How To Use Make Automation To Speed Up Your Finance Job
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If you’ve ever found yourself drowning in spreadsheets, chasing down approvals, or manually compiling reports, trust me—you’re not alone. That’s where Make.com comes to the rescue. It’s the no-code automation platform that you didn’t know you needed but won’t be able to live without, streamlining your business processes and connecting your favorite apps.
This guide is your step-by-step roadmap to automating key financial processes like invoicing, budgeting, reporting, and sales management. I’ll walk you through real-life examples, share how each task gets simplified with Make.com, and give you all the tools to say goodbye to the chaos of manual work.
Why does this matter? Because in finance, time is everything. Automation eliminates repetitive tasks, minimizes those “oops, I made a mistake” moments, and frees up hours that you can spend tackling bigger-picture projects and making smarter decisions. It’s not just about working smarter—it’s about keeping your sanity intact while doing it.
By the end of this guide, you’ll see just how easy—and game-changing—it can be to turn your most tedious tasks into flawless, automated workflows. Sound good? Let’s get started!
What Is Make And Why Use This Workflow Automation Tool for Finance?
If you’ve been waiting for a tool that can take your mundane, repetitive financial tasks and make them practically disappear, then welcome to the world of Make.com. Its easy to use interface ensures that even those without technical expertise can set up and manage workflows efficiently.
It’s a no-code automation platform designed to connect your favorite tools and apps, letting them talk to each other in ways that make your life infinitely easier.
Gone are the days of manually copying data from one place to another or spending hours double-checking inputs. With Make.com, those headaches are swapped for sleek, automated business processes that run like clockwork.
The Basics of Make Automation
At the heart of Make.com are its core features that make automation accessible for everyone—even those of us who aren’t IT wizards.
Plans And Pricing
Make has powerful features even in their free version. The free plan gives you access to nearly ever feature, it just has a lower cap on the number of automations you can run.
For more automations and API access, you can upgrade to Core for $9 per month of Pro for $16 per month.
To get started, click the button below. If you choose a paid plan, you will receive the best available pricing and I will receive an affiliate commission at no cost to you.
Visual Workflow Builder:
Imagine being able to design your workflows without needing to type a single line of code. This builder allows you to create multi step workflows that can handle complex financial processes with ease. That’s exactly how the visual workflow builder works.
You simply drag, drop, and connect modules to create custom workflows that handle your financial processes. Each module represents a task—like sending an email, updating a database, or logging numbers in a spreadsheet—and you arrange them like puzzle pieces to make your scenario come to life.
For example, if you want invoices emailed to you to populate your accounting software (think ZohoBooks) automatically, you would create a workflow where:
The trigger is an incoming invoice email.
The subsequent modules process this email, extract the necessary data, and log it into ZohoBooks.
The scenario finishes by sending you a nice, tidy confirmation.
Scenarios:
Speaking of scenarios, these are the blueprints of your automation. Each scenario is a sequence of actions triggered by an event, like a new data entry, a received email, or even a specific time of the day.
Here’s why scenarios are a game-changer:
They’re flexible. You can design them according to your exact needs and tweak them as your workflows evolve.
They’re powerful. Use filters and conditions to make sure your workflow isn’t just dumping irrelevant data where it doesn’t belong. For example, you might want only approved budgets sent to your Google Sheets tracker, not pending or rejected ones.
They’re efficient. Once you hit play, your scenario runs on auto-pilot, saving you hours of manual effort.
App Integrations:
Another ace up Make.com’s sleeve is its ability to connect with hundreds of popular apps, from Google Sheets and Slack to QuickBooks and WooCommerce. For those who require greater data control, Make.com can also be installed on your own server, providing enhanced customization options.
This means that any data you need to move between your tools can do so smoothly, saving you from the endless copy-paste cycle. Plus, setup is a breeze—just authenticate your apps once and you’re good to go.
Advantages of Automating Financial Tasks
If you’re wondering why you should even bother with automation, allow me to break it down for you.
Cuts Down Manual Labor
We’ve all been there—hours spent transferring numbers, sifting through receipts, or double-checking spreadsheets. Not only is it soul-crushingly tedious, but it’s also a colossal waste of your time (and skills).
Make automates these tasks, giving you time back to focus on more strategic work—like actually growing your business. Unlike other tools that require significant investment in custom development, Make.com offers accessible automation solutions that cater to both non-technical and advanced users.
Minimizes Errors:
Human error is inevitable, especially when you’re handling massive amounts of data. One slip-up in a formula or one miskeyed invoice number can lead to hours of troubleshooting (and potential financial headaches).
Automation ensures consistent accuracy across all your workflows, so you can breathe easy knowing the numbers are exactly where they’re supposed to be.
Gives Real-Time Insights:
With your workflows running smoothly, you’ll have real-time access to the data you need, right when you need it. Whether it’s tracking budgets, monitoring sales, or distributing reports, automation lets you pull insights instantly. This isn’t just a productivity boost—it’s a smarter way to make decisions that can impact your bottom line.
Comparison to Other Automation Tools
When evaluating workflow automation tools, it’s essential to consider the unique features and capabilities of each platform. In this section, we’ll compare Make to other popular automation tools, highlighting key differences and similarities.
Zapier Versus Make
Zapier is a popular automation tool that offers a user-friendly interface and a vast library of integrations. While Zapier is easy to use, it may not offer the same level of customization as Make. Zapier’s pricing plans are also more limited, with fewer options for large-scale automation.
Make Versus n8n
n8n is an open-source automation tool that offers advanced features and customization options. While n8n is highly flexible, it may require more programming knowledge to use effectively. n8n’s pricing plans are also more geared towards large-scale automation, making it a better option for enterprises.
Key Differences
Here are some key differences and similarities between Make and other automation tools:
Visual Interface: Make offers a visual interface that makes it easy to create workflows without coding skills. Zapier and n8n also offer visual interfaces, but they may require more technical expertise to use effectively.
Customization Options: Make offers advanced customization options, including the ability to create custom modules and workflows. n8n also offers customization options, but they may require more programming knowledge.
Integration Capabilities: Make offers a wide range of integrations with popular apps and services. Zapier and n8n also offer integrations, but they may not be as extensive.
Essential Tools to Pair with Make
One of the things that makes Make.com a standout is just how many apps it can integrate with. Whether you’re a fan of Google Sheets, live and breathe PowerBI dashboards, or depend on tools like ZohoBooks or WooCommerce to keep things running, Make.com can link them all up seamlessly.
These integrations are game-changers because they allow your apps to “talk” to each other, removing the need for manual data transfers or duplicative work. Take ZohoBooks, for example—Make.com can sync email invoices directly into your accounting software automatically. Or, if you’re analyzing sales trends, it can pull live data from WooCommerce into Google Sheets for effortless tracking.
By linking up all your tools, you’re essentially creating one interconnected, hyper-efficient finance machine. Instead of managing individual apps, you’ve got an entire ecosystem that works together, in harmony, to streamline even the most complex processes.
Here’s how some of these pairings can simplify your workload:
QuickBooks or ZohoBooks for automating tedious accounting tasks like invoice processing.
Google Sheets as a dynamic tool for capturing and sharing financial data in real time.
PowerBI for distributing intuitive reports at scale.
WooCommerce to manage eCommerce sales data without lifting a finger.
Navigating Make Automation’s User Interface and Core Features
Now, as much as we love a good app integration, what really makes Make.com shine is its user-friendly interface. You don’t need to be a tech genius to automate like a pro thanks to its visual, drag-and-drop workflow builder.
The Visual Workflow Builder: A User-Friendly Visual Interface
This builder is all about simplicity. Rather than being overwhelmed by lines of code, you’re presented with a clean interface where you can visually design workflows using blocks (modules). Each module represents an action—like grabbing data, doing calculations, or sending notifications.
Here’s how you’d create a workflow in Make.com:
Start with a trigger—this is the event that kicks off your automation (e.g., receiving an invoice email).
Add modules to map out the workflow’s steps (e.g., extract invoice data, send it to ZohoBooks).
Use filters and conditions to refine the process (e.g., only process emails with specific keywords so spam doesn’t slip through).
Test your workflow to make sure everything runs like it’s supposed to.
Scenarios
A “scenario” is essentially your automation blueprint. It’s how Make.com strings together triggers and modules into a workflow that actually does the work for you.
Here’s what makes scenarios amazing:
Triggers initiate the magic—think of them as the starting whistle for your automations.
Modules handle the actual tasks within your workflows—sorting data, processing receipts, or sending alerts.
Filters and conditions give you fine control, ensuring only the right tasks or data get acted on.
Scenarios are genius because of their flexibility. Need to pause an automation? No problem. Want to make tweaks on the fly? You can do that too. Even scaling scenarios to handle more data is easy as pie.
Connections Between Apps
Once you’ve integrated your favorite tools with Make.com, the possibilities are endless. From syncing data between QuickBooks and a budgeting app to linking YNAB with Slack for team notifications, the connections feel effortless. The setup is secure and only requires a one-time login, so you won’t have to deal with constant resets. From there, you’re free to “set it and forget it.”
Why Finance Pros Love It
What makes this interface such a lifesaver is how it saves time, reduces errors, and handles the boring stuff so you don’t have to. It’s user-friendly enough for anyone to pick up, regardless of tech skills, and powerful enough to manage complex tasks. Plus, having everything visually laid out means you’re never guessing what’s going on behind the scenes.
Pro Tip: Organize your workflows with clear labels—and maybe even color-coding—to help you keep track of multiple automations. Trust me; it’s a lifesaver when your scenarios start stacking up.
Step-by-Step Automation Walkthroughs
Setting up automations in Make.com might seem like a big leap if you’re new to it, but trust me—it’s easier than it sounds. With a bit of know-how and a sprinkle of drag-and-drop magic, you’ll be surprised at how quickly you can automate some of the most tedious tasks in finance. Below, we’ll walk through two practical automation examples using Make.com. Each one is designed to save you time, boost accuracy, and make your workflows as smooth as butter.
Processing Invoices – Email Receipts to ZohoBooks
Scenario:
Imagine never having to manually input invoice data into your accounting software again. This workflow automates the process of extracting invoice details from emails and directly uploading them into ZohoBooks for seamless tracking.
Step-by-Step Instructions:
Integrate Your Email and ZohoBooks in Make.com:
Authenticate your email account in Make.com.
Do the same for ZohoBooks so the two apps can communicate.
Create Your Trigger:
Set the trigger to activate whenever a new email arrives with the subject line containing specific keywords, like “invoice” or “billing statement.”
Extract Attachment Data:
Add a module to extract details from the invoice attachment—look for information like date, total amount, and recipient.
Map the Data to ZohoBooks:
Match the extracted fields to the correct entries in ZohoBooks’ payment records. For example, assign the “total amount” field to ZohoBooks’ “amount paid” input.
Add a Confirmation Alert:
Finish the workflow by setting up an alert (through Slack or email) to notify you once the invoice data has been successfully logged.
Case Study:
A mid-sized finance team once spent upwards of five hours daily inputting invoice details. After implementing this automation, they cut those hours down to minutes, freeing them to focus on audits and client tasks. It’s not just time saved—it’s sanity restored!
Tracking Budget Approvals – Email to Google Sheets
Scenario:
If you’ve got approval requests pouring in from every angle, this one’s for you. This workflow logs every email request into a shared Google Sheet, giving your entire team real-time visibility into the approval pipeline. Bonus points for automatically acknowledging submissions.
Step-by-Step Instructions:
Set the Trigger for Incoming Emails:
Define your trigger to look for emails with an approval request subject line or a specific format.
Parse the Details:
Use a module to extract critical information from the email, such as the budget item, requested amount, and current approval status.
Feed the Data into Google Sheets:
Select your team’s shared Google Sheet and map every parsed detail into the appropriate column (e.g., “Item Name,” “Amount Requested,” “Status”).
Automate a “Thank You” Reply:
Add a final module that sends a friendly acknowledgment email back to the requester saying their approval request has been logged.
Case Study:
One startup’s finance team struggled to keep track of budget approvals buried in email threads. After automating this workflow, they gained instant, up-to-date visibility into every request. Team members could check the Sheets whenever they wanted, cutting decision-making delays in half.
Reporting Distribution – PowerBI to Email
Scenario:
When it comes to sharing insights, manually sending PowerBI dashboards to stakeholders can be a drag. This workflow automates dashboard distribution so you can keep everyone in the loop without lifting a finger.
Step-by-Step Instructions:
Connect PowerBI to Make.com:
Authenticate your PowerBI account in Make.com to grant access to your dashboards.
Set Up a Scheduler:
Use a scheduler module to determine how often the reports should be sent—daily, weekly, monthly—you name it.
Customize the Email Content:
Compose the email that will accompany the report. Include personalized fields such as the recipient’s name or a specific note about the data. Attach the dashboard file in the recipient’s preferred format (PDF or Excel).
Ensure Automatic Delivery to Stakeholders:
Add your stakeholders’ email addresses to the automation. Multiple recipients? No problem—Make.com can handle that with ease.
Case Study:
A consulting firm specializing in financial planning struggled to deliver timely reports to its clients due to the manual process. By automating their PowerBI report distribution, they reduced reporting prep time significantly. Not only did this improve transparency and client satisfaction, but it also freed up their team to focus on more pressing client needs.
Sales Management – WooCommerce to Google Sheets
Scenario:
Tracking sales in real-time is crucial for eCommerce businesses, and manually logging order data feels like something out of the Stone Age. With this workflow, WooCommerce sales data syncs directly with Google Sheets so you can analyze trends without getting bogged down.
Step-by-Step Instructions:
Create a Trigger in WooCommerce for New Orders:
Set up a trigger that activates when a customer places a new order, ensuring instant data collection.
Map Order Details to Google Sheets:
Select your shared Google Sheet as the endpoint and map key order details like customer name, product purchased, price, and payment status into the appropriate columns.
Automate Rules to Highlight Important Sales:
Add rules in your Google Sheet (e.g., conditional formatting) to automatically flag high-value sales or priority orders, making it easier to focus on what matters most.
Optional Step for Deeper Insights:
Push your sales data from Google Sheets into a dashboarding tool like PowerBI or Tableau to visualize trends, profitability, and growth metrics at a glance.
Case Study:
A small but growing eCommerce business was spending hours every week inputting sales data from WooCommerce into spreadsheets. After implementing this automation, they not only saved time but also gained a better understanding of sales trends. This helped them identify top-performing products and optimize their inventory management—all without additional manual effort.
Enhancing Efficiency With More Advanced Features
Once you’ve got the basics of Make.com nailed down, it’s time to step up your game. This platform isn’t just about automating simple tasks—it’s a powerhouse of advanced features that can take your workflows from functional to unstoppable. Here’s how to leverage them like a pro and squeeze every drop of efficiency out of your processes.
Using Filters and Conditions
Look, there’s no point in automating workflows if you’re still processing junk data. This is where filters and conditions come in clutch—they act as your workflow’s gatekeepers, ensuring only the important stuff gets through.
For example, say you receive invoices from different departments, but only payments over $5,000 need immediate processing. Instead of wasting resources on low-priority tasks, you can set conditions to skip smaller invoices. Or maybe you’re working with specific clients who require custom workflows—filters can easily help separate them from your general data, ensuring each process is as tailored as it needs to be.
Another gem is filtering email triggers. Instead of every single email cluttering up your workflows, you can refine the trigger to activate only when certain keywords (like “urgent” or a specific client name) pop up. This way, you avoid noise and focus on what actually matters.
Handling Errors Like a Pro
Ah, the dreaded “something went wrong” moment. We’ve all been there, and while automation is a dream, even the best workflows can hiccup. The good news? Make.com is built to keep you in control, even when things go sideways.
First, you’ve got built-in alerts. Anytime something breaks in your workflow—say, a file format mismatch or a server error—you’ll get notified instantly. No more discovering issues hours (or worse, days) later.
Second, retries are your safety net. Missed data opportunities? Not on Make.com’s watch. You can configure workflows to retry tasks automatically for a set number of attempts before requiring your intervention.
Lastly, manual overrides are a lifesaver. Imagine an urgent invoice fails to process because of an error. With Make.com, you can jump in, make corrections, and send the workflow back on its merry way without starting from scratch. It’s like having an “Undo” button for automation.
Quick Tips for Mastering Make.com
If you’re anything like me, the excitement of automating everything at once can feel like hitting the jackpot. But trust me, a steady approach works best. Mastering Make.com isn’t about flipping a switch—it’s about building simple, reliable workflows and scaling up as you go. Here are a few quick tips to help you crush it without breaking a sweat.
Start Small and Build Momentum
Sure, Make.com has the potential to revolutionize your processes, but don’t bite off more than you can chew on day one. Start by automating a task or two that eats up the most time or annoys you the most—like syncing invoices or tracking approvals. Once you see the magic of automation in action, you’ll naturally feel ready to tackle more complex workflows.
Regularly Test Your Workflows
Automation is only great if it works, right? Testing your workflows is non-negotiable. Run dummy data through your scenarios before they go live, and make sure everything flows smoothly from trigger to completion. And even after things are operational, don’t forget to check in periodically to ensure all parts are working as expected.
You’d never send out a quarterly report without proofreading it first—your workflows deserve the same attention.
Schedule Smartly
Ever heard of automation traffic jams? They happen when too many workflows run at once, overloading systems and sometimes causing errors. To steer clear of that chaos, schedule your workflows to run during off-peak hours, like late evenings or early mornings.
This is especially crucial if you’re working with tools that process heavy data loads or generate a lot of reports. Off-peak scheduling frees up bandwidth and ensures your automations fire off without a hitch.
Set Up Error Notifications
Look, even the best automations can hit a snag. Maybe a platform API crashes, or there’s a mismatch in data formatting. Whatever the case, Make.com lets you set up error notifications so you’re instantly aware of any problems.
These alerts are lifesavers—they ensure nothing slips through the cracks while giving you the chance to course-correct immediately. Think of it like having a smoke alarm for your workflows.
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