Click Up CRM & PM
This project showcases the development of an advanced and automated Customer Relationship Management (CRM) system using ClickUp as the primary platform, integrated with Make.com for powerful automations. Designed for businesses aiming to optimize their sales processes, this CRM system not only organizes customer data but also automates key actions, reducing manual effort and enhancing efficiency. This system is particularly suited for agencies, coaching businesses, or any organization that relies on effective lead management and customer follow-up.
Details
Key Features:
  1. Custom CRM Setup in ClickUp:
  • Tailored Fields and Columns: The CRM is structured with customizable fields, including lead details, status stages, contact information, and more. This flexibility allows the CRM to be adapted to any business model, ensuring that all relevant customer data is captured.
  • Stage-Based Lead Management: Leads are categorized into different stages of the sales pipeline—Intake, Meeting Booked, Awaiting Proposal, Proposal Sent, Won, and Lost—allowing for clear tracking of each lead’s progress.
  1. Automated Email Follow-Up:
  • Trigger-Based Communication: When a lead’s status changes to ‘Awaiting Proposal,’ an automated email is triggered to notify the prospect that a proposal will be sent shortly. This immediate follow-up helps maintain engagement and improves conversion rates.
  • Dynamic Personalization: The system dynamically personalizes the email content based on the lead’s details, ensuring a professional and tailored communication experience.
  1. Meeting Booking Integration:
  • Calendar Synchronization: Integration with Cal.com allows for seamless updating of lead statuses when a meeting is booked. When a prospect books a meeting through the calendar, the CRM automatically updates the lead’s status to ‘Meeting Booked,’ ensuring that the sales team is always up-to-date.
  • Smart Matching: The system matches calendar bookings with existing leads in the CRM based on email addresses, automating the transition between stages without manual input.
  1. Automated Client Management Transition:
  • Seamless Stage Transition: Once a lead is marked as ‘Won,’ the system automatically moves the lead from the CRM to a dedicated client management list. This transition ensures that only active sales prospects remain in the CRM, while clients are moved to a fulfillment-focused workflow.
  • Custom Client Fields: The client management list includes fields tailored to ongoing service delivery, such as client type, assigned team members, and source platform, providing a smooth handoff from sales to fulfillment.
Implementation Details:
  • ClickUp Setup: The CRM was created within ClickUp, utilizing custom fields and automated triggers to manage the sales pipeline effectively. The system is designed to be intuitive, with a clear structure that can be easily navigated by sales teams.
  • Webhook Listeners: Webhooks are employed to listen for changes in lead status or meeting bookings, which then trigger automated actions such as sending emails or updating records.
  • Task Management: The system uses Make.com to handle task updates, ensuring that the CRM is always reflective of the current sales process.
  • Data Parsing and Filtering: Advanced filtering and parsing techniques are used to match calendar bookings with CRM records, ensuring that the correct actions are taken for each lead.
Impact: This CRM system significantly enhances the efficiency and effectiveness of the sales process by automating repetitive tasks and ensuring that leads are managed consistently and professionally. The result is a higher conversion rate, reduced lead drop-off, and a more organized sales pipeline. This setup has been successfully deployed for multiple clients, contributing to their revenue growth and operational efficiency.
Trello Onboarding Automation
This project focuses on the creation of a highly efficient and automated client onboarding system leveraging Trello, email, and Google Sheets. This system is designed to streamline the onboarding process for new clients, ensuring that they receive immediate attention and a seamless introduction to your services. By automating key tasks such as board creation, task assignment, and personalized email communication, this system enhances client satisfaction, reduces churn, and frees up valuable time for your team.
Details
Project Objectives:
  • Automate Client Onboarding: Establish a fully automated workflow that triggers upon payment confirmation, creating a new Trello board, assigning onboarding tasks, and sending a personalized welcome email to the client.
  • Improve Client Experience: Provide a transparent and professional onboarding process that enhances client trust and reduces buyer’s remorse immediately after the purchase.
  • Seamless Task Management: Utilize Trello's Kanban board system to manage client-specific tasks, ensuring all onboarding activities are tracked and completed efficiently.
  • Centralized Data Logging: Record all client onboarding activities in Google Sheets for easy tracking, reporting, and further analysis.
Key Features:
  1. Automated Trello Board Creation:
  • Payment Trigger: The system starts automatically upon receiving a payment, simulating a Stripe or similar payment processing event.
  • Client-Specific Board Creation: A new Trello board is generated for each client, customized with the client’s name and pre-defined onboarding tasks.
  1. Task Assignment and Management:
  • Pre-Defined Onboarding Tasks: Automatically add specific tasks to the newly created Trello board, such as sending a welcome gift (e.g., a swag box) and recording a personalized video introduction.
  • Dynamic Task Allocation: Assign tasks to the appropriate team members, ensuring that all onboarding steps are handled promptly and efficiently.
  1. Personalized Email Communication:
  • Automatic Welcome Email: Send a personalized email to the client immediately after board creation, including a link to their dedicated Trello board. The email template is dynamically populated with the client’s information.
  • Transparency and Engagement: Highlight the unique value of providing clients with direct access to the project management board, fostering trust and encouraging active participation.
  1. Data Logging and Reporting:
  • Google Sheets Integration: Log all relevant client details and onboarding activities in a Google Sheets dashboard. This includes the client’s name, payment amount, contact details, and the responsible salesperson.
  • Real-Time Updates: Ensure that the Google Sheets dashboard is updated in real-time with each new onboarding, providing an up-to-date view of client activities for internal tracking and analysis.
Use Cases:
  • Agencies: Simplify the onboarding process for new clients, ensuring a smooth transition from sales to project execution. This system is particularly useful for agencies that manage multiple clients simultaneously and require a clear, organized approach to client management.
  • Service-Based Businesses: Enhance customer satisfaction by providing an immediate, personalized onboarding experience that sets the tone for a successful long-term relationship.
  • Project Managers: Use Trello’s intuitive Kanban boards to manage client projects from the outset, ensuring that all tasks are tracked and completed on time.
Scalability and Customization:
  • Scalable Workflow: This system can be easily adapted to accommodate a growing number of clients, with automated processes that scale effortlessly as the business expands.
  • Customizable Templates: The Trello board, tasks, and email templates can be customized to fit specific business needs, making the system versatile for various industries and client types.
Client System
This scenario automates the process of capturing and organizing new photography service bookings in a CRM system. When a potential client books a session through a WordPress site, this workflow triggers and creates a detailed record in ClickUp, ensuring all necessary client information is stored and easily accessible.
Details
Key Features:
  1. Automated Booking Capture:
  • Webhook Integration: The system captures booking requests made through a WordPress website via a webhook. It handles essential details like the client’s email, phone number, chosen photography package (family, pregnancy, or newborn), the session date, and payment amount.
  • CRM Integration: The captured data is automatically stored in a custom ClickUp CRM, organized by session type and date, ensuring all bookings are well-documented and easy to manage.
  1. Personalized Email Sequence:
  • Immediate Confirmation: Upon booking, the client receives an email confirming their reservation details, including the selected photography package and session date.
  • Billing Information: A follow-up email provides the client with a summary of the payment and any necessary billing details.
  • Preparation Instructions: The final email includes a list of items the client should prepare for their photography session, ensuring they are ready and comfortable on the day of the shoot.
  1. Automated Reminders:
  • 7-Day Email Reminder: The system automatically sends a reminder email one week before the scheduled session, keeping the appointment fresh in the client’s mind.
  • 1-Day SMS Reminder: To ensure the client doesn’t miss their appointment, a personalized text message is sent one day before the session, utilizing Twilio for seamless SMS integration.
Implementation Details:
  • Date Handling: The system includes custom date parsing to handle various formats, ensuring all scheduling data is accurately captured and used.
  • Dynamic Data Mapping: The ClickUp CRM is set up with dynamic fields, allowing the system to adapt to different client inputs and scenarios.
  • Daily Automation Checks: The system runs daily to check for upcoming sessions, sending reminders at the appropriate times based on the session date.
Impact: This automation system significantly reduces the photographer's workload by handling repetitive tasks such as booking management and client communication. It ensures clients are well-informed and reminded of their appointments, leading to higher customer satisfaction and fewer missed appointments.
This scenario is designed to automatically remind clients of their upcoming photography session a week before the scheduled date. It ensures that clients are well-prepared and reduces the likelihood of missed appointments.
Similar to the 7-day email reminder, this scenario sends a reminder, but this time via SMS and only one day before the scheduled photography session. The immediate nature of SMS ensures that the reminder is seen promptly.
Contractor Payroll Automation
This project highlights the development of an automated system for processing staff payments using Make.com. The automation is designed to save agencies and businesses anywhere from 5 to 25 hours per month by streamlining the payment process for contractors, freelancers, and staff members. The system covers various payment structures, including hourly rates, project-based payments, and fixed salary equivalents. This solution not only reduces manual workload but also enhances accuracy and consistency in payment processing.
Details
Key Features:
  1. Payment Structure Customization:
  • Hourly Rates: The system automatically tracks hours worked by contractors or staff, multiplies by the agreed hourly rate, and generates detailed invoices with line items showing the work performed and the corresponding payment.
  • Project-Based Payments: For freelancers working on specific projects, the system tallies the completed projects within a payment period, calculates the total payment, and prepares an invoice that includes all relevant project details.
  • Fixed Salary Equivalents: This feature automates the payment process for contractors on a fixed monthly rate, generating invoices that reflect the agreed-upon monthly fee without the need for manual input.
  1. Automated Invoice Generation:
  • Custom Invoice Templates: The system uses Google Docs to create invoices from pre-designed templates. These invoices include essential details such as work performed, payment totals, and payment periods, ensuring consistency and professionalism.
  • Dynamic Line Items: For hourly and project-based payments, the system automatically generates detailed line items, including the task name, hours worked, or project completed, and the associated cost, ensuring transparency and clarity in invoicing.
  • Date Management: The system intelligently calculates the payment period by adjusting for different month lengths and time zones, ensuring accurate date representation on invoices.
  1. Integration with Project Management Tools:
  • ClickUp Integration: The system is built to integrate seamlessly with ClickUp, a popular project management tool. It pulls data such as time tracked, tasks completed, and internal budgets directly from ClickUp, allowing for real-time, accurate payment calculations.
  • Task and Time Entry Aggregation: The system aggregates time entries and tasks from ClickUp, calculates the total payment due, and prepares the data for invoicing, reducing the need for manual data entry.
  1. Advanced Payment Automation:
  • Neobank Integration: The system is designed to work with modern neobanks like Mercury or Brex, allowing for API-based payment queuing. After generating an invoice, the system can automatically queue payments, which can then be approved and processed with minimal manual intervention.
  • Human Oversight: Despite the high level of automation, the system includes steps for human review before finalizing payments, ensuring that any potential errors are caught before payments are processed.
  1. Scalable and Customizable:
  • Adaptable to Different Payment Models: Whether the business model involves paying contractors based on hourly rates, project completion, or a fixed monthly fee, the system is fully adaptable to handle different scenarios.
  • Template-Based System: The use of Google Docs or other document platforms for invoice generation allows for easy customization of invoice templates to fit specific business needs and branding requirements.
Implementation Details:
  • Tools and Technologies:
  • Make.com: The central platform for automation, handling everything from data aggregation to invoice generation and payment queuing.
  • Google Docs: Used to generate customizable invoices from templates, ensuring that all necessary payment details are included in a professional format.
  • ClickUp: Integrated as the project management tool for tracking time, tasks, and internal budgets, providing the data needed for accurate payment calculations.
  • Neobank APIs: Optional integration with banks like Mercury or Brex for automating the payment process once invoices are approved.
  • Workflow Breakdown:
  • Step 1: Data Aggregation: The system pulls relevant data from ClickUp, including time entries, tasks, and internal budgets.
  • Step 2: Payment Calculation: Depending on the payment structure (hourly, project-based, or fixed salary), the system calculates the total payment due.
  • Step 3: Invoice Generation: Using the aggregated data, the system generates an invoice using a Google Docs template, detailing all relevant payment information.
  • Step 4: Payment Queuing (Optional): For businesses using a neobank, the system can automatically queue payments for approval, streamlining the payment process further.
Impact: The automated payment system significantly reduces the time and effort required to process staff and contractor payments. By eliminating manual data entry and reducing the risk of errors, the system enhances operational efficiency and allows business owners and managers to focus on more strategic tasks. The integration with modern banking APIs further simplifies the payment process, making it faster and more reliable.
Invioce Automation
This project showcases a comprehensive automation system built around the Stripe API, designed to streamline the process of sending invoices, tracking payments, and updating customer management systems (CRMs), spreadsheets, or financial dashboards. The system automates the creation of invoices based on specific triggers, monitors payments, and updates relevant data points in real-time, offering a seamless and efficient solution for businesses that rely on Stripe for payment processing.
Details
Project Objectives:
  • Automate Invoice Creation and Sending: Develop a system that automatically generates and sends Stripe invoices based on specific triggers, such as a change in CRM status.
  • Real-Time Payment Monitoring: Implement a solution that tracks payment intents and updates the CRM or other systems accordingly, ensuring that financial records are accurate and up-to-date.
  • Seamless CRM Integration: Ensure that customer information is consistently updated in the CRM, reflecting the latest payment status and streamlining the customer management process.
  • Scalable for Different Business Needs: Create a system that can be easily adapted to various business models, from agencies to SaaS companies, allowing for flexible use cases.
Key Features:
  1. Automated Invoice Creation:
  • CRM-Driven Triggers: The system integrates with platforms like ClickUp to trigger invoice creation when a prospect reaches a specific stage in the sales pipeline (e.g., "Send Invoice").
  • Customer Data Management: Automatically creates a customer profile in Stripe using information from the CRM, such as email and name, ensuring that invoices are sent to the correct recipient.
  • Invoice Itemization: Adds detailed line items to the invoice based on the service or product selected, using data pulled directly from the CRM.
  1. Real-Time Payment Monitoring:
  • Payment Intent Tracking: The system watches for successful payment intents in Stripe, which occur when a customer completes a payment.
  • Automated CRM Updates: Once a payment is confirmed, the system searches for the corresponding customer in the CRM using their email address and updates the status to "Closed," marking the transaction as complete.
  • Dynamic Payment Handling: The system is flexible enough to handle various payment scenarios, whether through direct transactions or invoices, ensuring that all payments are tracked and recorded accurately.
  1. Customizable Invoice and Payment Workflow:
  • Invoice Finalization and Delivery: After creating the invoice, the system automatically finalizes and sends it to the customer, with customizable payment terms and due dates.
  • Metadata Integration: Incorporates custom metadata in the invoice, allowing for easy tracking of specific transactions back to CRM records or other systems.
  • Automated Follow-Up Actions: Upon payment, the system can trigger additional actions, such as sending onboarding emails, scheduling kickoff calls, or logging the payment in a financial dashboard.
  1. Scalable Integration and Use Cases:
  • Adaptable to Various CRMs: While the demonstration uses ClickUp, the system can be adapted to other CRMs or data management platforms, including Google Sheets.
  • Custom Payment Workflows: The system supports a variety of payment workflows, including one-time payments, recurring payments, and custom invoicing scenarios.
  • Flexible Data Management: The automation can log payment data to spreadsheets or financial dashboards, enabling businesses to track their finances in real-time and generate reports as needed.
Use Cases:
  • Agencies: Automate the invoicing and payment tracking process for client services, ensuring that all transactions are recorded and clients are onboarded efficiently.
  • SaaS Companies: Manage recurring payments and invoicing for subscription-based services, automatically updating customer records and financial dashboards.
  • E-commerce: Handle payments for online transactions, automatically generating invoices for larger orders or custom services and tracking payment completion.
Scalability and Customization:
  • Easily Adaptable: The system can be tailored to fit various business models, from service-based agencies to product-focused e-commerce stores.
  • Custom Fields and Metadata: Users can define custom fields and metadata in both the CRM and Stripe, allowing for detailed tracking and reporting of transactions.
  • Integration with Other Tools: The system can be extended to integrate with other tools, such as accounting software or customer support platforms, further streamlining business operations.
Conclusion:
This Stripe API automation system provides a powerful solution for businesses looking to streamline their invoicing and payment processes. By automating key aspects of payment management, the system not only saves time but also ensures that financial records are accurate and up-to-date. Whether used by agencies, SaaS companies, or e-commerce businesses, this system offers a scalable, efficient, and effective way to manage payments and customer relationships through Stripe.
PDF Invoice Parsing Flow
This portfolio showcases the development of an advanced PDF parsing and data extraction system. The system is designed to convert unstructured PDF files, such as invoices, resumes, and various other documents, into structured data formats using a combination of PDF parsing libraries, AI-driven natural language processing, and Make.com automation workflows.
Details
Project Objectives:
  • Automate PDF Data Extraction: Create a system that can automatically parse and extract structured data from PDF files, making it easier to analyze, store, and use the information.
  • Leverage AI for Data Parsing: Utilize AI models to intelligently interpret and extract specific fields from PDFs, even when the format of the document varies.
  • Flexible Input Handling: Enable the system to process PDFs from various sources, including direct URLs, email attachments, and cloud storage links, ensuring versatility across different use cases.
  • Structured Data Output: Ensure that the extracted data is formatted and stored in a structured format, such as a Google Sheet, allowing for easy integration with other business processes and analytics tools.
Key Features:
  1. PDF Parsing with PDF.co Integration:
  • Multiple Parsing Options: The system integrates with PDF.co to convert PDFs into various formats such as plain text, JSON, CSV, and even structured HTML. This flexibility allows for tailored parsing depending on the complexity and format of the source PDF.
  • Page-Specific Parsing: For multi-page PDFs, such as those from large organizations like Canada Post, the system can be configured to extract data only from specific pages, reducing processing time and focusing on the most relevant information.
  • OCR and Layout Preservation: For PDFs that are image-based or require layout preservation, the system can utilize OCR (Optical Character Recognition) and layout-aware parsing to accurately extract data while maintaining the original document structure.
  1. AI-Driven Data Extraction:
  • Contextual Understanding: The system uses AI models (such as GPT-4) to understand and extract specific fields from the parsed PDF text. This includes fields like total amount, line items, and sender address, which are critical for financial documents like invoices.
  • Customizable Data Fields: Users can define specific fields they want to extract, such as tax information, invoice dates, or client details. The AI is trained to recognize these fields, even if the document formats vary.
  • Text Normalization: The system includes features to clean and normalize extracted text, such as stripping out currency symbols or formatting numbers, ensuring the data is ready for further processing or analysis.
  1. Integration with Google Sheets:
  • Automated Data Entry: Extracted data is automatically entered into a Google Sheet, with fields like total amount, line items, and sender address being mapped to specific columns. This ensures that all data is organized and easily accessible.
  • Dynamic Row Updating: The system intelligently updates the correct row in the Google Sheet based on the PDF being processed, ensuring that new data is accurately aligned with existing records.
  • Data Formatting: The system also formats the extracted data within Google Sheets, such as applying currency formatting to numerical fields, making the data ready for immediate use.
  1. Versatile Input Methods:
  • URL-Based Parsing: The system can handle PDFs directly from URLs, making it easy to process documents stored online or shared via cloud storage.
  • Email Attachment Processing: The system can be configured to download and parse PDFs directly from email attachments, allowing for automated processing of documents received via email.
  • File Uploads and Direct Downloads: For cases where files are uploaded manually or need to be downloaded before processing, the system can handle these scenarios efficiently, ensuring that the data is processed regardless of how the file is received.
Use Cases:
  • Invoice Processing: Automatically extract key financial data from invoices, such as total amounts, line items, and billing addresses, and store this data in a structured format for accounting or auditing purposes.
  • Resume Parsing: Extract relevant details from resumes, such as work history, skills, and education, and store them in a database or spreadsheet for HR or recruitment processes.
  • Document Analysis: Parse and extract data from white papers, research articles, or legal documents, making it easier to organize and analyze large volumes of text-based information.
Scalability and Customization:
  • Scalable Processing: The system is designed to handle a large volume of documents, making it suitable for businesses of all sizes, from small startups to large enterprises.
  • Customizable Workflows: Users can easily modify the AI prompts and parsing logic to suit their specific document types and data extraction needs, ensuring that the system remains flexible and adaptable.
  • Integration with Other Tools: Beyond Google Sheets, the system can be integrated with other tools such as CRMs, databases, or accounting software, providing a seamless flow of data across various platforms.
Conclusion:
This PDF parsing and data extraction system represents a significant advancement in automating the processing of unstructured documents. By leveraging the power of AI and robust PDF parsing libraries, the system transforms complex documents into structured data, streamlining workflows and enhancing data accessibility. Whether used for invoice processing, resume parsing, or any other document analysis task, this system offers a versatile and scalable solution for businesses looking to automate their data extraction processes.
Slack Approval Automation
This project showcases the development of an advanced Slack automation system using Slack’s interactive block feature and Make.com (formerly Integromat). The system enables real-time, interactive lead management within Slack by integrating with a CRM, such as ClickUp, to streamline the approval process for new leads. This automation is particularly valuable for businesses that rely heavily on Slack for internal communications, including coaching companies, agencies, and fast-moving startups.
Details
Project Goals:
  • To create a two-way interactive system in Slack that allows users to approve or deny leads directly from Slack messages.
  • To automate the communication between Slack and a CRM, reducing manual effort and speeding up the lead qualification process.
  • To provide a scalable solution that can be adapted for various business needs, including lead management, quality assurance, and project approvals.
Key Features:
  1. CRM Integration:
  • The system is integrated with ClickUp, acting as the CRM, where leads are tracked and managed.
  • When a new lead is added or updated in ClickUp, the system automatically sends a notification to a designated Slack channel.
  1. Interactive Slack Blocks:
  • Utilized Slack’s Block Kit to create interactive messages within Slack. These messages include details about the lead, such as their name, email, phone number, and a form response.
  • Added buttons for users to “Approve” or “Deny” a lead directly from the Slack message. This interaction triggers further automation based on the user's choice.
  1. Automated Lead Qualification:
  • Upon clicking "Approve" or "Deny," the system updates the lead’s status in ClickUp, marking them as "Qualified" or "Unqualified."
  • Ensured that the system is flexible, allowing for the modification of the approval process based on the specific needs of the business.
  1. Custom Slack App Development:
  • Developed a custom Slack app specifically for this automation. The app is connected to the Slack workspace, enabling the interactivity and message handling required for the automation.
  • Configured OAuth permissions and interactive components in Slack to ensure secure and seamless communication between Slack and Make.com.
  1. Scalability and Customization:
  • Designed the system to be easily customizable, allowing for changes in the message content, button actions, and the overall flow based on the unique requirements of different businesses.
  • The solution is scalable and can be expanded to handle multiple types of interactions, such as task approvals, content reviews, and other business processes.
Challenges and Solutions:
  • Challenge: Configuring the Slack app to handle interactive messages and ensuring that it could communicate effectively with the Make.com scenario.
  • Solution: Created a custom Slack app with the necessary OAuth permissions and set up interactive components to handle button clicks within Slack. Integrated the Slack app with Make.com to manage the workflow seamlessly.
  • Challenge: Parsing and managing data from Slack's interactive message payloads to ensure accurate updates in ClickUp.
  • Solution: Used Make.com’s parsing and Rex modules to extract and handle the necessary data from Slack’s JSON payload, allowing for precise updates to the CRM.
Tools and Technologies Used:
  • Slack Block Kit: Used to create interactive Slack messages with buttons for lead approval.
  • Make.com: Utilized to automate the workflow, connect Slack with ClickUp, and manage data parsing and updates.
  • ClickUp: Acted as the CRM for managing leads and their status based on Slack interactions.
  • Custom Slack App: Developed to enable secure and interactive communication between Slack and Make.com.
Impact and Results:
  • Efficiency: Significantly reduced the time required to qualify leads by allowing team members to approve or deny leads directly within Slack.
  • Automation: Eliminated the need for manual data entry and status updates in the CRM, ensuring that the lead management process is streamlined and error-free.
  • Scalability: Provided a flexible solution that can be adapted for various business needs beyond lead management, such as project approvals and task reviews.
Conclusion: This project demonstrates the power of integrating Slack with CRM tools like ClickUp using interactive blocks and automation platforms like Make.com. By enabling real-time, interactive lead management directly within Slack, businesses can streamline their workflows, improve response times, and enhance overall efficiency. This automation is particularly valuable for companies that rely on Slack for their daily operations, offering a scalable and customizable solution to fit their unique needs.
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