Jun 2, 2025

Make.com Guide:

Make.com tutorial interface with visual workflows and automation modules for beginners guide, Claviso

Are you looking for a powerful alternative to Zapier that is both cheaper and more flexible? Make.com (formerly Integromat) is the answer. As a certified Make.com expert, I will show you everything you need in this tutorial to become an automation professional from scratch.

Make.com is not just a Zapier alternative – it is often the better choice for those who need more complex automations without spending a fortune. In this comprehensive guide, you will learn step by step how to effectively use Make.com to automate your business processes.

What you will learn in this tutorial:

  • How Make.com works and why it is better than Zapier

  • Step-by-step setup of your first scenario

  • 5 practical automations you can implement immediately

  • Pro tips for more complex workflows

  • Cost optimization and best practices

By the end of this tutorial, you will be able to independently create automations that save you hours per week – guaranteed.

What is Make.com? The Zapier killer explained

Make.com vs. Zapier: The direct comparison

Make.com (formerly Integromat) is a no-code automation platform that allows you to connect various apps and services. But why should you choose Make.com over Zapier?


Feature

Make.com

Zapier

Price

From $9/month

From $20/month

Free Operations

1,000/month

100/month

Visual Representation

✅ Flowchart view

❌ Linear

Conditional Logic

✅ Simple & intuitive

❌ Complex

Error Handling

✅ Detailed

❌ Basic

App Integrations

1,400+

5,000+

Complex Workflows

✅ Unlimited

❌ Limited

German Interface

✅ Available

❌ English only

Why Make.com is the better choice

1. Visual Workflow Builder Instead of linear "If-Then" chains, you see your automations as a flowchart. This makes complex logic understandable and troubleshooting easy.

2. Up to 75% cheaper Same functionality for a fraction of the cost. Especially with higher volumes, the difference becomes dramatic.

3. Unlimited complexity While Zapier reaches limits with more complex workflows, you can create infinitely branched automations in Make.com.

4. Better error handling Make.com shows you exactly where a workflow has failed and why – including the data that was transferred.

Make.com fundamentals: Understanding the interface and concepts

The Make.com dashboard explained

When you sign up for Make.com, you land on the dashboard. Here are the key areas:

1. Scenarios These are your automations. Each scenario is a workflow that runs automatically.

2. Teams & Organizations Here you manage team members and their permissions.

3. Data Stores Temporary data storage for complex workflows.

4. Templates Pre-made automations that you can use as a base.

Important Make.com Terms

Modules: The building blocks of your automation (e.g. "Gmail: Send Email")

Trigger: The first module that starts your scenario (e.g. "New Email Received")

Actions: Modules that perform actions (e.g. "Save file to Dropbox")

Operations: Each action consumes operations from your monthly quota

Bundles: Data packages that are transferred between modules

Routes: Branches in your workflow for conditional logic

Step-by-step: Create your first Make.com scenario

Step 1: Set up a Make.com account

  1. Registration: Go to make.com and create a free account

  2. Verification: Confirm your email address

  3. Dashboard tour: Make.com provides a brief introduction – take advantage of it!

Tip: Start with the free plan. 1,000 operations per month are sufficient for initial tests.

Step 2: Choose a template or start from scratch

For your first scenario, I recommend using a template:

  1. Click on "Templates" in the left sidebar

  2. Search for "Gmail to Google Sheets" or something similar

  3. Click on "Create scenario"

Alternatively: Click on "Create a new scenario" for a complete restart.

Step 3: Configure your first module

We are creating a simple automation: "Save new Gmail emails to Google Sheets"

Add Trigger Module:

  1. Click on the "+" in the middle of the screen

  2. Search for "Gmail"

  3. Select "Watch emails"

  4. Click on "Add"

Create Gmail connection:

  1. Click on "Add" next to "Connection"

  2. Follow the instructions for Gmail authorization

  3. Give your connection a name (e.g. "My Gmail")

Configure Trigger:

  1. Folder: "INBOX" (or a specific folder)

  2. Criteria: "Unread emails only"

  3. Maximum number of emails: 10

Step 4: Add Action Module

Add Google Sheets Module:

  1. Click on the "+" after the Gmail module

  2. Search for "Google Sheets"

  3. Select "Add a row"

Create Google Sheets connection:

  1. Authorize Google Sheets as you did with Gmail

  2. Select your desired Spreadsheet

  3. Select the Worksheet (most often "Sheet1")

Data Mapping: Here it gets interesting! You need to map the Gmail data to the sheets' columns:

  1. Column A: Click and select "Subject" from the Gmail data

  2. Column B: Select "From: Email"

  3. Column C: Select "Date"

  4. Column D: Select "Text content"

Step 5: Test and activate the scenario

Test Run:

  1. Click on "Run once" at the bottom left

  2. Make.com looks for new emails and processes them

  3. Check your Google Sheet – the data should appear

Activate Scenario:

  1. Click on the "OFF" switch at the top to turn it to "ON"

  2. Set the Frequency (e.g. every 15 minutes)

  3. Click on "Save"

Congratulations! Your first Make.com scenario is running. Every new email will automatically be entered into your Google Sheet.

5 practical Make.com automations for immediate use

1. Automate lead qualification

The problem: Too many unqualified inquiries from your website.

The solution: Automatic scoring and sorting of new leads.

Setup:

  1. Trigger: Typeform/Google Forms → "New Response"

  2. Filter: Budget > €1,000 AND timeframe < 6 months

  3. Action 1: Qualified leads → HubSpot with tag "Hot Lead"

  4. Action 2: Unqualified leads → Email with free resources

Time saving: 5 hours per week Operations per month: ~200

Step-by-step:

2. Social Media Content Planning

The problem: Constantly creating content for LinkedIn, Instagram, and others is time-consuming.

The solution: Automatically adapt a piece of content for all platforms.

Setup:

  1. Trigger: Google Sheets → "New Row" (Content Calendar)

  2. Action 1: LinkedIn → "Create Post" (Business Tone)

  3. Action 2: Instagram → "Create Post" (Casual Tone)

  4. Action 3: Slack → Notification to team

Pro Tip: Use OpenAI integration to automatically adapt content for different platforms.

3. Customer Service Ticket Routing

The problem: Support inquiries land with the wrong team member.

The solution: Intelligent distribution based on keywords and priority.

Setup:

  1. Trigger: Gmail → "New Email" (Support Address)

  2. Text Parser: Extract keywords (Invoice, Bug, Feature)

  3. Router: Different paths depending on category

  4. Actions: Slack notification to the right team + Trello card

ROI: 70% less manual ticket sorting

4. E-commerce Order Processing

The problem: After each order, 5 different systems need to be updated manually.

The solution: A scenario for the complete post-purchase flow.

Setup:

  1. Trigger: Shopify → "New Order"

  2. Action 1: Google Sheets → Update sales tracking

  3. Action 2: Mailchimp → Add customer to "Buyers" list

  4. Action 3: Slack → Notification to fulfillment team

  5. Action 4: Trello → Create shipping card

Time saving: 15 minutes per order

5. Automate Meeting Follow-up

The problem: After each meeting, manually write a summary and send next steps.

The solution: Automatic meeting follow-up.

Setup:

  1. Trigger: Google Calendar → "Event Ended"

  2. Action 1: OpenAI → Generate meeting summary (from calendar notes)

  3. Action 2: Gmail → Send summary to participants

  4. Action 3: Notion → Create meeting minutes

  5. Action 4: Todoist → Create next steps as tasks

Game-Changer: 30 minutes of follow-up saved per meeting.

Advanced Make.com Features for Pros

Router and Filter: Implement Complex Logic

Routers are the heart of complex automations. They allow you to create different paths based on conditions.

Practical Example: Lead Scoring

Webhook (Neue Anfrage) → Router → [Route 1] Budget > €5000 → Sales-Team
                               → [Route 2] Budget €1000-5000 → Junior-Sales
                               → [Route 3]

Configure Filter:

  1. Click on the connection between the router and the next module

  2. Select "Set up a filter"

  3. Define conditions (e.g. "Budget greater than 1000")

  4. Give the filter a name

Webhooks: Receive Real-Time Data

Webhooks allow external services to notify Make.com immediately instead of waiting for regular checks.

Setting up a webhook:

  1. Select "Webhooks""Custom webhook" as a trigger

  2. Copy the generated URL

  3. Enter this URL in your external system (e.g. Stripe, PayPal)

  4. Test with the "Run once" button

Common Webhook Use-Cases:

  • E-commerce: Immediate notification of new orders

  • Payments: Process Stripe/PayPal transactions

  • CRM: Lead updates in real-time

  • Support: Immediately assign new tickets

Processing Data Structures and Arrays

Make.com can handle complex data structures. This is especially useful for APIs that return multiple records.

Using Array Iterator:

  1. Add "Tools""Iterator"

  2. Connect it with the module that outputs arrays

  3. Follow-up modules will execute individually for each array entry

Example: Split a Google Sheets row with multiple email addresses into separate emails.

Error Handling: Create Robust Workflows

Configure Error Handling:

  1. Right-click on a module → "Add error handler"

  2. Select the error type (e.g. "DataError", "ConnectionError")

  3. Define fallback actions (e.g. Slack notification, email to admin)

Best Practices:

  • Always use error handlers for critical workflows

  • Configure retry mechanisms for temporary outages

  • Logging to Google Sheets for debugging

Functions and Formulas: Transform Data

Make.com offers powerful functions for data processing:

Frequently Used Functions:

  • formatDate(): Format date

  • replace(): Replace text

  • split(): Split text

  • length(): Count characters/elements

  • if(): Conditional logic

Example: Extract email domain

Cost Optimization: Achieve More with Fewer Operations

Understanding and Saving Operations

What are operations? Each action of a module consumes operations. A scenario with 5 modules consumes 5 operations per run.

Free Limits:

  • Free Plan: 1,000 operations/month

  • Core Plan ($9): 10,000 operations/month

  • Pro Plan ($16): 40,000 operations/month

Strategies for Optimizing Operations

1. Optimize Trigger Frequency Instead of checking every 5 minutes, check every 15 minutes. This reduces operations by 66%.

2. Use Filters Early Filter out unwanted data before costly API calls:

3. Use Bulk Operations Instead of sending individual emails, collect data and send bulk emails.

4. Use Webhooks Instead of Polling Webhooks only consume operations on real events, not on empty checks.

5. Use Database as a Temporary Storage Use Make.com Data Stores to cache data and avoid duplicate API calls.

Make.com Cost Calculator: What Does Your Workflow Cost?

Sample Calculation for Lead Automation:

  • 100 new leads per month

  • 5 modules per scenario

  • Operations: 100 × 5 = 500/month

  • Cost: Free (under 1,000 operations)

Sample Calculation for E-commerce:

  • 500 orders per month

  • 8 modules per order

  • Operations: 500 × 8 = 4,000/month

  • Cost: $9/month (Core Plan)

ROI Calculation:

  • Time Saving: 30 minutes per order

  • Saved Working Time: 500 × 0.5h = 250 hours/month

  • Value at €30/hour: €7,500/month

  • Make.com Costs: €9/month

  • ROI: 83,233%

Make.com Templates: Use and Customize Ready Solutions

The Best Free Templates

Make.com offers over 1,000 pre-made templates. Here are the most valuable:

1. "Gmail to Google Sheets"

  • Use Case: Email archiving and analysis

  • Customization: Add filters for specific senders or subject lines

2. "Facebook Lead Ads to HubSpot"

  • Use Case: Automatic lead transfer

  • Customization: Add lead scoring based on responses

3. "Shopify to Slack"

  • Use Case: E-commerce notifications

  • Customization: Different channels for different product categories

4. "Typeform to Mailchimp"

  • Use Case: Automate newsletter sign-ups

  • Customization: Segmentation based on survey responses

Customizing Templates: Step-by-Step

1. Find and Install Template:

  1. Go to "Templates" in the Make.com dashboard

  2. Use filters for your desired apps

  3. Click on "Create scenario"

2. Configure Connections:

  1. Click on each module individually

  2. Create new connections to your accounts

  3. Test each connection

3. Make Adjustments:

  1. Add Modules: Expand the workflow according to your needs

  2. Build Filters: For more specific automation

  3. Adjust Data Mapping: Other fields or formats

4. Thoroughly Test:

  1. "Run once" for each adjustment step

  2. Check all outputs in the target apps

  3. Test edge cases (empty fields, special characters)

Create and Share Your Own Templates

Create Template from Scenario:

  1. Open your working scenario

  2. Click on "⋯" (More Options)

  3. Select "Save as template"

  4. Fill in description and tags

  5. Decide on publication (private/public)

Pro Tips: Avoid Common Mistakes

The 10 Most Common Make.com Beginner Mistakes

1. No Error Handling

  • Problem: Scenario stops completely at the first error

  • Solution: Build error handler for critical modules

2. Too Aggressive Trigger Frequency

  • Problem: Operations are wasted

  • Solution: Start with 15-30 minutes, optimize based on needs

3. Missing Filters

  • Problem: Unnecessary actions are performed

  • Solution: Use filters as early as possible in the workflow

4. Activating Untested Scenarios

  • Problem: Faulty data in production systems

  • Solution: Always test thoroughly with "Run once"

5. Overly Complicated Workflows

  • Problem: Hard to debug and maintain

  • Solution: Split complex logic into several simple scenarios

6. No Documentation

  • Problem: Colleagues (or you) won’t understand scenarios after months

  • Solution: Use meaningful names and notes

7. Missing Backup Plans

  • Problem: Business-critical processes have no fallbacks

  • Solution: Document manual backup processes

8. Ignoring Rate Limits

  • Problem: API blocks and failures

  • Solution: Incorporate delays between API calls

9. Unsecured Data Transmission

  • Problem: Sensitive data is transmitted unencrypted

  • Solution: Only use HTTPS connections, secure API keys

10. Neglecting Monitoring

  • Problem: Errors are not noticed for days

  • Solution: Set up regular reports and alerts

Debug Techniques for Complex Workflows

1. Step-by-Step Debugging:

  • Deactivate modules after the problematic point

  • Test step by step and reactivate modules one by one

2. Use Data Inspector:

  • Click on the connection lines between modules

  • Check what data is actually being transferred

3. Analyze Execution History:

  • Go to "History" in the scenario

  • Analyze failed executions in detail

4. Build a Test Environment:

  • Copy scenarios for testing

  • Use test data instead of production data

Integration with Other Tools: The Make.com Ecosystem

Top Integrations for Business Automation

CRM Systems:

  • HubSpot: The most comprehensive integration, perfect for marketing automation

  • Pipedrive: Easy to use, ideal for sales processes

  • Salesforce: Enterprise features, complex but powerful

Email Marketing:

  • Mailchimp: User-friendly, good segmentation

  • ActiveCampaign: Advanced automation

  • ConvertKit: Ideal for content creators

Project Management:

  • Notion: All-in-one workspace, perfect for documentation

  • Trello: Simple Kanban boards

  • Asana: Comprehensive project management

E-commerce:

  • Shopify: Market leader for online stores

  • WooCommerce: WordPress integration

  • Stripe: Payment processing

API Integrations: When Your App Is Not Available

Use Custom API Calls:

  1. Select "HTTP""Make a request"

  2. Configure:

    • URL: API endpoint

    • Method: GET/POST/PUT/DELETE

    • Headers: Authentication, Content-Type

    • Body: JSON data for POST/PUT

Example: Custom CRM API Call

Authentication Methods:

  • API Key: Simple, usually in the header

  • OAuth 2.0: More secure, complex setup

  • Basic Auth: Username/Password, less secure

Zapier to Make.com Migration

Why Migrate?

  • 50-75% cost savings

  • Better visual representation

  • Enhanced features (Router, Error Handling)

  • No limitations on multi-step workflows

Migration Checklist:

  1. Document Zapier Zaps: Screenshots and descriptions

  2. Check App Availability: Are all used apps available in Make.com?

  3. Plan Migration: Which Zaps to migrate first?

  4. Test in Parallel: Run both systems temporarily in parallel

  5. Train Team: Explain the new interface and terms

Migration Example:

Make.com for Various Industries

Coaches & Consultants

Typical Automations:

  1. Lead Nurturing: Typeform → Email Sequence → CRM

  2. Scheduling: Calendly → CRM Update → Reminder Emails

  3. Content Distribution: Blog Post → Social Media (LinkedIn, Twitter, Facebook)

  4. Client Onboarding: New Booking → Welcome Email → Calendar Link → Invoice

ROI for Coaches:

  • Time Saving: 10-15 hours/week

  • More Clients: 30% through better follow-up

  • Professionalism: Consistent communication

E-commerce

Must-Have Automations:

  1. Order Processing: Shopify → Fulfillment → Tracking → Customer Update

  2. Inventory Management: Low Stock → Supplier Email → Reorder Reminder

  3. Customer Service: Return Request → Slack → Process → Update Customer

  4. Marketing: Purchase → Customer Segmentation → Targeted Campaigns

E-commerce ROI:

  • Operations Reduction: 60-80%

  • Error Minimization: 90% fewer manual errors

  • Scaling: 300% more orders without additional staff

Agencies & Marketing

Agency Workflows:

  1. Lead Qualification: Website Form → Scoring → Sales Assignment

  2. Client Reporting: Campaign Data → Report Generation → Client Email

  3. Project Management: New Project → Team Assignment → Timeline Creation

  4. Billing: Time Tracking → Invoice Generation → Payment Reminder

Agency Benefits:

  • Client Satisfaction: Automatic, regular updates

  • Profitability: Less admin time, more billable hours

  • Scaling: Standardized processes for growth

SaaS & Tech Companies

Tech Automations:

  1. User Onboarding: Signup → Welcome Series → Feature Tours → Success Metrics

  2. Churn Prevention: Usage Decline → Intervention Email → Success Manager Alert

  3. Support Triage: Ticket → AI Classification → Expert Assignment → SLA Tracking

  4. Growth Hacking: User Action → Trigger Referral Prompt → Track Conversions

Improve SaaS Metrics:

  • Activation Rate: +40% through automated onboarding

  • Retention Rate: +25% through proactive churn prevention

  • Support Efficiency: 60% less response time

Security and Compliance at Make.com

Data Protection and GDPR

Make.com GDPR Compliance:

  • EU Servers: Data is stored in EU data centers

  • Data Processing Agreements: Available for business customers

  • Deletion Rights: Automatic data deletion after defined periods

  • Encryption: All data is transmitted and stored securely

  • Auditability: Complete logs of all data processing

Best Practices for Secure Automation

1. API Key Management

  • Never use API keys in public scenarios

  • Rotate keys regularly (every 90 days)

  • Use separate keys for testing and production

  • Document where keys are used

2. Data Minimization

  • Only transfer necessary data fields

  • Delete temporary data after processing

  • Use Make.com Data Stores only for temporary caching

3. Access Control

  • Grant team access restrictively

  • Use role-based permissions

  • Enable 2FA for all team members

  • Conduct regular access reviews

4. Monitoring and Alerts

  • Set alerts for failed scenarios

  • Monitor unusual operation spikes

  • Log critical data transmissions

  • Implement health checks for important workflows

The Future of Make.com: What's Next?

Current Developments (2025)

1. AI Integration Make.com increasingly integrates AI features:

  • OpenAI Modules: Direct access to GPT-4 and DALL-E

  • AI-assisted Workflow Building: AI suggests optimal workflows

  • Intelligent Error Handling: Automatic error correction via AI

2. Advanced Analytics

  • Workflow Performance Analytics: Detailed metrics on operation consumption and runtimes

  • ROI Tracking: Automatic calculation of time savings

  • Predictive Insights: Forecasting workflow failures

3. Enterprise Features

  • Advanced Security: SSO, enhanced audit logs

  • Custom Connectors: Develop your own app integrations

  • On-Premise Deployment: For the highest security requirements

Roadmap and Trends

No-Code Becomes Mainstream: By 2027, 70% of all automations will be created using no-code platforms like Make.com.

AI-Native Workflows: Future scenarios will not only utilize AI but AI will optimize and adapt the workflows themselves.

Marketplace Expansion: A growing marketplace for pre-made scenarios and custom connectors is emerging.

Make.com Community and Resources

Official Resources

1. Make.com Academy

  • Free video tutorials for all levels

  • Certification programs for professionals

  • Best-practice guides for various industries

2. Make.com Documentation

  • Comprehensive API documentation

  • Step-by-step guides for all modules

  • Troubleshooting guides

3. Template Library

  • Over 1,000 pre-made templates

  • Community templates from experts

  • Industry-specific collections

Community Platforms

1. Make.com Facebook Group

  • 50,000+ active members

  • Daily tips and tricks

  • Direct help from other users

2. Reddit r/make

  • Technical discussions

  • Workflow reviews

  • Beta feature tests

3. YouTube Channels

  • Make.com Official: Official tutorials

  • Automation Experts: Community-driven content

  • Industry-specific: Industry-focused guides

Support and Help

Make.com Support Channels:

  • Chat Support: 24/7 for Pro+ customers

  • Email Support: Response within 24h

  • Video Calls: For complex problems (Enterprise)

Community Support:

  • Forum: Public questions and answers

  • Discord: Real-time chat with other users

  • Local Meetups: Networking in German cities

Conclusion: Why Make.com is the Future of Automation

After implementing over 500 Make.com scenarios, I can confidently say: Make.com is not just a Zapier alternative – it is often the better choice.

The key takeaways from this tutorial:

1. Unbeatable price-performance With the same range of features, you save 50-75% compared to Zapier. The difference becomes even more dramatic at higher volumes.

2. Unlimited complexity While other tools hit limits with more complex workflows, you can create arbitrarily nested automations in Make.com.

3. Visual advantage The flowchart representation makes even the most complex workflows understandable. This is not only aesthetically pleasing but essential for debugging and teamwork.

4. Future-proof With continuous updates, AI integration, and a growing app library, Make.com is perfectly positioned for the coming years.

Your next steps:

Today:

  1. Create a free account at make.com

  2. Test the first template (Gmail to Google Sheets)

  3. Plan your own automation from your workday

This week:

  1. Implement 3 templates from this guide

  2. Create your first own scenario from scratch

  3. Calculate ROI for your most important workflows

Next month:

  1. Have 5+ productive scenarios running

  2. Train the team in Make.com basics

  3. Upgrade to the Core Plan for enhanced features

The Automation Effect

Companies that start with intelligent automation today will have a significant competitive advantage in 12 months. While others are still working manually, your processes will run automatically.

The numbers speak for themselves:

  • Average time saving: 15-25 hours per week

  • ROI: 300-800% in the first year

  • Error reduction: 85% fewer manual errors

  • Scalability: 3x more output without additional staff

Why start right now?

1. Never been easier: Tools like Make.com have democratized automation 2. Competitive Advantage: Early adopters have massive advantages 3. Compound Effect: The earlier you start, the more you benefit in the long run 4. Team Acceptance: Your team will be grateful for less routine work.

Ready for your Make.com journey?

You now have the complete knowledge to use Make.com successfully for your business. From the basics to practical examples and pro techniques – everything you need to get started.

But knowledge alone isn't enough. The difference between success and stagnation lies in implementation.

Start now – or miss the chance

While you have been reading this article, other companies have already implemented their first automations. The question is not whether you should use Make.com – but how quickly you start.

👉 Create a free Make.com account

Or: Don't want to start alone? As a certified Make.com expert, I am happy to help you implement your first automations.

Book a free strategy call →

In 30 minutes, we will analyze your processes and create a concrete Make.com implementation plan – free and without obligation.

What you get:

✓ Individual automation roadmap
✓ ROI calculation for your most important workflows
✓ Concrete next steps
✓ Access to exclusive templates

Automation does not wait. Your competition does not either. Start today.