Rahul Desai
Automation Consultant — n8n & Make.com | Lead Intake Systems
New to Contra
Rahul is ready for their next project!
Agency Onboarding Automation — From Contract to Project Launch Without Manual Setup
Built a client onboarding machine for a digital agency that eliminates 2+ hours of manual admin every time a new client signs.
THE PROBLEM:
New client signs the contract → account manager manually creates a Slack channel, Google Drive folder, Asana project, and sends a welcome email 2 days later. Clients felt ignored. Projects started slow. Project managers wasted hours on setup instead of strategy.
THE SYSTEM I BUILT:
→ TRIGGER: PandaDoc/HelloSign contract signature instantly fires webhook
→ QUALIFY: Parse contract value, service type (SEO, PPC, Web Design), and team size to determine onboarding tier (Standard vs. Premium)
→ CREATE: Auto-generate Slack channel with client + internal team, Google Drive folder structure with template documents, and Asana project from pre-built template with all milestones
→ ASSIGN: Push client data to HubSpot CRM, notify finance team in Slack, and assign project manager based on current workload and expertise match
→ WELCOME: Client receives personalized welcome email with project timeline, team contacts, kickoff meeting link, and onboarding checklist within 10 minutes of signing
→ SYNC: All project data synced to agency dashboard for leadership visibility
THE RESULTS:
• Onboarding initiation: 48 hours → 10 minutes
• Admin time per new client: 2 hours → 5 minutes
• Client satisfaction score (onboarding phase): +40%
• Project setup consistency: 100% across all teams
TECH STACK:
Make.com (http://Make.com) | PandaDoc | Slack | Google Drive | Asana | HubSpot | Google Workspace
WHY THIS WORKS:
First impressions are everything. This system makes clients feel like they're working with a machine-precision agency from minute one — because they are.
0
20
E-Commerce Auto-Fulfilment System — From Order to Label Without Touching a Spreadsheet
Built a fully automated order-to-fulfillment pipeline for a D2C brand selling across Shopify, Amazon, and their own store.
THE PROBLEM:
The operations team manually copied orders into spreadsheets, checked inventory against 3 separate sources, created shipping labels one by one, and updated tracking numbers by hand. 3 hours of daily grunt work. 8% error rate. Delayed shipments. Angry customers asking "where is my order?"
THE SYSTEM I BUILT:
→ CAPTURE: Shopify order webhook fires instantly on every purchase. Amazon SP-API pulls orders every 15 minutes into the same pipeline.
→ VALIDATE: Auto-check inventory in Google Sheets. Flag low-stock SKUs for reorder. Route expedited orders to priority queue.
→ PROCESS: Generate shipping label PDF automatically via Shiprocket API. Create invoice in Zoho Books. Update inventory count across all channels in real-time.
→ SYNC: Push order status, tracking number, revenue data, and shipping cost to master Google Sheets dashboard for ops visibility.
→ NOTIFY: Customer receives automated email/SMS with tracking link within 5 minutes of order confirmation.
→ ALERT: Operations manager gets daily summary + instant alert on failed orders with retry logic and error context.
THE RESULTS:
• Manual processing time: 3 hours/day → fully autonomous
• Order processing errors: 8% → 0.2%
• "Where is my order?" support tickets: -60%
• Scales to 10,000+ orders/month without adding staff
TECH STACK:
Make.com (http://Make.com) | Shopify | Amazon SP-API | Google Sheets | Shiprocket | Zoho Books | Twilio | PDF Generator
WHY THIS WORKS:
E-commerce margins are thin. Every minute of manual processing and every fulfillment error eats profit. This system runs 24/7 without breaks, mistakes, or overtime pay.
0
13
AI-Powered Lead Qualification System — Zero Manual Data Entry
Built an end-to-end lead capture and qualification system for a B2B service business using Make.com (http://Make.com), OpenAI GPT-4, and HubSpot.
THE PROBLEM:
The sales team was manually copying lead data from forms into CRM, losing 6+ hours per day and missing hot leads entirely. By the time a rep reached out, the prospect had already talked to 3 competitors.
THE SYSTEM I BUILT:
→ CAPTURE: Typeform webhook triggers automation the instant a form is submitted
→ QUALIFY: OpenAI GPT-4 scores lead intent (1-10) based on message content, budget signals, and role seniority
→ ENRICH: Apollo.io (http://Apollo.io) API appends company size, revenue, tech stack, and LinkedIn URL automatically
→ ROUTE: Hot leads (score 7+) create HubSpot deals + instant Slack alert to assigned sales rep with full context
→ NURTURE: Cold leads enter a 7-day email sequence before sales touches them
→ SYNC: Bi-directional sync between HubSpot and Google Sheets reporting dashboard for real-time pipeline visibility
THE RESULTS:
• Lead-to-CRM time: 4 hours → 90 seconds
• Sales rep prep time per lead: 15 minutes → 30 seconds
• Data loss rate: 0%
• Sync accuracy: 99.7%
TECH STACK:
Make.com (http://Make.com) | OpenAI GPT-4 | HubSpot | Apollo.io (http://Apollo.io) | Slack | Google Sheets | Typeform
WHY THIS WORKS:
Sales teams shouldn't do data entry. This system ensures every lead is scored, enriched, and routed before the prospect even closes the Typeform tab.
0
11
Real Estate Auto-Response System — Capture Every Inquiry in 60 Seconds
Designed a 24/7 inquiry response engine for a real estate agency handling 50+ daily leads across property portals, Facebook, and WhatsApp.
THE PROBLEM:
Agents were responding to inquiries 4-6 hours later. By then, prospects had already contacted 3 competitors and scheduled viewings elsewhere. The agency was bleeding money on ad spend but losing deals to response speed.
THE SYSTEM I BUILT:
→ CAPTURE: All form submissions and WhatsApp messages hit a unified n8n webhook
→ QUALIFY: Parse budget range, location preference, and property type from natural language inquiry text using regex + AI classification
→ MATCH: Query Airtable inventory database and return top 3 matching listings based on budget, location, and availability
→ RESPOND: Send personalized WhatsApp auto-reply with listing photos, prices, and agent contact within 60 seconds — 24/7, even at 2 AM
→ LOG: Every conversation automatically logged to Airtable CRM with full context
→ FOLLOW-UP: Create follow-up task with reminder for agent if no response within 24 hours
→ ALERT: Agent gets mobile Slack notification with full inquiry context, suggested response, and client LinkedIn profile
THE RESULTS:
• First response time: 4 hours → under 60 seconds
• Inquiries lost to delay: 0
• Agent conversations handled per day: 3x increase
• Listing view-to-meeting conversion: +35%
TECH STACK:
n8n | Airtable | WhatsApp Business API | Google Forms | Slack
WHY THIS WORKS:
In real estate, speed wins. This system ensures every inquiry gets a personalized, instant response with matching listings — while the prospect is still interested.
0
15