Automation suite for a review management company
Two Make.com automations: a pipeline from review monitoring to sales outreach, and a bill processing flow using Telegram, AI text recognition and Xero.
- ApifyMonitors online reviews
- Pricing tierMake.com calculates the offer
- Email outreachPersonalised message
- Monday.comItem created on the board
- TelegramPhoto of the bill
- AI text recognitionExtracts the bill data
Starting point
The company finds businesses with problematic online reviews and offers them its service. Collecting reviews, calculating prices and reaching out were largely manual tasks. On top of that, supplier bills arrived through different channels and had to be keyed into the books by hand. Both ate up time the team needed for its core work.
Solution
For sales, we built a Make.com pipeline: Apify monitors reviews, a scenario assigns each case the right pricing tier, sends a tailored email and creates an item on a Monday.com board. For bookkeeping, a photo of the bill in a Telegram chat is all it takes. AI extracts the bill data, creates a bill in Xero and archives the document in Google Drive.
Implementation
We configured the Apify scrapers to check the relevant review profiles on a schedule and pass on only new entries. The pricing tiers live as a rule set inside the Make.com scenario, so they can be adjusted without writing code. For bills, a Telegram bot connects the chat to an AI text recognition step, and the output is checked for required fields before it reaches Xero. Every file is stored in a fixed Google Drive folder structure with a consistent naming scheme.
Workflow
How the data flows
- ApifyMonitors online reviews
- Pricing tierMake.com calculates the offer
- Email outreachPersonalised message
- Monday.comItem created on the board
- TelegramPhoto of the bill
- AI text recognitionExtracts the bill data
- Xero & Google DriveCreate bill and archive
Screens
Screenshots & mockups
Mia
KI-Rezeptionistin · KI-Agent
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