Case studies

Problems we solved

AI

How We Transformed a 5–7 Day Manual Loan Process into a 5-Minute Digital Experience with a custom AI chatbot
A financial services company needed to automate their entire loan prequalification process, from application to pre-approval, without manual review. The solution had to:
- Reduce processing time
- Automate employment and income verification
- Match applicants to loan programs instantly
- Keep CRM data accurate and up to date
- Work 24/7 without staff involvement
We designed and developed an AI lending chatbot that guides applicants through the entire credit qualification process, fully automated:
- Conversational Data Collection: AI chatbot gathers personal and financial information naturally, adapting questions in real time.
- Instant Employment Verification: TryFinch API integration verifies employment and retrieves payroll data in seconds.
- Automated Credit Assessment: Soft credit checks trigger automatically with AI-powered loan matching (FICO, LTV, DSCR).
- CRM Enrichment: All data flows into Airtable automatically: contacts, opportunities, documents, and loan programs.
- End-to-End Flow: Dynamic follow-ups, pre-approval summaries, and e-signature integration.
After implementing the AI-powered workflow, the company achieved:
- Faster prequalification, cutting processing time from 5–7 days to 5 minutes.‍
- Hundreds of hours saved monthly on manual data entry and verification.‍
- Zero manual intervention for standard loan applications.‍
- 24/7 availability, enabling applicants to complete prequalification anytime.
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Document Management

How to Automate Hotel Long-Stay Guest Billing in n8n: ViennaHouse Case Study
ViennaHouse's needed monthly billing for long-stay guests, but their property management system couldn't automate the process.
- 300+ manual invoices generated monthly across all hotel properties
- 2+ hours per guest for invoice creation, payment processing, and German tax compliance
- 100+ staff hours monthly consumed by repetitive billing workflows
- Payment tracking chaos with multiple billing cycles and manual reconciliation
- Front desk teams buried in PDF generation instead of guest experience
- Inconsistent billing processes across properties destroying operational efficiency
We deployed an enterprise automation platform that eliminated ViennaHouse's manual billing across 40 properties:
What we automated:
- Daily guest monitoring: Automatic detection of 300+ long-stay accounts
- Invoice generation: From 2 hours to 30 seconds per guest
- Payment processing: Direct payment links with automatic reconciliation
- Compliance reporting: German tax documentation generated instantly
ViennaHouse transformed their hotel billing operations achieving 90% automation across 300+ monthly long-stay invoices in just 10 hours monthly. Their automated billing system eliminated 100% of calculation errors while maintaining full German tax compliance.
Their hotel automation infrastructure now scales effortlessly: 40 properties process invoices in 30 seconds per guest versus 2+ hours manually, while the billing automation workflow handles 10x volume with zero additional resources.
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Marketing

How to Automate 10,000+ Retail Email Campaigns with n8n: 85% Faster Processing Case Study
The problem was simple: the premium perfume campaigns required personalized offer matching, and their current automations couldn't handle the scale.
This meant:
- 50+ email marketing campaigns monthly, each with multiple offers
- 10,000+ contacts requiring automated personalization and email segmentation
- Memory overflow issues when processing over 1,000 contacts in their workflow automation
- Duplicate emails destroying customer trust and email deliverability
- Marketing team drowning in Excel files instead of marketing automation strategy
We replaced Make.com workflows with memory-optimized n8n automation:
1. Built sequential processing architecture preventing system crashes at any scale.
2. Automated the entire email pipeline:
  Monday.com to n8n workflow automation
  Batch processing with intelligent offer matching
  Duplicate prevention via Supabase
  Automated email delivery through SendGrid
3. Delivered instant ROI: 85% faster processing, zero downtime, marketing team refocused on strategy.
The retailer achieved 85% faster email campaign execution, processing 50+ monthly campaigns with zero system crashes. €20,000 monthly operational savings delivered ROI within 6 weeks, while the marketing team reclaimed 100+ hours monthly for strategic work instead of Excel management.
Most critically, their n8n email automation platform now handles 10x the volume with high reliability, enabling personalized email marketing that before was impossible.
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CRM

Seamless vTiger to HubSpot CRM Data Migration: 15,000 Records, 0 Errors, 24 Minutes
A major European construction group needed to migrate a massive CRM dataset from a locally hosted vTiger system to HubSpot.
The solution had to:
- Handle 15,000+ records across contacts, companies, deals, tasks, notes, and offers.
- Ensure 100% accurate field mapping between the two CRMs.
- Overcome the complexity of vTiger being hosted on a local server.
- Deliver the migration fast to avoid downtime and disruption to daily operations.
We created a no-code migration workflow using Make to move all CRM data from a local vTiger server to HubSpot quickly and securely:
- Supabase staging to extract and store local data safely without overloading the legacy server.
- Make's visual data mapping to translate data types and ensure perfect field alignment.
- Automated transfer from Supabase to HubSpot with zero manual work.
- Reusable Make scenarios that provide a scalable setup for future large-scale data syncs.
Shortly after deploying the no-code migration workflow, the construction group achieved:
- 24-minute full migration, moving 15,000+ records end-to-end without downtime.
- 0 data errors, with every field and relationship preserved.
- 100% automated process, eliminating the need for manual data handling.
- Reusable migration pipeline, ready for future CRM syncs or platform changes.
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AI

10 % Customer Growth in 30 Days: Automating Customer Chats with AI & WhatsApp
A fast‑growing print shop was drowning in WhatsApp messages but didn’t have the budget for a full‑time support team. Any fix had to:
- Auto‑reply to every inquiry — greet customers and keep the conversation moving the moment a message lands
- Collect specs & files in one thread – no more back‑and‑forth emails for print details or uploads
- Sync with HubSpot in real time – so staff always work from a single, up‑to‑date record
- Cost less than a single hire – delivering enterprise‑grade service on a small‑business budget
We built an AI‑powered WhatsApp workflow that turns each message into a complete, production‑ready order:
- Conversational AI assistant: Greets the customer, asks clarifying questions, and confirms specs in natural language
- Dynamic customer records: Creates or updates the contact in HubSpot the moment the chat begins
- Smart upload handling: Detects additional files, confirms receipt, and ties them to the correct order thread
- Auto‑generated order doc: Compiles all specs into a Google Doc, then pings the external printing API, no manual data entry
- Human‑in‑the‑loop safety net: Flags edge cases for a real agent, pausing the bot so a person can intervene in the conversation
Shortly after deploying the AI‑powered WhatsApp workflow, Foto Oskar recorded clear, bottom‑line wins:
- 30 % faster order turnaround, cutting processing time from hours to minutes per job
- 10 % customer growth in the first month, driven by a friction‑free ordering experience
- 25 % lower support costs, removing the need for additional hires or overtime
- 100 % data accuracy in HubSpot, with every chat and file automatically logged and synced
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AI

How One AI System Transformed a Pawn Shop’s Product Images, Videos, and Listings—and Boosted Sales
The pawn shop needed a simple, scalable way to create quality listings from poor product photos, without hiring a full team. The solution had to:
- Process low-quality photos
- Create high-quality images, videos, and descriptions
- Be fast and easy for staff to use
- Keep costs under control across hundreds of items
We designed and developed an AI-powered content automation system that transforms low-quality item photos into complete, high-converting product listings:
- User-Friendly Workflow: Store staff can easily upload product photos and details through a straightforward form.
- Automated Image Enhancement: AI tools clean up backgrounds and improve image quality instantly.
- Instant Content Generation: Descriptions, tags, and metadata are created automatically, ready for publishing.
- Video Creation: Short promotional videos are generated, even from low-quality photos.
- Centralized Review Hub: All assets are organized in Airtable for easy review and one-click publishing across platforms.
Shortly after implementing the AI-powered workflow, the pawn shop saw measurable improvements:
- 65% faster listing turnaround, cutting production time from hours to minutes per item.
- Over 50% cost savings, reducing content creation costs to under $0.60 per product.
- Higher conversion rates, thanks to consistent visuals and compelling, AI-generated descriptions.
- Optimised operations, enabling staff to focus on sales instead of manual content tasks.
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Document Management

How We Saved 20 Hours of Paralegal Work Weekly Using RAG Technology
Our client needed a solution that would:
- Handle multiple document formats (transcripts, scans, handwritten notes)
- Maintain strict confidentiality
- Provide 100% accurate, verifiable answers [The client will ask the question and receive not only an answer, but also digital copies of the documents of where the answer was sourced from]
- Process information quickly and efficiently.
We implemented a sophisticated Retrieval Augmented Generation (RAG) system that:
- Intelligently searches through case-specific documents
- Provides source-verified answers
- Maintains client confidentiality
- Eliminates AI hallucination risks
- 10-20 hours saved weekly on paralegal activities
- Instant access to case-specific information
- 100% accuracy with source verification
- Enhanced client service delivery
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E-commerce

Boosted e-commerce connectivity by integrating with Decathlon Marketplace.
Our client, a Romanian WooCommerce retailer, saw an opportunity to expand by listing their products on Decathlon Marketplace. However, the integration posed significant challenges: they needed to import product data, keep inventory, pricing, and images synchronized in real-time, and lacked specialized support or detailed documentation from Decathlon. Despite trying other integration solutions, the client couldn’t establish a smooth connection.
Makeitfuture tackled the integration with a structured approach:
1. Analyzed Decathlon’s API documentation and tested initial data imports.
2. Developed custom modules in Make.com to enable automatic product imports and updates between WooCommerce and Decathlon.
3. Built a real-time synchronization system, ensuring stock levels, pricing, and product details always matched across platforms.
The client is now an official Decathlon Marketplace partner with automated product syncing. This streamlined system saves time, improves data accuracy, and has increased their exposure to a broader audience, driving sales and customer satisfaction.
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App Development

How the CleanCat app revolutionized a Norwegian cleaning service company's operations
Our client, a cleaning service company, faced mounting inefficiencies as they grew, relying on multiple outdated systems that couldn’t sync or communicate. With over 40 employees serving 150+ clients, they struggled with operational complexities, such as managing custom client offers, scheduling appointments, and assigning workers to tasks based on skill set and availability—all with significant manual effort.
Makeitfuture developed CleanCat, a custom, cloud-based app tailored to integrate every part of the client’s workflow into one cohesive system. The CleanCat solution includes four specialized apps:
- Price Engine: Streamlines custom offer creation with pre-set pricing and scheduling options.
- Scheduler: Manages appointment scheduling and worker assignments with real-time availability tracking.
- Worker App: Provides employees with access to job details, direct communication with admin, and time-tracking.
- Customer App: Empowers clients to review appointment details, access contracts, and directly communicate with the team.
CleanCat transformed the client’s operations into a seamless process. By consolidating tasks, our client saw improved time efficiency, accurate scheduling, and enhanced client satisfaction. The app became so effective that other cleaning companies have adopted it as well, elevating it from an internal solution to a market-ready product.
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App Development

How two poker players transformed their passion into a successful poker club empire with our app, GoPoker.
The client faced challenges with a fragmented user experience across multiple platforms, leading to user frustration and decreased engagement. Players struggled with inconsistent interfaces, slow updates, and security concerns during transactions, which hindered the platform’s growth potential.
We designed and developed a robust client-facing application that addressed these challenges by focusing on user experience and functionality:
- Intuitive Interface: A user-friendly design that made navigation simple and enjoyable.
- Real-Time Updates: Instant notifications kept users informed about game activities and promotions.
- Secure Transactions: Advanced security features ensured the safety of user transactions, building trust.
- Multi-Platform Compatibility: The app was accessible on various devices, allowing for a wider audience reach.
Within a short period following the app’s launch, the client experienced:
- 40% increase in user engagement, with more players participating actively.
- 25% growth in daily active users, significantly expanding their player base.
- Enhanced brand loyalty, as improved user experience led to higher satisfaction levels.
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App Development

How Bubble revolutionized construction management, attracting investors with efficient solutions.

Two MBA students in the Netherlands needed a cost-effective, quick-to-develop internal management tool for the construction sector to attract investors. With a limited budget and tight deadline, they required a Proof of Concept (PoC) for a management platform that showcased key features like project, staff, and inventory management.

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Project Management

How an e-commerce platform successfully navigated complex operational challenges by implementing automation.
Blu.Coffee, a specialty coffee roastery in Cluj, faced growing operational challenges as their customer base expanded. They struggled with bottlenecks across several areas:
- Real-time Customer Feedback: Tracking and addressing feedback effectively.
- Customer Retargeting: Re-engaging customers who stopped ordering required significant manual effort.
- Order Processing: Handling a higher volume of orders and providing real-time delivery updates was overwhelming.
- Invoice Management: Manual invoicing led to errors and delays, impacting regulatory compliance and inventory management.
- Customer Communication: Manual updates on order status were time-consuming, risking customer satisfaction.
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To overcome these challenges, Makeitfuture deployed strategic automation using Make.com to connect Blu.Coffee’s systems. The approach included:
1. Automated Order Sync to Trello: Orders were automatically synced to Trello, creating order cards with all key details, streamlining processing and reducing errors.
2. Customer Data Integration in HubSpot CRM: Orders and communications were integrated into HubSpot for better customer tracking and segmented retargeting campaigns.
3. Automated Invoicing and Delivery Notices: Delivery updates and invoices were automatically sent to customers via SMS, ensuring accurate and timely notifications.
4. Incoming Invoice Automation: Incoming invoices were automated to handle stock deduction, consolidation, and error-checking, cutting down a previously two-day task to minutes.
Following the integration, Blu.Coffee experienced measurable improvements:
- Customer Retention: Retargeting automation led to a 54% increase in returning customers.
- Order Processing Efficiency: Reduced manual work by 90%, freeing up the team to focus on strategic growth.
- Enhanced Customer Satisfaction: Real-time SMS updates for orders boosted trust and transparency.
- Error Reduction: Automated invoicing minimized errors, improving both regulatory compliance and inventory accuracy.
Through Make.com automation, Blu.Coffee now operates with a streamlined, customized ERP system that supports sustainable growth and enhanced customer engagement.
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Document Management

Explore how automation revolutionized a non-profit's document generation process, paving the way for efficient collaboration management.
Capace cu suflet, a non-profit dedicated to turning collected plastic caps into donations, faced challenges with their rapid growth. Increased partnerships with schools and kindergartens meant they needed to generate more contracts, diplomas, and certificates than their small team could handle. Managing these documents manually was overwhelming and unsustainable.
To streamline operations, we created an automated system using Bubble and Make.com:
1. Automated Contract Generation: Partners submit data through a Bubble form, which triggers Make.com to generate a contract, email it for signing, and store it in Google Drive and Airtable.
2. Automated Diploma & Certificate Creation: After events, Tally collects participant data to automatically generate diplomas or certificates, which are emailed to recipients and archived in Google Drive and Airtable
With automation in place, Capace cu suflet now:
- Processes Documents 90% Faster: Eliminating manual work allows the team to focus on growth.
- Scales Easily: They can handle more partnerships without additional staff.
- Improves Partner Relations: Faster, accurate document handling strengthens relationships.
This tailored automation lets Capace cu suflet expand its impact efficiently while staying true to its eco-friendly mission.
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Project Management

How an engineering company revolutionized the management of fuel expenses by integrating multiple technologies with its ERP system.

A European applied engineering company faced a significant challenge in manually processing fuel expenses for its large fleet of vehicles. Every month, employees spent a full day sorting and organizing data from supplier invoices, matching each car’s fuel cost to its respective cost center, a time-consuming and error-prone task.

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Real Estate

Embark on a journey of automation excellence in hospitality finance. Discover how we transformed monthly reporting for a Belgian hotel chain, eliminating manual tasks and ensuring efficiency.

A small hotel chain in Belgium struggled with manually uploading financial and payment reports from their property management system, Apaleo, to their accounting systems (Exact Online and AFAS). This process was time-consuming, prone to errors, and required manual formatting to ensure compatibility with the accounting system, leading to unnecessary pressure on employees.

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Marketing

Discover how to use QR codes in marketing automation to achieve 40% higher marketing opt-in rate compared to industry average and connect products to customers.
West Zebra, a digital advertising agency, needed to help AgrioFresh collect customer data for their fresh salad and fruit brands. Without this data, they couldn’t send targeted emails, alerts about sales, or personalized recommendations. The challenge was that consumer goods companies like AgrioFresh struggle to gather customer data from retail purchases, especially in supermarkets.
West Zebra implemented a creative solution using QR codes and no-code tools. By adding QR codes to packaging (for products like Oliveris, Master Fresh, and Master Fruit), customers could easily enter a contest by scanning the code and submitting their phone number.
- Automation: The process was automated through Make.com, which handled:
  Validation of each scanned QR code against a customer database.
  A smooth, simplified process for returning customers to avoid re-entering personal information.
  Automatic collection and consolidation of consumer data, ensuring seamless data flow for marketing purposes.
- Marketing Automation: Once data was captured, the system ensured that customers received automatic confirmation and were prompted for marketing consent, with weekly prize draws automatically managed by the system.
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The results were remarkable. The campaign achieved a 48% opt-in rate for marketing messages, which significantly exceeded the industry average of 34%. This opt-in rate was a direct result of the QR codes making it easy for customers to engage with the brand.
The campaign also provided AgrioFresh with valuable customer data for the first time. This data allowed them to personalize future campaigns and offer targeted promotions. Due to the campaign’s success, it was not only extended but also turned into a recurring promotion, with an earlier start date for the next cycle.
Key Benefits:
- The campaign opened up direct communication with customers, which was previously difficult for consumer goods companies.
- Automation streamlined the process, reducing manual labor and allowing the team to focus on creative aspects of the campaign.
- The partnership between West Zebra and Makeitfuture helped West Zebra deliver a campaign that was both efficient and highly effective.
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ERP

Discover the transformative power of integrating Business Central with Make.com. Learn about the benefits, setup process, customization options, and best practices.
An architecture company needed to integrate Microsoft Business Central (their primary ERP) with a Data Warehouse. The challenge was that custom functionalities and fields were becoming increasingly expensive. They needed to sync several critical objects, including customers, sales transactions, purchase invoices, currency exchange rates, vendors, and more. The limitations of Business Central’s API prevented access to all necessary fields, and traditional coding methods were time-consuming and costly.
To solve these challenges, Make.com was used to automate workflows, while Simple Object Designer helped create custom endpoints and fields to bypass API restrictions. The integration was designed with two main data flows:
- Data Warehouse → Business Central (for dimension combinations)
- Business Central → Data Warehouse (for syncing other data like transactions and customers)
Make.com was responsible for automating tasks such as searching items, creating dimension combinations, and generating JSON files. Custom fields and endpoints were quickly created to meet the client’s specific needs.
The integration was completed quickly and has been running smoothly for months without issues. The client provided positive feedback, noting how quickly the prototype was built, allowing them to refine the data in real-time. The solution saved significant time and costs compared to traditional methods, and the integration accelerated development.
As the client mentioned, “I highly recommend Makeitfuture for integration work. Their approach, combined with the right tools, delivered results that traditional methods couldn’t achieve.”
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E-commerce

Experience the future of online dropshipping management. See how we automated online store processes, freeing time for growth. Say goodbye to manual labor and hello to efficiency.
Autocarestore, an online dropshipping business specializing in auto detailing products, faced challenges in managing their ordering, delivery, and invoicing processes. As a startup with no prior experience in digital platforms, they struggled with keeping their product stock synchronized between their OpenCart store and the Avex dropshipping platform. They sought a solution to automate these processes and free up time to focus on other aspects of their business.
We used Make.com to automate key processes, integrating multiple platforms like OpenCart, Stripe, Oblio, Cargus, and Avex. The main automation scenarios included:
- Product Synchronization: Every morning, product stock, prices, and details from Avex were synced with OpenCart.
- Stock Management: When a product’s stock in OpenCart drops below 2 units, the stock was automatically updated from Avex.
- Order Processing: Upon a new order, the system created an AWB (shipping label), placed the order in Avex, generated a proforma invoice in Oblio, and updated the store’s status.
- Payment Handling: After a payment, the status was updated in OpenCart, and invoices were automatically created in Stripe and Oblio, sent to the SPV, and the order marked as completed once delivered.
This integration eliminated a significant amount of manual work, reducing errors and saving time. It also improved the client’s ability to track orders, monitor payments, and synchronize stocks in real-time. The automation process allowed the client to focus on marketing and sales instead of dealing with operational issues.
The client shared, “The solution helped us solve multiple challenges, from managing sales flow to reducing manual data errors. We’re extremely pleased with the collaboration and would recommend it for the competence, dedication, and support for scaling our business.”
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Real Estate

Discover the game-changing effects of Make.com on managing real estate leads with its convenient centralized system across multiple platforms.
A real estate developer faced the challenge of centralizing leads from multiple platforms such as Facebook Leads Ads, Google Ads, WhatsApp campaigns, and email marketing into a single, organized hub. The client’s marketing and sales teams were manually handling leads from diverse sources, which led to inefficiencies and missed opportunities.
We introduced Make.com as an automation solution to integrate Facebook, WhatsApp, and other tools into the client’s CRM, Pipedrive. The solution included several key automated processes:
- Lead Capture and Centralization: Make.com monitored Facebook Leads Ads and other platforms for new submissions, automatically creating or updating contacts in Pipedrive.
- Deal Creation: For each lead, Make.com created or updated a deal in Pipedrive, linking it to the relevant contact.
- Document Handling: It retrieved the latest real estate presentation PDFs from Google Drive and attached them to the lead.
- Automated Communication: A welcome email with the PDF attached was sent to the lead, and a WhatsApp message with an image of the property was automatically sent.
- Sales Team Notification: Make.com alerted the sales team via Telegram with details of the new lead and its source.
The integration and automation of these processes resulted in several benefits:
- Centralized Lead Management: All leads from Facebook, WhatsApp, and other platforms were now managed in Pipedrive, eliminating the need to juggle multiple systems.
- Improved Efficiency: Automation simplified internal processes, reducing manual data entry and allowing the team to focus on nurturing leads and closing deals.
- Faster Response Times: Instant notifications ensured the sales team could follow up with leads immediately, improving conversion rates.
- Seamless Integration: Make.com provided more flexibility and power than previous automation tools like Zapier, meeting the client’s unique needs.
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E-commerce

Discover how your online shop can dominate price comparison services by capturing real-time market dynamics More Orders. Zero Manual Effort.
An e-commerce company faced challenges in keeping up with market fluctuations. Despite having automation in place, their pricing strategy was still reliant on manual processes. Their analyst had to manually monitor key items on marketplace platforms, collect competitor prices, and calculate the best price using Excel spreadsheets. This labor-intensive process consumed valuable time and often led to under-recovered profits due to infrequent price updates and the risk of human error.
We automated the entire process, broken down into four key steps:
1. Integration: Connected the e-commerce platform via API to streamline data exchange.
2. Product Pricing Strategy Definition:‍
  The customer selects the products to analyze and reprice.
  The customer identifies the competitors they want to monitor.
  The pricing strategy is defined based on business goals, target market, and competitive positioning.‍
3. Competitor Pricing Retrieval: Automated data retrieval from selected competitors for the chosen products.‍
4. Price Update: Based on competitor data and predefined rules, automatic price updates are made to the store, ensuring it stays aligned with the market.
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With the automated solution in place, the customer optimized their repricing strategy and became the top choice on comparison platforms. The ROI was realized within months, as human error was eliminated and pricing adjustments were made in real-time.
Key Benefits:
- Increased Efficiency: Automation of pricing adjustments freed up time for strategic initiatives.
- Competitive Edge: Real-time market insights allowed for more dynamic pricing, keeping the customer ahead of competitors.
- Error-Free Process: The elimination of manual calculations reduced the risk of human error, ensuring accurate and consistent pricing.
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