Expert Needed (Google Workspace + FACIL-IT + Google Chat) — Work Order Intake Automation

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1

We’re a U.S. facilities maintenance / general contracting company processing a high volume of work orders weekly. Work orders come through email (and portals, but all portal requests send a copy to email). Our internal job tracking system is FACIL-IT, and our team communicates internally via Google Chat. We are fully on Google Workspace(Gmail/Drive/Chat) — no Microsoft.

Objective (MVP in ~30 days)

Build a reliable automation in Make.com that:

  1. Monitors a shared Gmail inbox / labels for new Work Orders

  2. Parses key fields from the email (client, store/location, address, WO number, trade/category, SLA, NTE, scope, attachments/links, due date, contact info)

  3. Creates or updates a record in FACIL-IT (API/webhook preferred; if no API, propose the best stable alternative)

  4. Posts a structured notification to a Google Chat space (summary + assigned owner + SLA + next steps)

  5. Includes error handling + logging + alerts (notify a Google Chat space/email if any scenario fails)

Phase 2 (optional add-on)

QuickBooks Online AR automation: weekly aging report pull, reminder sequences (draft or send), internal escalation alerts.

Requirements

  • Demonstrated experience with Make.com + Google Workspace (Gmail/Drive/Google Chat)

  • Comfortable with HTTP modules / webhooks / API integration (FACIL-IT likely needs this)

  • Security mindset: least-privilege access, no “give me your admin login” approach

  • Deliverables: documented scenarios, editable routing rules, and handoff/training

Please include in your reply

  1. 2–3 examples of similar automations you built (screenshots or short description)

  2. How you handle monitoring, retries, and failure alerts

  3. Your recommended architecture for integrating with FACIL-IT (API vs workaround)

  4. Estimated cost range for Phase 1 MVP + timeline, and optional monthly support retainer

4 Likes
2

Hello @Charbel_Sarkis , welcome to make.com community, I have worked and have experience with Make.com and l will love to collaborate with you on this you can schedule a call Here and you can checkout my upwork profile Here, for my pastworks and certifications

3

Hey @Charbel_Sarkis , I can build a Make.com automation in less than 3 days that watches your shared Gmail, parses WO details, creates/updates jobs in FACIL-IT (API preferred, stable fallback if not), and posts clean Google Chat summaries with SLA + owner. Includes retries, logging, and failure alerts.

I’ve done this for high-volume facilities dispatch, vendor WO routing, and QuickBooks AR reminder automation.

Schedule a call with me here to discuss this better.

4

This looks like a great fit for automation with Make.com and Google Workspace.

I’d love to walk you through a simple, reliable approach and confirm the best way to integrate with FACIL-IT.

You can book a quick call here so we can talk through the details and next steps:

5

Hi @Charbel_Sarkis

Attached here are what the draft solutions might look like (all subject to confirmation of course). Took the initiative to flesh out the Quickbooks workflow as a proof of concept.

We will work out of a sandbox in order to secure sensitive data, including Tokens, API, passwords etc . Safeguarding Clients data is always priority above all.

1. Work Order Intake & Tracking (FACIL‑IT)

  • The is no native FACIL-IT app on Make, however, we can make the API call through secured HTTP Requests.

  • The automation will monitor your shared Gmail inbox in real time, parse all relevant fields (WO#, client, location, SLA, scope, attachments, etc.), and create or update records in FACIL‑IT automatically. There will be an error handler and retry logic incase the API call fails.

  • Notifications to your Google Chat space will be structured, actionable, and assigned, so your team always knows next steps without chasing emails manually.

  • Error handling and logging are built-in, with retries and alerts to ensure no work order is missed and all the notifications to google chat are executed.

2. QuickBooks AR Automation

  • Weekly aging reports are pulled automatically with an API call

  • Customers over 7, 14, and 21days past due receive automated, polite reminders.

  • Internal escalations for invoices over 21 days are sent to your finance team via Gmail and Google Chat, keeping everyone aligned without manual tracking.

I will be able to advice on pricing on a discovery call - feel free to put some time in here (I’m flexible with time zones!).

Cheers!

Potential MVP - FACIL-IT Integration
Potential MVP - FACIL-IT Integration1894×886 91 KB

Quickbooks AR Aging Reporting
Quickbooks AR Aging Reporting1777×1009 84.9 KB

6

I have extensive experience with Make.com and Google Workspace (Gmail, Drive, Google Chat), and can help you to automate your work order process. I’ll set up an automated flow that monitors your Gmail inbox, parses key fields from the emails, updates records in FACIL-IT, and posts structured notifications to Google Chat. Additionally, I will ensure robust error handling and logging are in place.

Let’s discuss how we can get started on this project!
:page_facing_up: Check my profile: https://www.upwork.com/freelancers/farhana401

:telephone_receiver: Book a quick call:Calendly - Automaxion

7

Charbel,

Welcome to the community. This is right in our wheelhouse.

Quick background: I’m a Make.com Gold Partner and was selected by Make to assist with their Startup Program, helping companies build reliable, scalable automations on the platform. Facilities intake workflows like this — high-volume email parsing, system integration, structured team notifications — are exactly the kind of builds we specialize in.

What I Understand

You’re processing a high volume of work orders weekly, most hitting a shared Gmail inbox (including portal-forwarded copies). FACIL-IT is your system of record, Google Chat is where your team coordinates, and you’re fully on Google Workspace. You want a Make.com automation that reliably captures work orders, creates/updates FACIL-IT records, and pushes structured notifications to Chat — with proper error handling so nothing falls through the cracks.

Phase 1 MVP (~30 Days)

  • Gmail monitoring — watch the shared inbox and/or labels for new work orders, with deduplication logic so resends and thread updates don’t create duplicate jobs.

  • Parsing and extraction — pull the key fields from each work order (client, location, WO number, trade, SLA, scope, attachments, etc.). Attachments get stored in a structured Drive folder and linked back into FACIL-IT and the Chat notification. When a message doesn’t parse cleanly, it routes to an exception queue instead of guessing.

  • FACIL-IT integration — preferred path is direct API/webhook via Make’s HTTP modules with lookup-first logic to prevent duplicates. If FACIL-IT doesn’t expose a clean API, I’ll propose the most stable supported alternative and design the scenario so swapping to a proper API later is a one-layer change, not a rebuild.

  • Google Chat notifications — consistent message card with job summary, assigned owner, SLA, next steps, and links. Routing rules so different trades or clients can post to different spaces.

  • Reliability layer — built-in retries, a dead-letter path for records needing manual review, a centralized log for troubleshooting and replay, and failure alerts to a dedicated Chat space and/or email.

  • Deliverables — fully documented Make scenarios with comments and editable routing rules, a mapping table for parsing and client-specific overrides, and a training/handoff session.

Phase 2 (Optional Add-On)

QuickBooks Online AR automation — weekly aging report pull, segmented reminder sequences (draft or send), and internal escalation alerts for past-due accounts with audit logging.

Security Approach

We prefer LastPass for any credential sharing that’s needed during the build. But more importantly, our standard process is to have you authorize the modules inside Make yourself — so we’re never handling your passwords directly. Dedicated service accounts, scoped permissions, least-privilege access throughout.

What I’ll Need From You Early

Access to the shared Gmail inbox (or delegated access), target labels, a Google Chat space for alerts, and — most importantly — confirmation of FACIL-IT’s integration options (API credentials, webhook support, or approved ingestion method). That last one is the biggest variable in the timeline, so the sooner we confirm it, the better.

Similar Work We’ve Built

  • Multi-location service company (work order intake): Built a Make automation that monitored a shared inbox for incoming work orders across multiple client formats, parsed key fields with confidence scoring, created jobs in their field service platform via HTTP/API, stored attachments in Drive, and posted structured dispatch alerts with SLA flags to a team chat channel. Included exception routing and a full intake log with replay support.

  • Recruiting firm (email-to-system pipeline): Automated the monitoring of an email inbox for incoming resumes, parsed candidate data, created records across multiple systems automatically, and archived processed files — eliminating 15+ hours per week of manual data entry for the team.

  • Catering Company (QuickBooks Online + event platform integration): Connected Triple Seat and Square to QuickBooks Online via Make — matching payments to events, creating categorized journal entries, logging transactions to an audit trail, and alerting the team on exceptions. Same QBO integration pattern needed for your Phase 2 AR automation.

How We Handle Reliability

Every scenario includes retry logic for transient failures, idempotent processing to prevent duplicates, and a centralized log that supports troubleshooting and replay. Failure alerts go to Chat and/or email with enough context to act immediately.

Next Step

I’ll DM you on pricing and timeline details. Looking forward to it.

Keep Automating,
Jeff Arnold
4Spot Consulting | Make.com Gold Partner

8

The best way is to build this as a 2 stage Make.com setup: Ingest + Normalize, then Create/Update + Notify, with a dead-letter path so no work orders get lost.

  • Gmail trigger watches a shared inbox/label, pulls full thread + attachments, then normalizes every email into one strict “Work Order” schema (client, location, WO#, trade, SLA/NTE, scope, due date, contacts, links/files)

  • FACIL-IT step does an idempotent upsert (search by WO#/client + location) and only writes validated fields, then posts a structured Google Chat card/message with owner, SLA timer, and next steps

  • Add reliability: retry/backoff on HTTP calls, run-level logging to a Sheet/DB, and alerting to a Chat space/email when parsing fails, attachments can’t be fetched, or FACIL-IT is unreachable

That gives you a production-safe intake pipeline where every email either becomes a FACIL-IT ticket + Chat notification or is routed to an exception queue for review.

:backhand_index_pointing_right: I’ve built similar high-volume intake automations that turn messy inbound emails into clean records + team notifications with audit trails and “no missed job” guarantees. Happy to share sample field-mapping, error routing patterns, and how I’d approach FACIL-IT depending on whether it has a stable API/webhook or needs a workaround.

:globe_with_meridians:Portfolio: Case Studies
:star: Reviews: Clutch

:date: Book a call: Calendly

9

Hi @Charbel_Sarkis, welcome to the Make community.

This is a solid use case for Make, and I’ve worked on similar high-volume intake and routing automations involving Gmail parsing, API-based system updates, and internal team notifications.

I’ve previously built workflows that:
• Monitor shared inboxes and classify incoming requests using labels, filters, and structured parsing
• Extract structured data from emails including attachments, links, and SLA-related fields
• Push data into internal systems via API/webhooks or stable fallback methods when APIs were limited
• Send structured alerts and task notifications into team communication platforms with logging and escalation handling
• Implement monitoring, retries, and failure alerting using routing, error handlers, and fallback scenarios

For FACIL-IT, my recommended approach would typically be:
• Direct API or webhook integration if available (most reliable and scalable)
• If limited API access exists, building a controlled middleware workflow using HTTP modules and structured data validation
• Implementing logging via Data Stores or Sheets plus real-time alerting to Google Chat or email

Typical Phase 1 MVP timeline for a project like this is around 2–4 weeks depending on API accessibility, parsing complexity, and testing requirements. Pricing usually depends on scope depth and volume handling requirements, which I’m happy to scope properly with you.

I also provide full scenario documentation, editable routing logic, and handoff training so your team can maintain or extend the system confidently.

You can reach me here or via email at folafoluwaolaneye@gmail.com
You can view my website portfolio here.
You can also book a quick discovery call if you’d like to discuss architecture or scope.

Happy to help if this aligns.

10

Hi Charbel,

This sounds like a well scoped project. Gmail parsing with regex and router modules in Make.com, pushing structured data via HTTP/webhook into systems that dont have native integrations, and posting formatted cards to Google Chat spaces with error-handling branches is a workflow I can confidently architect for you. For FACIL-IT specifically I would want to look at their API docs first, and if the API is limited I have a fallback strategy using HTTP modules and webhooks that keeps things stable and maintainable.

Rather than clutter the thread I would love to send you a short walkthrough of my recommended architecture along with examples, timeline, and a cost estimate that fits your 30-day MVP window.

Drop me a line whenever you get a chance and we can set up a quick call to dig into the details.

You can reach out to me on my email here

Colin

11

Hi @Charbel_Sarkis,

I can help you build a reliable Make.com automation to process high-volume work orders from Gmail and sync them into FACIL-IT, with real-time notifications in Google Chat..

Why hire me:

  • Over 7 years of hands on experience with automation and Make.com
  • Make.com Community Contributor :star::star: status
  • Strong background in complex scenario’s, optimization and failure-handling
  • Available up to 20 hours per week
  • Technical education and agency level experience
  • Currently few active projects so can focus fully on your project MVP
  • Fast, precise, and careful with live production scenarios
  • Worked full time in an agency managing clients and teams across multiple continents

I have worked help clients/organizations deliver reliable and cost effective automation. Also, sharing 2–3 relevant automation examples, explain my monitoring and failure-handling approach, and recommend the best FACIL-IT integration method (API vs workaround).

Happy to get started right away once all credentials are received.
Meeting Link: https://calendly.com/proboticsolutions/30min