What's inside: 5 plug-and-play automation blueprints — each with a step-by-step build guide, the Make.com scenario flow, and a Zapier equivalent. Build these in under an hour each. No coding required.
How to use these blueprints: Read the flow description first, then follow the build steps in Make.com or Zapier. The JSON structure sections show exactly how each module connects. If you get stuck, email
[email protected] and we'll help you through it.
Blueprint 1 — Lead to CRM Auto-Sync
When a new lead submits a form (Typeform, Jotform, or your website), automatically create/update a contact in your CRM, tag them, and notify your team on Slack.
📋 Typeform / Jotform
→
🔍 Search CRM for email
→
✏️ Update OR Create contact
→
🏷️ Add tag "new-lead"
→
💬 Slack: #leads channel
Make.com Build Steps
- Create a new scenario. First module: Typeform → Watch Responses (or Jotform → Watch Submissions)
- Connect your form. Select the specific form you want to watch.
- Add module: HubSpot / GHL / Pipedrive → Search Contacts. Filter by
email = {{1.email}}
- Add a Router (the branching module). Route 1: contact exists → update. Route 2: no contact → create.
- Route 1 — Update Contact: set
lead_status = new, last_form_submission = now()
- Route 2 — Create Contact: map all form fields to CRM fields. Set tag/list to "new-lead".
- Both routes merge back. Add Slack → Create a Message. Channel:
#leads. Message:
🔔 New lead: {{1.name}} <{{1.email}}>
Company: {{1.company | default: "Not provided"}}
Phone: {{1.phone | default: "Not provided"}}
Source: {{1.form_name}}
→ CRM: {{if(3.id, "Updated existing", "Created new")}} contact
Zapier equivalent: Trigger: Typeform → New Entry. Action 1: HubSpot → Find Contact (search by email). Action 2: HubSpot → Update/Create Contact (use "Find or create" option). Action 3: Slack → Send Channel Message. No router needed — Zapier's "Find or create" handles the branch.
Blueprint 2 — Stripe Payment → Welcome Flow
When a customer pays on Stripe, automatically send a welcome email, add them to a Notion database, and tag them as a client in your CRM.
💳 Stripe: payment succeeded
→
📧 Resend: welcome email
→
📋 Notion: add client row
→
👤 CRM: tag as "client"
Make.com Build Steps
- Module 1: Stripe → Watch Events. Event type:
payment_intent.succeeded
- Module 2: Resend → Send an Email. To:
{{1.charges.data[].billing_details.email}}
Subject: "You're in — here's what happens next"
Body: personalised welcome with next steps, Calendly link, and any access details.
- Module 3: Notion → Create a Database Item. Database: your Clients database. Map: Name, Email, Amount paid, Date, Status = "Onboarding".
- Module 4: HubSpot/GHL → Update Contact. Find by email. Add tag:
client. Remove tag: lead. Update lifecycle stage: Customer.
- Optional Module 5: Slack → Create Message in #clients: "💰 New client: [name] paid [amount]"
Zapier equivalent: Trigger: Stripe → New Payment. Actions in order: Resend → Send Email, Notion → Create Page, HubSpot → Update Contact. All three actions run in sequence with no branching needed.
Blueprint 3 — Form → Google Sheets + Slack Alert
Every form submission automatically adds a row to a Google Sheet and sends a formatted Slack alert. Perfect for sales teams, contact forms, and event sign-ups.
📋 Form submission
→
📊 Google Sheets: add row
→
💬 Slack alert with details
Make.com Build Steps
- Module 1: Typeform → Watch Responses. Connect your form.
- Module 2: Google Sheets → Add a Row. Select your spreadsheet + sheet. Map each form field to a column. Add a
Timestamp column using {{now}}.
- Module 3: Slack → Create a Message.
Format:
📥 *New submission* from {{1.name}}
Email: {{1.email}} | Phone: {{1.phone}}
Message: {{1.message}}
→ Sheets row added ✅
Zapier equivalent: Trigger: Typeform → New Entry. Action 1: Google Sheets → Create Spreadsheet Row. Action 2: Slack → Send Channel Message. Simpler than Make for this one — Zapier handles it in 3 steps with no configuration complexity.
Blueprint 4 — Gmail → Auto-label + Trello Card
When a specific email arrives (e.g. subject contains "enquiry" or from a specific domain), automatically label it in Gmail and create a Trello card for your team to action.
📧 Gmail: matching email arrives
→
🏷️ Label in Gmail
→
📌 Create Trello card
→
💬 Slack notification
Make.com Build Steps
- Module 1: Gmail → Watch Emails. Filter: subject contains "enquiry" OR "quote" OR from specific domains. Check every 15 minutes.
- Module 2: Gmail → Add Labels to an Email. Create a label "To Action" in Gmail first. Apply it to the watched email.
- Module 3: Trello → Create a Card. Board: your pipeline board. List: "Inbox / New". Card name:
{{1.subject}} — {{1.from.name}}. Description: email body + sender email.
- Module 4: Slack → Create a Message: "📬 New enquiry email assigned to Trello: [subject]"
Zapier equivalent: Trigger: Gmail → New Email Matching Search (use search: "subject:enquiry OR subject:quote"). Actions: Gmail → Add Labels, Trello → Create Card, Slack → Send Message. Note: Zapier Gmail trigger checks every 15 min on free plan, 1–2 min on paid.
Blueprint 5 — Instagram DM Lead Capture
When someone sends a specific keyword to your Instagram DMs (e.g. "pricing" or "book"), automatically capture them as a lead in your CRM and trigger a follow-up flow.
📱 Instagram DM: keyword received
→
💬 Auto-reply via Instagram
→
👤 Create/update CRM contact
→
📧 Add to email sequence
Make.com Build Steps
- Prerequisite: Your Instagram account must be a Business or Creator account connected to a Facebook Page. Enable the Messenger API for Instagram in Meta Developer settings.
- Module 1: Instagram for Business → Watch Messages. Filter: message text contains "pricing" OR "book" OR "quote" (case-insensitive).
- Module 2: Instagram for Business → Send a Message. Reply: "Thanks for your message! We'll be in touch within 24 hours. In the meantime, you can book a free call here: [Calendly Link] 📅"
- Module 3: HubSpot/GHL → Create Contact. Name:
{{1.sender.name}}. Source: "Instagram DM". Tag: "instagram-lead".
- Module 4: HubSpot/GHL → Add to Workflow. Add them to your lead nurture sequence.
Alternative for WhatsApp: Replace Module 1 with WhatsApp Business → Watch Messages. Works identically — just different trigger platform. Useful if your leads come via WhatsApp instead of Instagram.
Zapier equivalent: Instagram DM triggers are available via Zapier's Instagram for Business integration (requires Business account). Same flow: Watch New Messages → filter → reply + CRM create + email sequence add.
General Make.com Tips
- Always test with "Run once" before activating a scenario. Catches mapping errors before they affect real data.
- Error handling: Add an error handler (the red route) to every scenario that writes data. Route errors to a Slack message so you know if something breaks.
- Operations budget: Make.com free plan gives 1,000 ops/month. Each module execution = 1 op. The blueprints above use 4–5 ops per run. 1,000 ops ÷ 5 = 200 runs/month before you hit the limit. The Core plan ($9/mo) gives 10,000 ops.
- Scheduling: Set scenarios to run every 15 minutes max on the free plan. Every 1 minute requires a paid plan.
- Variables: Use the
Set Variable module to store values you need across multiple branches. Prevents recalculating the same thing repeatedly.
- Webhooks: For real-time triggers (Stripe, form submissions), use Make webhooks instead of polling. Instant, free, and no ops cost for the trigger itself.
Need these built for you?
Systrify builds custom Make.com and Zapier automation workflows — from simple 3-step flows to complex multi-branch systems that run your entire operations. Book a free 30-minute audit: calendly.com/systrify/30min or email [email protected].
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