Order Intake and Sales Assignment Automation

The problem

This client automation connects order intake with the sales team’s follow-up process. It looks up the selected product, records the order, prepares a customer acknowledgement and assigns a representative to handle the next step.

My contribution

I built the workflow in Make.com around a webhook entry point. Incoming order details are matched against a Google Sheets product list and written to a monthly master order sheet. The workflow prepares an SMS acknowledgement through the BulkSMSLive HTTP API, using time-based logic to request immediate or scheduled sending. It retrieves active sales representatives and uses a stored rotation index to select an assignee. For assigned orders, it writes to the representative’s monthly sheet, emails the order details and records the assignment on the master sheet. A separate branch notifies an administrator when no representative is active.

How it works

1. Order webhook and product lookup
2. Monthly master order record
3. Time-aware SMS request
4. Active-representative lookup
5. Stored-index routing
6. If assigned: representative sheet → representative email → master assignment update
7. If no active representative: administrator email

Explanatory workflow illustration · not a product screenshot.

Engineering decisions

The product catalogue, order register and active-representative list are separate. A Make Data Store preserves the rotation position between executions. I configured retry handling for selected spreadsheet steps and a separate no-active-representative path. The workflow coordinates data capture, communication requests, assignment state and team notification.

Outcome & current status

An order-intake workflow connecting product lookup, order recording, acknowledgement requests, stored-index assignment and representative or administrator notifications.