SBI Project Setup Workflow

0

Run by Make.com • triggered by ClickUp status change

Sales task moved to “Won” — ClickUp fires webhook to Make.com
The person who moves the task to Won triggers the entire automation. Make.com receives the webhook with the task ID and the user ID of who changed the status.
Pre-flight validation — check all required fields
Make.com fetches the sales task and checks every required field. Contact Name, Email, Phone, Deal Value, Job Address, Plans, Proposal, and Buildsoft (BUILD only). If any are missing → setup STOPS.
Missing fields? Assigned comment sent to salesperson
If required fields are missing, Make.com posts an ASSIGNED COMMENT on the sales task listing exactly which fields are empty. The salesperson sees it in their Assigned Comments tray (red badge). Once fixed, toggle the status back to Won to re-trigger.
All fields present → create project folder from template
Make.com calls POST /v2/space/54603442/folder_template to create the folder. Then polls every 10 seconds (up to 3 minutes) until all 10 lists and the Project Doc are fully provisioned.

1

Run by Make.com • ~30 seconds

Folder renamed to YYMMDD BUILD/DESIGN Project Name
Examples:
• 260306 BUILD Natural Foot Podiatry Erina Fair
• 260317 DESIGN Tracey Fletcher Wamberal

Project type detected from task name (BUILD/DESIGN keyword) then falls back to Job Type field. Schedule list (06) also renamed.
Project Doc renamed to ✨️11 “{jobNumber} {projectName}”
The template doc is renamed from the generic template name. Example: ✨️11 “260306 Natural Foot Podiatry Erina Fair”. Makes it easy to identify in ClickUp’s doc sidebar.
Template tasks customised with job name
Placeholder names replaced with actual job name in List 02 (Design drawings) and List 08 (Labour cost codes: 300, 301, 302, 303_304).
Project Doc populated with sales data
Client contact details (name, email, phone), job address, construction plans reference table, and joinery plans table (if in scope) are written into the Project Doc page 1. This becomes the site reference document.
Sales task multi-listed into List 01, prefixed “SOLD”
Three actions:

1. Sales task added to List 01 via multi-list.
2. Task name prefixed with “SOLD”.
3. Template placeholder in List 01 renamed and marked done.

The sales task now appears in both Deals and the project folder.

Progress claims created in List 04

Invoice milestone tasks created, all assigned to Gail. Task names include dollar amounts.

Claim	%	Stage
Progress Claim 1	40%	Deposit
Progress Claim 2	30%	Start on Site
Progress Claim 3	20%	Practical Completion
Progress Claim 4	10%	Final

Claim	%	Stage
Design Deposit Invoice	60%	Deposit
Design Final Invoice	40%	Final

Schedule set in List 06 (sequential phase dates)

BUILD — 5 high-level tasks with sequential dates from date sold:

Task	Start	End
JOB SOLD	—	Date Sold
08 Procurement	Date Sold	+ 1 week
07 Pre-Manufacture	+ 1 week	+ 2 weeks
09 Manufacturing	+ 1 week	+ 2 weeks
10 SITE WORKS	+ 2 weeks	+ 3 weeks

Only high-level tasks — PM owns subtasks. DESIGN — Simplified schedule:
• Design Start — due date = date sold
• Design Finish — due date = 3 weeks later

Handover task assigned — Chadd, Gemma, Gail, Michael
BUILD: “Handover between SALES and PM” task in List 05 updated with due date (within 2 days) and assigned to the team.

DESIGN (salesperson = designer): Handover skipped.
Sales task updated — “Project Folder Ready” ticked
Checkbox ticked on sales task. Comment posted with link to new project folder.

2

Run by Make.com + Claude API • ~1 min

Buildsoft downloaded from Google Drive link
The Buildsoft Spreadsheet field on the sales task contains a Google Drive link. Make.com downloads the Excel file directly — no need for local machine access.
Pre-flight check — verify pricing data exists
Make.com reads the spreadsheet to check for cost codes with Qty, Rate, and Total values. If the file is an empty skeleton with no pricing, the budget phase is skipped and logged in the notification.
Cost codes and line items extracted
Make.com parses the Buildsoft spreadsheet (Trade Summary / Trade Breakup sheets) to extract cost code categories, line items, quantities, rates, and totals. Complex parameterized formulas are sent to Claude API for evaluation.
SBI Cost Budget tab generated in Excel
Make.com builds the SBI Cost Budget sheet in the workbook — Cost Sheet Summary (one row per category) and Cost Sheet Detail (every line item). Footer rows calculate: Total Cost, Markup, Overhead Recovery (66%), Budgeted Profit (33%), Sell ex-GST, GST, Sell incl-GST.
Styled PDF generated from HTML with donut charts
Instead of Excel COM, Make.com generates a self-contained HTML page with the budget tables and two SVG donut charts (Cost Breakdown + Sales Breakdown), then converts to PDF via a cloud service. Identical styling — navy headers, blue categories, peach sell prices — but runs entirely in the cloud.
PDF saved to shared drive and totals verified
PDF is saved to 1.2 COST SHEETS/ on Google Drive. The Sell incl-GST is compared against the Deal Value on the sales task — any mismatch is flagged.

3

Run by Make.com • ~30 seconds

Cost codes read from budget data
Each cost code category and budget amount from Phase 2 is used to create procurement tasks. Zero-budget categories are skipped.
One task per cost code created in List 08
Task name format: {code} {Job Name} {CATEGORY}
Example: 310 Sunshine Kebabs BUILD Materials

If re-running, existing tasks are matched by cost code number (no duplicates).
Budget amounts and categories set on each task
Budget Allowance SBI field set to budget amount (ex GST). Procurement Category mapped:

Code Category

300–304 Labour

310 Build Supplier

315, 317 Joinery

320–330 Contractors

Workflow set to “Not Started”.

Code	Category
300–304	Labour
310	Build Supplier
315, 317	Joinery
320–330	Contractors

4

Run by Make.com + Claude API • ~1 min

Signed proposal downloaded from Google Drive
The Approved Proposal link from the sales task is downloaded. Claude API reads the proposal to understand what’s being built — materials, finishes, quantities, exclusions.
Claude AI extracts scope and generates site task list
Claude API analyses the proposal and returns 5–10 sequential install tasks: site setup, measure & mark out, protect existing, material prep, main install (scope-specific), inspect quality, final clean, demobilisation. Task names reference actual materials and quantities.
Site tasks created as subtasks of 10.1 SITE WORKS in List 06
Each task is created as a subtask of the 10.1 SITE WORKS [SCHEDULE] parent task in List 06 (NOT List 10). Sequential due dates set within the site works window. A scope summary with exclusions and work hours is posted as a comment on the Completions_Punchlist task in List 10.

5

Run by Make.com + Claude API • ~1 min

All project data fetched from ClickUp
Data pulled from every list: sales info, claims & variations (List 04), schedule (List 06), budget vs actual (List 08), procurement status, compliance (List 03), site works subtasks.
Claude AI generates dashboard from template
All project data is sent to Claude API with the dashboard template instructions. Claude returns the completed HTML with all tabs: Overview, Sales, Financials, Procurement, Schedule, Compliance, Actions.
Dashboard deployed to GitHub Pages
Make.com pushes the HTML file to the sbi-dashboards GitHub repo via the GitHub API. Live within 1–2 minutes at michael-sbi.github.io/sbi-dashboards/{slug}/
Dashboard link posted to Projects Meeting task
A comment with the dashboard URL is posted on the current Projects Meeting task for the Tuesday meeting.

6

Run by Make.com • automatic after all phases

Summary comment posted on the sales task
A single comprehensive comment listing every phase as completed (✓), skipped (⏭), or failed (❌). Includes the project folder link, dashboard URL, and any warnings.
Michael, Gail, and Leah tagged in the comment
The comment tags Michael (owner), Gail (accounts — Xero setup, deposit invoice), and Leah (admin — job folder, client info form, MB contract). Each person’s manual steps are listed next to their name.
Salesperson who triggered setup also notified
The person who moved the task to Won is tagged. They see confirmation that setup is complete plus any items needing attention.
Manual steps assigned by person
Leah — job folder in Shared Drive, Client Info Form, Master Builders Contract.
Gail — Xero project, deposit invoice, cost codes in Xero.
PM Team — handover meeting within 2 days, confirm no materials ordered before deposit paid.

!

Flagged after automation completes • Leah, Gail, PM Team

Leah

Job folder set up in Shared Drive
Client Information Form sent
Master Builders Contract sent

Gail

Xero project created
Deposit invoice sent
Cost codes set up in Xero

PM Team

Handover meeting scheduled
Joinery project set up (if applicable)
Confirm no materials ordered before deposit paid

Project Setup Workflow

Required Fields — Setup Blocked If Missing

Phase 0 — Auto-Trigger & Pre-flight

Phase 1 — Sales Handover

Phase 2 — Cost Budget

Phase 3 — Procurement Setup

Phase 4 — Site Works Tasks

Phase 5 — Dashboard

Phase 6 — Completion Notification

Manual Steps Checklist

Leah

Gail

PM Team

Who Does What