clients without adding operational staff.
What We Built
AI-Powered Reporting
Automated data extraction from Meta and Google Ads, combined with e-commerce data. GPT-4 analyzes performance and writes executive summaries with scheduled delivery to clients.
Automated Invoicing
Ad spend-based invoice generation with Xero integration. Automatic fee calculation, professional invoice creation, and payment tracking—eliminating billing errors entirely.
Unified Dashboards
Real-time data from Meta, Google, Shopify, and BigCommerce in one dashboard. GPT-4 identifies opportunities and red flags automatically with actionable recommendations.
Projected Impact
Per week saved on operations
Estimated annual value in recovered time
Capacity increase without adding staff
Reduction in client support inquiries
Additional Projected Wins
- Eliminated billing errors entirely (from 5-10% error rate to 0%)
- Team can focus on campaign strategy and optimization instead of admin work
- Capacity to add $150K-$250K in annual revenue without hiring operations staff
- 10-20% projected improvement in campaign performance through faster optimization cycles
How It Works
Multi-Platform Data Extraction
n8n workflows automatically pull campaign data from Meta Ads and Google Ads APIs, combine with Shopify and BigCommerce conversion tracking, and aggregate into unified datasets. Scheduled extractions run daily or weekly based on client needs.
AI-Powered Analysis & Reporting
GPT-4 analyzes performance data, identifies trends and anomalies, and generates executive summaries with actionable insights. Reports are automatically formatted and delivered to clients via email or Google Sheets with branded templates.
Automated Billing & Accounting
Ad spend is monitored in real-time, agency fees are calculated automatically, and professional invoices are generated in Xero accounting system. Payment tracking, reconciliation, and overdue reminders all run automatically—eliminating manual billing work entirely.
Technical Stack
Platform & Automation
- • n8n (self-hosted automation)
- • OpenAI GPT-4 API
- • JavaScript for calculations
Integrations
- • Meta Ads & Google Ads APIs
- • Shopify & BigCommerce
- • Xero (accounting)
- • Slack & ClickUp
Ready to Scale Your Agency?
See how we can automate your reporting, invoicing, and operations to unlock growth.