Automating Client Project Workflows Using Make.com: A Comprehensive Guide

With the rise of freelance and small agency consulting, optimizing workflows for efficiency is more critical than ever. In this guide, we’ll explore a streamlined approach for building an automated Client Relationship Management (CRM) system on Make.com (formerly Integromat) for $2.5k. This setup uses Clickup.com, Typeform.com, and Calendly to create a flexible, reusable system that you can customize to fit each client’s unique needs.

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Table of Contents

1. Overview of Workflow Automation
   

2. Setting Up the Initial CRM Template
   

3. Step-by-Step: Building the CRM
   

4. Automating Key Functions
   

5. Customizing and Iterating for Each Client
   

6. Final Testing and Launch
   

7. Conclusion
   

1. Overview of Workflow Automation

The system we’re building will automate several key CRM and project management tasks:

• Lead Intake and Organization: Input data from Typeform and automatically categorize it in Clickup.
  

• Automated Meeting Scheduling: Utilize Calendly to schedule meetings directly through Typeform.
  

• Project Management Flow: Categorize clients by project type, send invoices, and track project completion status.
  

Note: This setup is designed to be reused with multiple clients by customizing key parameters for each new project.

2. Setting Up the Initial CRM Template

Creating a reusable CRM structure allows you to start with a general framework and refine it based on each client’s unique needs. Here’s how to set it up:

1. Define Client and Project Requirements: Before diving into Make.com, consult with your client to understand the specifics of their workflow. The initial consultation should cover:

   
   

   • Lead intake methods (e.g., Typeform, Facebook Ads)

     
     

   • CRM needs (e.g., lead categorization, client follow-ups)

     
     

   • Project tracking preferences

     
     

2. Build a Basic Template in ClickUp:

   
   

   • Project Space: Use Clickup to create a space for each client’s project.

     
     

   • Lists: Set up lists such as “CRM” for lead tracking and “Project Management” for workflow tasks.

     
     

3. Stage Columns: Create columns for intake, meetings booked, proposals sent, and payment status to provide a clear project timeline.

3. Step-by-Step: Building the CRM

Step 1: Create a Lead Intake Form Using Typeform

• Form Fields: Design a Typeform that captures lead information, including name, email, project type, budget, and preferred date/time for meetings.

  
  

• Integration: Connect to Make.com, where it will trigger a new CRM entry upon submission.

  

  
  

Step 2: Integrate Calendly for Automatic Scheduling

• Calendly Setup: Embed a Calendly widget in Typeform for meeting scheduling, ensuring leads can book times directly through the form.
  

• Automated Confirmation: Use Make.com to automate sending a meeting confirmation to the client and storing the meeting information in Clickup.

4. Automating Key Functions

Lead Organization and Deduplication in ClickUp

• Check for Duplicates: Set up a Make.com scenario that checks Clickup.com  for existing leads before adding a new entry. This helps prevent duplicate records.
  

• Lead Categorization: Automatically assign each lead a status based on their intake information, such as “Meeting Booked” or “Awaiting Payment.”
  

Tracking Project Phases

• Basic Event Projects: For smaller, one-off projects like event shoots, automate simpler workflows, including kickoff calls, Stripe invoices, and payment follow-ups.
  

• Complex Content Strategy Projects: For larger engagements, add more detailed steps in Clickup.com, such as Google Meet video calls and proposal follow-ups. Use Make.com to send proposal and invoice reminders until payment is received.
  

5. Customizing and Iterating for Each Client

Every client’s workflow will vary slightly, so set up Make.com automations in a modular way:

• Reusable Scenarios: Use scenarios like “New Booking Inquiry” and “Client Intake” as templates that can be modified based on each client’s needs.
  

• Customization Based on Project Type: Employ Make.com’s router feature to direct different project types (e.g., “Event Shoot” vs. “Content Strategy”) through their respective paths.
  

• Meeting and Follow-up Automation: Automate follow-ups and change project statuses in ClickUp when payment, proposals, or meetings are completed.

  
  

6. Final Testing and Launch

Before going live with the client, conduct a series of tests on Make.com to ensure that:

• All Scenarios Trigger Correctly: Test each Typeform, Calendly, and ClickUp integration.

  
  

• Data is Accurately Updated: Check Clickup.com to ensure all lead, project, and payment data flows correctly.

  
  

• Notifications and Follow-ups are Sent: Validate that clients receive all notifications for meetings, payments, and project updates.

  
  

7. Conclusion

Setting up a CRM and project management system on Make.com not only saves time but allows for a scalable, repeatable process for managing client relationships and projects. By creating a template you can modify for each new client, you can consistently deliver high-quality, tailored services that meet each business’s unique needs. With these steps, you can begin automating client workflows and building a profitable, scalable consulting service. Remember, each integration and scenario you create becomes a reusable asset, enhancing both your productivity and value to clients.

If you’re interested in building automated workflows or need guidance on Make.com, contact Growwstacks Automation Solutions at  www.growwstacks.com.