A ready workspace for every new opportunity, and a hand-off for every won deal
Two Make scenarios work from the CRM's opportunities. When an opportunity is created, one finds or creates its Google Drive folder, creates its project in a site-photo tool and requests aerial imagery, writing every link back to the opportunity. When a deal is won, the other gathers the opportunity and contact and hands them to a kickoff service that sets up the job.
Where this applies
Contractors, surveyors and project businesses that open the same folders and tool projects for every new opportunity.
- tools set up per opportunity
- 3
- provisioning runs, one error
- 470
- won-deal hand-offs, no errors
- 118
The problem
Every new opportunity in a contracting business needs the same set-up before an estimator can start: a folder for documents, a project in the photo tool crews use on site, and aerial imagery to measure from. By hand it is a round of clicking per opportunity, and the links end up in someone's email instead of on the record.
Automating it carelessly makes duplicates: a second folder for an opportunity that already has one, a second photo project when a record is touched again. And when a deal is won, the hand-off to the production side has to happen for won deals only, with whatever contact details exist.
What we built
Three branches, each on its own
A scheduled scenario queries the CRM for new deal opportunities, and a router sends each one down three branches: documents, photos and aerial imagery. Each branch ends with its own Skip handler, so a photo tool that is down does not stop the folder being made.
Find before create
The documents branch searches Drive for an existing folder before creating one, and the photo branch checks whether the project already matches. Only what is missing is created, and the link is written back to the opportunity either way, so an estimator opens the record and finds everything linked.
Imagery requested up front
The third branch requests aerial imagery for the site over HTTP and writes the result to the opportunity, so the imagery is on its way before anyone has to ask for it.
Won deals, filtered at the door
A second scenario listens for the CRM's opportunity webhook, fetches the opportunity and lets only closed-won deals through. It fetches the contact, carrying on without one if there is none, and posts the deal to a kickoff service, a serverless function outside Make that sets up the project and its kickoff document. Make stays a thin, reliable relay; the heavy work runs where it is easier to test.
The outcome
The provisioning scenario ran 470 times between 30 September and 21 October 2026, with one error.
The won-deal hand-off ran 118 times between 30 September and 14 October, with no errors.
Where it stops
Provisioning runs on a schedule, so a new opportunity waits for the next run rather than being set up the moment it is saved. A branch that fails is skipped without an alert, leaving that one link blank. The job set-up after a won deal is done by the kickoff service, not by Make, and is not described here; nor is the poller that backs up the won-deal webhook.
Built with
- Make.com
- Salesforce
- Google Drive
- CompanyCam
- Nearmap
- Supabase
- Webhooks
Patterns used
- Find or create
- Independent branches with Skip
- Filter at the trigger
- Hand off heavy work
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no