What happens: When a sales task moves to "Closed Won" in ClickUp, Make.com instantly checks all required fields are filled, creates the project folder from template, and posts an assigned comment to Michael.
Then Michael runs the orchestrator which handles: folder rename, progress claims, schedule dates, site tasks, budget, procurement tasks, and project dashboard — all automatically.
Who benefits: Sales team (instant handoff), PM team (project ready to go), Gail (claims created), Leah (notified of manual steps)
Detailed infographic: michael-sbi.github.io/sbi-workflows/project-setup-automation.htmlWhat happens: Every Tuesday morning, all project dashboards are automatically refreshed with the latest ClickUp data — claims, budgets, procurement status, schedule progress, compliance checklists.
Who benefits: PM team (up-to-date dashboards for Tuesday meeting), Michael (overview of all projects)
Can also be run on-demand: /refresh-dashboards
Populates a new project folder with all sales data. Renames the folder, multi-lists the sales task, creates progress claims, sets schedule dates, creates site tasks from the proposal, and assigns the handover meeting.
Usually runs as part of the orchestrator chain, but can be run standalone for re-processing.
Reads the Buildsoft Excel file and generates an "SBI Cost Budget" tab with detailed cost breakdowns. Exports a styled PDF with two donut charts (Cost Breakdown + Sales Breakdown).
Who benefits: Michael (cost visibility), Gail (cost codes for Xero)
Reads cost codes from the budget and creates one procurement task per category in List 08. Sets budget allowance amounts so the PM can track spend against budget.
310 Sunshine Kebabs BUILD MaterialsWho benefits: PM team (budget tracking), Chadd (procurement workflow)
Generates a full interactive HTML dashboard for a project — 7 tabs covering overview, sales, financials, procurement, schedule, compliance, and actions. Deployed to GitHub Pages for the team to view.
Who benefits: Everyone — the primary project status tool for Tuesday meetings
Quick text-based status report for any project — current phase, schedule health, compliance blockers, procurement status, financial claims, risks, and recommended next actions. No HTML generation — just a structured summary in the chat.
Who benefits: Michael (quick check before meetings or calls)
Compares a project folder against what a fresh setup would create, and produces an interactive HTML report showing every difference. Identifies missing tasks, incomplete fields, outdated data — then lets you select which fixes to apply.
Who benefits: Michael (quality control on project setup)
Pulls live data from ALL active projects in ClickUp and generates a structured meeting agenda. Written directly into the current Projects Meeting task description so everyone can see it.
Who benefits: Michael (meeting prep), PM team (structured agenda), Gail (financial items flagged)
Takes a CSV, Excel, or PDF of supplier transactions (e.g. Bunnings statement) and matches each line to a ClickUp project. Updates procurement tasks with actual spend amounts.
Who benefits: Gail (saves hours of manual matching), Michael (accurate cost tracking)
Processes fire safety certificate tenancy updates — extracts data from certificates and updates the relevant compliance records.
Who benefits: Leah (compliance paperwork), building managers
A mobile-first web app for scheduling labour across projects and service jobs. Drag-and-drop weekly view, synced with ClickUp projects via Supabase.
Who benefits: Chadd (workforce planning), site team (know where to be), Michael (labour visibility)