Best AI for automation and agents: Zapier, Make, n8n, custom assistants and AI agents
Automation means letting software do repetitive steps for you: "When a form is filled, save it to a sheet, email the customer and notify me on WhatsApp." AI adds the ability to read, summarise, classify and write along the way. AI agents go further: you give a goal and they take several steps on their own.
The best tools by job
| Job | Best tools | Notes |
|---|---|---|
| Connect apps without code | Zapier | Easiest; thousands of apps; AI steps built in |
| Visual, more complex workflows | Make | Powerful scenarios; often cheaper for many steps |
| Self-hosted, open-source automation | n8n | Run it on your own server; good for developers and data privacy |
| Google-only automations | Google Apps Script (+ Gemini) | Free; automate Sheets, Gmail, Forms, Calendar |
| Custom assistants for one job | Custom GPTs (ChatGPT), Projects (Claude), Gems (Gemini) | Give instructions and files once; reuse every day |
| AI agents that use a browser or computer | Agent modes in ChatGPT, Claude and others | Can fill forms, research and compare; still need supervision |
| Coding agents | Claude Code, GitHub Copilot agent features | Make changes across a software project |
Example automations for a small business
| Trigger | Actions |
|---|---|
| New website enquiry form | Save to Google Sheet → AI summarises the request → email you → send the customer a thank-you |
| New invoice paid | Update the sheet → send a receipt email → notify the team |
| New customer review | AI drafts a reply → you approve → post |
| Every Monday 8am | Pull last week's sales → AI writes a short summary → email the owner |
Build your first automation (Zapier or Make)
- Pick a trigger: "New response in Google Forms".
- Add an AI step: "Summarise this request in one sentence and label it Website, App or Training."
- Add an action: "Add a row to Google Sheets" with the summary and label.
- Add another action: "Send me an email".
- Test with fake data, then turn it on.
- Check it daily for the first week.
Custom assistants: a quick win
Create one assistant per repeated job, for example:
Instructions for "Quote Writer":
You write project quotes for Marzley Tech Solutions in Kenya. Use our price list (attached).
Always include: scope, timeline, deposit (50%), payment by M-Pesa, and what the client provides.
Ask questions if details are missing. Never invent prices not in the list.Now every quote starts from the same rules.
AI agents: powerful, but supervise them
| Agents are good at | Be careful with |
|---|---|
| Researching and comparing many web pages | Payments, purchases and sending money |
| Filling long online forms with your data | Logging in to important accounts |
| Repetitive multi-step tasks | Sending emails or messages to customers without review |
| Drafting files and reports | Anything you can't easily undo |
Think about it: An agent offers to "handle all your supplier payments automatically every month". Is that a good idea for a small shop?Show answer
Not without controls. Let it prepare the payment list and reminders, but a person should review and approve each payment, using bank or M-Pesa approval steps. Errors, scams (fake supplier details) or a misread invoice could send money to the wrong place, and it's hard to reverse.
Summary
- Zapier (easiest), Make (visual and powerful), n8n (self-hosted) and Apps Script (Google) automate work.
- Custom GPTs, Claude Projects and Gemini Gems save instructions for repeated jobs.
- Agents can act on websites and computers; supervise them.
- Keep a human approving money, deletions and customer messages.
Check yourself
Which automation tool is described as the easiest, connecting thousands of apps? (one word)
Show answer
zapier
Which open-source automation tool can you host on your own server? (one word)
Show answer
n8n
Should an AI agent send customer payments with no human approval? (yes or no)
Show answer
no