8 Make.com Templates for Agency Automation (With Real Scenarios)

The problem: A form fills on the client's website or Typeform, but it takes someone hours to notice, manually enter it into the CRM, and follow up. Leads go cold.

What this builds: The moment a form submits, Make.com instantly creates or updates a CRM record, tags the lead by source, and fires a Slack message to the sales rep. The whole sequence runs in under 5 seconds.

CRM options: HubSpot (native module), GoHighLevel (HTTP + API key), Pipedrive (native), Airtable (native). Same pattern, different module.

Build time: 45–60 min for a new builder | Charge: $300–$500 setup + $50/mo maintenance

Tip: Use Make's built-in "Test webhook" button before going live. Paste the payload from a real form submission, not a made-up one — field names differ between form builders.

The problem: Every new client requires the same manual steps: create a project in the PM tool, send a welcome email, set up a Slack channel, schedule the kickoff call. It takes 45 minutes and people forget steps.

What this builds: When a deal is marked "Won" in the CRM (or a Stripe payment completes), the scenario automatically creates a ClickUp/Asana project from a template, sends a welcome email, creates a Slack channel, and adds the kickoff call to the team calendar.

Trigger options: HubSpot deal stage change, Stripe payment webhook, Typeform submission (for intake form), manual Airtable row update. Pick what your client already uses.

Build time: 2–3 hours | Charge: $600–$1,200 setup + $75/mo maintenance

Tip: Use Make's "Set variable" module to capture client name and email early in the scenario — then reference {{client_name}} everywhere instead of re-mapping the same field 6 times.

The problem: Service businesses (HVAC, dental, contractors, cleaning) finish a job but never ask for a review in the moment. The review rate is 2–5% when you ask manually days later. It's 15–30% when you ask automatically within 2 hours of job completion.

What this builds: When a job is marked complete in the service software (or an invoice is paid in QuickBooks/Stripe), Make.com sends a personalized SMS or email with a direct link to the Google review page. No manual action needed.

Trigger alternatives: ServiceTitan job status update (webhook), QuickBooks invoice paid event, Stripe payment succeeded, manual Airtable toggle. Dental practices can trigger from their practice management software via a nightly CSV export + Google Sheets watcher.

Build time: 60–90 min | Charge: $400–$700 setup + $50/mo maintenance

SMS message template: "Hi [Name], thanks for choosing [Business] today! We'd love to hear about your experience — it takes 30 seconds: [Google Review Link]. Thank you! – [Team]"

The problem: Sales teams treat all leads the same. A $15K enterprise lead waits in the same queue as a $200 tire-kicker. The best reps waste time on junk; high-value leads get slow follow-up.

What this builds: When a new lead comes in, Make.com sends the form data to an OpenAI prompt that scores the lead 1–10 based on defined criteria (company size, job title, stated budget, use case). Leads above 7 go to a "Hot" Slack channel and are assigned to senior reps. Everyone else enters a standard nurture sequence.

OpenAI prompt pattern: "Score this lead 1–10 and return JSON: {score: X, reason: 'brief reason'}. Criteria: B2B (2pts), budget mentioned ≥$1K (2pts), decision-maker title (2pts), specific use case described (2pts), warm referral (2pts). Lead data: {{form_fields}}"

Build time: 2–3 hours | Charge: $800–$1,500 setup + $100/mo maintenance

The problem: Unpaid invoices sit because nobody wants to chase clients. The average small business has 18% of invoices go 30+ days past due. Most of those would pay immediately with one polite reminder.

What this builds: Make.com watches for unpaid invoices in QuickBooks or FreshBooks. On Day 3 past due, it sends a polite reminder. On Day 7, a firmer note. On Day 14, it creates a task for the owner to call. If paid at any point, the sequence stops automatically.

Stop condition: Add a filter after the date router: only proceed if invoice status = "Unpaid." Make.com checks this each run, so paid invoices automatically exit the sequence.

Build time: 90 min | Charge: $400–$600 setup + $50/mo maintenance

The problem: The client has a Google Sheet (or Airtable) full of approved posts that never get scheduled because someone has to manually post them each day. Consistency collapses within 2 weeks.

What this builds: Make.com runs daily at a set time, reads the next "ready to post" row from the content calendar, posts it to Instagram/Facebook/LinkedIn, marks the row as "Posted," and sends a Slack confirmation. The client just fills the spreadsheet — automation handles the rest.

Column structure for the Google Sheet: Platform | Post Text | Image URL | Scheduled Date | Status (Pending/Posted). Filter rows where Status = "Pending" AND Scheduled Date ≤ today.

Build time: 60–90 min | Charge: $350–$550 setup + $50/mo maintenance

The problem: Local businesses miss 35–60% of inbound calls. Each missed call is a lost lead. Most don't call back within an hour — by which point the prospect has already called a competitor.

What this builds: When a call is missed (detected via Twilio, RingCentral, or GoHighLevel webhook), Make.com immediately sends an SMS: "Hi, we just missed your call — we're with a client. We'll call you back within the hour. In the meantime, book a time here: [Calendly link]." The contact is also logged in the CRM with a "Missed Call" note.

Twilio setup: In Twilio console → Phone Numbers → your number → Voice → "A webhook is called" on missed/no-answer → point to your Make.com webhook URL.

Build time: 60–90 min | Charge: $400–$600 setup + $50/mo maintenance

The problem: Agency owners spend 3–5 hours per client per month manually pulling data from Google Analytics, ad platforms, and CRMs to write performance reports. It's low-value, repetitive, and error-prone.

What this builds: On the 1st of each month, Make.com pulls the previous month's key metrics from Google Analytics (sessions, conversions), Google Ads (spend, clicks, CPC), and the CRM (new leads, deals closed). It feeds the data into an AI prompt that writes a 3-paragraph executive summary. The report is formatted and emailed to the client automatically.

OpenAI prompt pattern: "Write a 3-paragraph monthly performance summary for [Client Name]'s marketing report. Tone: professional, direct. Data: Sessions: {{ga_sessions}} (vs {{prev_sessions}} last month), Ad Spend: ${{ad_spend}}, New Leads: {{new_leads}}, Deals Closed: {{deals_closed}}. Highlight the top positive trend and one area to improve."

Build time: 3–4 hours | Charge: $1,000–$1,800 setup + $100–$150/mo maintenance