Project Overview

This project is an AI-powered client request and CRM operations system built using Make.com, OpenAI, Google Sheets, Gmail, webhooks, JSON parsing, routers, and error handling.

The system receives a client request through a webhook, classifies the request using AI, checks if the contact already exists in the CRM, updates existing contacts or creates new contacts, logs the activity, sends a Gmail notification, and records errors if the AI step fails.

Business Problem

Many businesses receive inquiries from different sources but struggle to organize contacts, avoid duplicate records, track request history, and respond quickly.

This automation helps businesses manage client requests in a more structured way by combining intake, AI classification, CRM update logic, activity logging, staff notification, and error handling in one workflow.

Tools Used

• Make.com – workflow automation builder
• Webhooks – receives client request data
• OpenAI – classifies requests and generates summaries/actions
• JSON Parser – converts AI output into structured fields
• Google Sheets – CRM, activity log, and error log database
• Gmail – staff notifications and error alerts
• Routers and Filters – separates new contacts from existing contacts

Workflow

Webhook receives client request → OpenAI classifies the request → JSON Parser extracts structured AI output → Google Sheets searches CRM by email → Router separates existing and new contacts → Existing contacts are updated / new contacts are created → Activity Log records the request → Gmail notifies staff.

If OpenAI fails, the error handler saves the issue into an Error Log and sends a Gmail error alert.