Jun 2, 2025
Make.com Guide:
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
Registration: Go to make.com and create a free account
Verification: Confirm your email address
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:
Click on "Templates" in the left sidebar
Search for "Gmail to Google Sheets" or something similar
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:
Click on the "+" in the middle of the screen
Search for "Gmail"
Select "Watch emails"
Click on "Add"
Create Gmail connection:
Click on "Add" next to "Connection"
Follow the instructions for Gmail authorization
Give your connection a name (e.g. "My Gmail")
Configure Trigger:
Folder: "INBOX" (or a specific folder)
Criteria: "Unread emails only"
Maximum number of emails: 10
Step 4: Add Action Module
Add Google Sheets Module:
Click on the "+" after the Gmail module
Search for "Google Sheets"
Select "Add a row"
Create Google Sheets connection:
Authorize Google Sheets as you did with Gmail
Select your desired Spreadsheet
Select the Worksheet (most often "Sheet1")
Data Mapping: Here it gets interesting! You need to map the Gmail data to the sheets' columns:
Column A: Click and select "Subject" from the Gmail data
Column B: Select "From: Email"
Column C: Select "Date"
Column D: Select "Text content"
Step 5: Test and activate the scenario
Test Run:
Click on "Run once" at the bottom left
Make.com looks for new emails and processes them
Check your Google Sheet – the data should appear
Activate Scenario:
Click on the "OFF" switch at the top to turn it to "ON"
Set the Frequency (e.g. every 15 minutes)
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:
Trigger: Typeform/Google Forms → "New Response"
Filter: Budget > €1,000 AND timeframe < 6 months
Action 1: Qualified leads → HubSpot with tag "Hot Lead"
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:
Trigger: Google Sheets → "New Row" (Content Calendar)
Action 1: LinkedIn → "Create Post" (Business Tone)
Action 2: Instagram → "Create Post" (Casual Tone)
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:
Trigger: Gmail → "New Email" (Support Address)
Text Parser: Extract keywords (Invoice, Bug, Feature)
Router: Different paths depending on category
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:
Trigger: Shopify → "New Order"
Action 1: Google Sheets → Update sales tracking
Action 2: Mailchimp → Add customer to "Buyers" list
Action 3: Slack → Notification to fulfillment team
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:
Trigger: Google Calendar → "Event Ended"
Action 1: OpenAI → Generate meeting summary (from calendar notes)
Action 2: Gmail → Send summary to participants
Action 3: Notion → Create meeting minutes
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
Configure Filter:
Click on the connection between the router and the next module
Select "Set up a filter"
Define conditions (e.g. "Budget greater than 1000")
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:
Select "Webhooks" → "Custom webhook" as a trigger
Copy the generated URL
Enter this URL in your external system (e.g. Stripe, PayPal)
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:
Add "Tools" → "Iterator"
Connect it with the module that outputs arrays
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:
Right-click on a module → "Add error handler"
Select the error type (e.g. "DataError", "ConnectionError")
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:
Go to "Templates" in the Make.com dashboard
Use filters for your desired apps
Click on "Create scenario"
2. Configure Connections:
Click on each module individually
Create new connections to your accounts
Test each connection
3. Make Adjustments:
Add Modules: Expand the workflow according to your needs
Build Filters: For more specific automation
Adjust Data Mapping: Other fields or formats
4. Thoroughly Test:
"Run once" for each adjustment step
Check all outputs in the target apps
Test edge cases (empty fields, special characters)
Create and Share Your Own Templates
Create Template from Scenario:
Open your working scenario
Click on "⋯" (More Options)
Select "Save as template"
Fill in description and tags
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:
Select "HTTP" → "Make a request"
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:
Document Zapier Zaps: Screenshots and descriptions
Check App Availability: Are all used apps available in Make.com?
Plan Migration: Which Zaps to migrate first?
Test in Parallel: Run both systems temporarily in parallel
Train Team: Explain the new interface and terms
Migration Example:
Make.com for Various Industries
Coaches & Consultants
Typical Automations:
Lead Nurturing: Typeform → Email Sequence → CRM
Scheduling: Calendly → CRM Update → Reminder Emails
Content Distribution: Blog Post → Social Media (LinkedIn, Twitter, Facebook)
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:
Order Processing: Shopify → Fulfillment → Tracking → Customer Update
Inventory Management: Low Stock → Supplier Email → Reorder Reminder
Customer Service: Return Request → Slack → Process → Update Customer
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:
Lead Qualification: Website Form → Scoring → Sales Assignment
Client Reporting: Campaign Data → Report Generation → Client Email
Project Management: New Project → Team Assignment → Timeline Creation
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:
User Onboarding: Signup → Welcome Series → Feature Tours → Success Metrics
Churn Prevention: Usage Decline → Intervention Email → Success Manager Alert
Support Triage: Ticket → AI Classification → Expert Assignment → SLA Tracking
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:
Create a free account at make.com
Test the first template (Gmail to Google Sheets)
Plan your own automation from your workday
This week:
Implement 3 templates from this guide
Create your first own scenario from scratch
Calculate ROI for your most important workflows
Next month:
Have 5+ productive scenarios running
Train the team in Make.com basics
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.
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.
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