Automating the sales paperwork and lead tracking of a trailer manufacturer
A company that builds towable trailers and sells them through several branches runs its sales on forms and an accounting system. Skofi built Make automation around it: handover packs filed on the invoice, units released once paid, and website enquiries traced through to quotes and invoices.
- reusable flows
- 2
- scenarios across them
- 7
- runs in the last 30 days, mostly polls
- 2,449
The organisation
The company builds towable trailers and sells them through several branches. Each sale runs on a series of online forms (a deal sheet, a request for invoice, a signed delivery note, a release) and on quotes and invoices in Xero. Every unit carries a VIN, and every sale ends with a unit leaving a branch's yard.
The automation described here works at the two ends of a sale. At the end, the paperwork that shows a unit was handed over and paid for needs to sit in one place, and a branch needs to know a unit is paid for before it leaves. At the start, the website brings in enquiries, and the business wants to know which of them become quotes and invoices.
Skofi built Make automation for both ends. The sales process has more automated steps than are described here; this page and the flow pages draw only on the complete builds. Each flow has its own page, because each would apply, as it is, to another business.
What we built
- 01
Delivery handover and release
Files each signed handover pack and the unit's VIN on the invoice, and releases the unit once the invoice is paid.
3 scenarios · read the flow - 02
Lead-to-invoice attribution
Logs every website enquiry and matches the quotes and invoices raised for it, so conversion can be measured.
4 scenarios · read the flow
The outcome
Two flows and seven scenarios. Make's counters for the last 30 days show 2,449 runs and 9,495 operations across them. Most runs are one-operation polls, chiefly the fifteen-minute release watch.
The handover flow is the established one, running since 2025. In the last 30 days its delivery-note step ran 88 times and its release watch checked for paid invoices every fifteen minutes of the working day.
The attribution flow is new: enquiries have been logged since 30 September 2026, and the quote and status passes went live on 13 October.
Twenty-six errors in all. Five were in the invoice matcher's first two days and have not recurred. Of the other 21, fourteen were the accounting system's rate limit on one morning when a backlog was released at once, six were expired file links and one was a dropped connection. The delivery-note scenarios have since been changed to process one run at a time, retry and renew their file links.
Where it stops
Neither flow covers the whole sale. Logging the deal and raising the invoice from the quote are earlier steps that are not described here, and the attribution flow matches by email alone. Error handling is uneven: the two delivery-note scenarios now retry and keep failed runs for resuming, while the other scenarios rely on Make's defaults and per-step ignore handlers. This page draws only on complete builds. Simple lead-alert notifiers, a one-off backfill, an inspection-certificate helper and an attachment-merging utility are not described.
Built with
- Make.com
- Xero
- Cognito Forms
- Gravity Forms
- Google Sheets
- Gmail
- Make data store
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Run a business like this one?
The flows above are reusable. A short call is the fastest way to find out which of them fits yours.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no