Project Description
Built a streamlined intake and project management system for a firm specializing in post-disaster property loss documentation. Integrated Microsoft 365 (SharePoint, Booking, OneDrive), Stripe, QuickBooks Online, and JotForm to automate lead intake, contract signing, file collection, and task handoffs. Enabled secure document delivery and status tracking across team members. The new system reduced onboarding time, improved collaboration, and scaled capacity by 2–3x without adding headcount.
Skills
Process Optimization, Process Automation, Make.com, Microsoft SharePoint, Microsoft Excel, Microsoft Booking, Microsoft OneDrive, PandaDoc, Stripe, QuickBooks Online.
Deliverables
Created eight automations and a clear Automation Overview Document tailored to the business owners.
The living reference guide outlines each automation, its purpose, trigger, tools involved, and expected outcomes. It serves as both onboarding material for internal users and a quick reference to ensure the automations are used correctly and consistently. This helped the team adopt the system with confidence and reduced the need for ongoing support or retraining.
All automations were built in Make.com, using integrated tools like JotForm, Microsoft Bookings, Outlook, SharePoint, OneDrive, Excel, PandaDoc, Stripe, and QuickBooks Online.
🟢 1. Register New Customer
Captures leads submitted through a JotForm intake form and logs them into an Excel-based CRM. Automatically sends a welcome email via Outlook with a link to schedule a discovery call through Microsoft Bookings.
Tech: JotForm, Excel, Outlook, Bookings, Make.com
📅 2. Update CRM After Discovery Call
When a discovery call is scheduled via Microsoft Bookings, the system updates the lead’s status in Excel CRM to “Discovery Call Scheduled,” ensuring accurate tracking of prospects.
Tech: Microsoft Bookings, Outlook Calendar, Excel, Make.com
📄 3. Generate Proposal & Invoice – Stripe Option
Upon pressing a button in Excel, the system generates a PandaDoc proposal, creates a Stripe invoice, stores the signed PDF in SharePoint, and sends the client a consolidated email.
Tech: PandaDoc, Stripe, SharePoint, Excel, Outlook, Make.com
📑 4. Generate Proposal & Invoice – QuickBooks Option
Similar to the Stripe version, but uses QuickBooks Online for invoicing. Proposal PDF is stored in SharePoint and emailed to the client along with payment instructions.
Tech: PandaDoc, QuickBooks Online, SharePoint, Excel, Outlook, Make.com
💵 5. Stripe Payment → Auto-Onboarding
When a deposit is received via Stripe, the automation updates the CRM, creates a structured folder hierarchy in SharePoint/OneDrive, grants client access, and sends onboarding instructions.
Tech: Stripe, SharePoint, OneDrive, Outlook, Excel, Make.com
💰 6. QBO Payment → Auto-Onboarding
Same as #5, but monitors QuickBooks Online for payments. Once a deposit is confirmed, the system initiates onboarding and folder creation, shares access, and notifies the client.
Tech: QuickBooks Online, SharePoint, OneDrive, Outlook, Excel, Make.com
🖱️ 7. Manual Onboarding (With Email)
Allows manual onboarding initiation by pressing a button in Excel. Creates folders, shares access, and sends a detailed onboarding email—even if payment wasn’t verified.
Tech: SharePoint, OneDrive, Outlook, Excel, Make.com
🛑 8. Manual Onboarding (No Email)
Same as #7, but skips sending the onboarding email. Useful when communication is handled externally or delayed.
Tech: SharePoint, OneDrive, Excel, Make.com