Automating the lead-to-invoice pipeline of a vocational training provider
A provider of trade and vocational courses sells through paid ads, landing pages and phone calls, and runs everything from a monday.com CRM. Skofi built Make automation around it: leads in from every channel, calls and replies connected, SMS follow-up, ad reporting and invoicing.
- reusable flows
- 8
- scenarios across them
- 63
- runs, nine errors
- 5,157
The organisation
The provider runs trade and vocational courses and sells them through paid ads, landing pages and phone calls. Everything funnels into a monday.com CRM: a leads board for enquiries, a student board for enrolments, and boards for calls, tasks and ad performance.
The work is a pipeline with many entrances (a lead-ad form per course, a webhook per website page, inbound calls and voicemails, replies to emails) and several exits: a call from the right rep, a follow-up sequence, an invoice, a report on which ads paid off. It leaked at the joins: leads that arrived twice, calls nobody logged, invoices raised by hand.
Skofi's job was to connect them. The scenarios run in Make and the data stays in monday.com. Each flow has its own page, because most would apply, as they are, to another provider or to any business that sells through ads and a CRM.
What we built
- 01
Ad-form lead capture
Takes lead-ad submissions into the CRM once, with duplicate notes and eligibility routing.
7 scenarios · read the flow - 02
Website forms to CRM
Turns every landing-page and course-page form into a lead with the right source and course.
23 scenarios · read the flow - 03
Reply forwarding to the owner
Forwards a lead's email reply to the rep who owns the lead.
3 scenarios · read the flow - 04
Call and voicemail logging
Logs calls, turns voicemails into tasks and creates leads from unknown callers.
4 scenarios · read the flow - 05
SMS follow-up sequences
Runs day-by-day SMS sequences per course line, with the CRM as the cursor.
10 scenarios · read the flow - 06
Ad performance reporting
Brings ad and social performance into the CRM and mirrors lead stages onto it.
7 scenarios · read the flow - 07
CRM-triggered invoicing
Raises invoices from a status change and chases unpaid ones.
6 scenarios · read the flow - 08
Stage-triggered CRM actions
Chases prospects for documents by pathway, advances milestones and creates billable rows.
3 scenarios · read the flow
The outcome
Eight flows and 63 scenarios, with 5,157 runs and 29,037 operations in Make's counters.
The busiest parts are the call log (2,783 runs), the lead-stage mirror (752) and the two reply forwarders (441 each), with the lead-ad forms and website forms carrying the enquiries.
Nine errors in all, most of them while a flow was being built: five webhook mapping faults, three ad-platform API errors and one duplicate contact name.
Where it stops
Much of the estate is built ahead of use: the SMS sequences have no run history and several lead forms have never received a lead. Each flow's page lists its known gaps: no duplicate check on the website forms, no opt-out check on the SMS, additive columns in ad reporting. This page draws only on complete builds: superseded form cohorts, an unfinished conversion-feedback integration, a lead round-robin assigner still pointed at a test board and a number of scaffolds are not described.
Built with
- Make.com
- monday.com
- Facebook Lead Ads
- Google Ads
- Aircall
- Twilio
- Xero
- Microsoft Outlook
- WordPress forms
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