Case Study · Joinery & Cabinetry

Divine Kitchens.
15 flows. 18 months. Zero human keying.

Engagement
18 months, ongoing
Industry
Joinery & Cabinetry
Platforms
Make · monday · Xero · OpenAI
Delivered
Nov 2024 → Present
The Challenge

Divine Kitchens came to us with a classic growing-studio problem: monday.com was where work lived, Xero was where money lived, and Gmail was where clients lived — and a human had to stitch them together every day.

Every new project meant creating boards by hand. Every supplier bill meant hunting for the matching PO. Every client variation meant a Word doc, a manual email, and a follow-up calendar reminder. Nothing talked to anything else. The team was brilliant at building kitchens. We were brought in to build the machinery around them.

15
Production automations shipped and still running
3.2k+
Scenario executions across the suite to date
9
Platforms integrated end-to-end
0
Errors on the flagship flow since deployment
The Approach

Four pillars, one system.

Rather than a pile of disconnected scripts, we architected the work around four operational domains — each with its own flows, but all wired into the same monday / Xero backbone.

01 — Financial Ops

Bills, receipts, cashflow — automated.

Xero becomes the source of truth for money; monday reflects it in real time. Receipts get captured by AI, bills get reconciled against POs every 15 minutes, cashflow updates as invoices clear.

Watch Bills Polls Xero every 15·min, matches to monday POs
Receipts (AI) OpenAI Vision extracts line items → Xero bill
Cashflow Xero positions mirrored on monday dashboard
Status & Tracking monday project status ↔ Xero tracking category
02 — Variation Lifecycle

From client email to sign-off, hands-free.

A three-stage pipeline that takes a change request from Word-doc quote to emailed PDF, parses the reply with an LLM, and cascades approval through every affected board — without a human touching a template.

Variation Email Google Docs template → Gmail with PDF attached
Variation Response LLM parses reply → structured approve/decline/negotiate
Variation Approved Cascades approval across subitems and totals
03 — Project Orchestration

New kitchen in, scaffolded in seconds.

A parent-child scenario architecture that allocates the project number, creates the Xero tracking category, and spawns per-room boards with the correct task trees — all from one trigger.

Project # Allocates next number, creates Xero tracking
Project Tasks (parent) Orchestrates child scenarios in sequence
Create Room (child) Spawns monday board template per room
Update Dependency Maintains task dependency chains on shifts
Update M&L Materials & labour propagate master → projects
04 — Budget Control

Change one number, update everything.

The plumbing layer. When a budget line or quantity changes anywhere in the system, webhook-driven flows use direct monday GraphQL calls to propagate updates across purchase orders, quotes and linked boards within seconds.

Budget Project Update The original flow (Nov ’24) — still running
Update Budget Qty Direct GraphQL calls for sub-item sync
Update Qty — Project Tasks Task-scoped quantity propagation
Flagship Flow

AI Receipt Capture — 34 modules, zero keying

The most complex flow in the suite. A PM drops a supplier receipt photo onto a monday item — everything after that happens in under a minute, fully automated. OpenAI Vision extracts vendor, line items, amounts and tax from the image. A code step validates totals against the sum of lines to catch bad OCR before it reaches the books. The bill lands in Xero against the correct supplier and tracking category. monday.com gets updated at every stage so the PM always knows where it is.

01
monday.com trigger
Receipt image uploaded to project item
02
OpenAI Vision extraction
Line items, amounts, vendor, tax
03
Code-step validation
Totals reconciled, low-confidence flagged
04
Xero bill creation
Right supplier, right tracking category
05
monday.com sync-back
Status, Xero bill ID, PM notified
Built With
Make.com monday.com Xero OpenAI Gmail API Google Docs GraphQL Webhooks Datastore

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