Looking for a senior Make.com expert to reduce operations (1M → 300–500k/mo) + stabilize scenarios (Apify / Clay / Close CRM)

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1

Hi Make community :waving_hand:
I’m looking for a senior Make.com (Integromat) expert to help me audit, optimize, and stabilize our existing automation setup.

Objective

We currently run around ~1,000,000 operations/month and want to reduce that to ~500,000 (target: 300,000) — while also reducing errors, improving reliability, and making scenarios easier to maintain.

Additionally, we have agentic/AI automations and want to reduce OpenAI usage/credits/costs as well (prompt/runtime optimization, fewer calls, smarter gating, caching, etc.).

This is not a “rebuild everything from scratch” project. I built the scenarios myself. I’m looking for someone who can challenge the architecture, identify the highest-impact improvements, and work with me in tandem to implement the biggest wins—while explaining why each change is recommended and what impact it has.

Stack / Context

  • Make.com

  • Apify (crawling / actors)

  • Clay (data enrichment)

  • Close CRM (lead/contact delivery & pipeline logic)

  • Google Docs imports

  • OpenAI / LLM modules used in some agentic automations (cost & runtime matter)

  • Cold email workflows (Evergreen sequences)

What we currently run (examples)

  • Apify crawl → dataset pre-check → Clay enrichment → push to Close CRM

  • Google Doc import flow

  • Phone enrichment (trigger-based + 6-month re-check)

  • Selective person enrichment

  • Job enrichment (monthly checks for cold leads; quarterly checks for accounts without open roles; writes job data into a custom activity)

  • Email cleaning & enrichment (permutation + enrichment)

  • Contact cleaning + dedup/linking (companies/contacts)

  • Address checks (DE/CH, annual)

  • Blacklist check (recommendation output, manual final classification)

  • Positive reply import (currently partly manual)

Known issues (non-exhaustive)

  • Errors when a lead/contact no longer exists (race conditions / moved records

  • Field validation issues (invalid choice values)

  • Email permutation flow sometimes returns no email / no bundles

  • Dedup: exclude leads with “Opportunity”

  • Some enrichments incomplete → recurring downstream issues

What I need help with

  1. Audit + prioritize the top operation consumers (the 20% causing 80% of ops)

  2. Implement high-impact optimizations to reduce ops and errors, e.g.:

    • early filtering / smarter routing to avoid unnecessary module runs

    • aggregation/bundling strategies

    • webhooks vs polling where possible

    • caching / Data Store usage

    • idempotency patterns (avoid double-processing)

    • clean error handling/retries + “record not found” handling

    • simplify scenario design to reduce ops + failure points

  3. Reduce OpenAI usage/costs in our AI/agentic flows (examples):

    • fewer calls via better gating/thresholds

    • prompt compression + structured outputs

    • batching where possible

    • caching of deterministic results

    • using cheaper/faster models when acceptable

  4. Clear explanations: root cause → change → expected impact (ops + cost + reliability)

Engagement

  • Duration: ~4 weeks (start ASAP)

  • Collaboration: remote, multiple calls per week (pair-optimization)

  • Prefer hourly (but open to suggestions)

If you’re a fit, please reply/DM with:

  • 1–2 examples where you reduced Make operations significantly (what were the main levers?)

  • Experience optimizing OpenAI/LLM costs in automation workflows

  • Your approach to quickly identifying the biggest ops drivers

  • Experience with Apify / Clay / Close CRM (if any)

  • Availability + hourly rate

Thanks!

1 Like
3

Hello @Dominik_Geissler , welcome to make.com community, I would love to collaborate with you on this.

I have reduced client ops from over 500k to 150k/month via early filtering, aggregation, Data Store caching, and webhook migration and cut OpenAI costs 60% through prompt compression, gating logic, model downgrade (GPT-3.5 vs GPT-4), caching, and batching

My Approach will be
Week 1: Audit execution logs, identify top operation consumers (80/20 rule), map error patterns
Weeks 2-3: Implement high-impact optimizations (early filtering, idempotency, enrichment logic, OpenAI gating/caching)
Week 4: Testing, monitoring, documentation

Experience: Make.com (3+ years), Apify, Clay, Close CRM, OpenAI optimization

I am available to start immediately, 30-40 hrs/week and my hourly rate is $30/hour

Ready to schedule a kickoff call when you are. You can schedule a call here Calendly and you can check out my upwork profile here https://www.upwork.com/freelancers/pathfinderautomate

Best,
Taiwo

4

Hi Dominik, I’ve reviewed this and I understand the core issue you’re trying to solve.

I can help you design and implement a clean, reliable automation that fixes this without unnecessary rebuilding. I’ve worked on similar workflows involving Make.com , APIs, conditional logic, and production-grade error handling, and I can start immediately.

If it helps, I’m happy to do a quick review of your current setup and outline the exact fix before proceeding. Let me know if you’d like to jump on a short call here

5

Hi Dominik, welcome to the community.

This is a strong brief and exactly the kind of Make setup where small architectural changes can save a massive number of operations and AI costs.

I work mainly on auditing and optimizing existing Make scenarios, especially high-volume stacks with Apify, enrichment tools, CRMs, and LLMs. The focus is usually identifying the top operation drivers, reducing unnecessary module runs with early filtering and aggregation, adding idempotency and caching, and tightening error handling around missing records and invalid fields. For AI flows, I typically reduce spend by smarter gating, batching, caching deterministic outputs, and model selection.

You can check my website portfolio for relevant work. If this looks aligned, feel free to email me directly at folafoluwaolaneye@gmail.com and we can quickly assess scope, priorities, and the biggest wins before committing. I’m also happy to jump on a short call if that’s easier, and we can formalize things later via my Fiverr workspace if we move forward.

Best regards,
Folafoluwa Olaneye

6

I’m excited to help optimize your automation setup, reduce operations, improve reliability, and cut OpenAI costs. As a senior Make.com expert, I’ll audit your current workflows, prioritize optimizations, and implement strategies like prompt compression, batching, and caching to reduce costs and improve performance. I’ll also focus on enhancing error handling and reliability.

:page_facing_up: Check my profile: https://www.upwork.com/freelancers/farhana401

:telephone_receiver: Book a quick call:Calendly - Automaxion

7

In my humble opinion, If you want to reduce operations, the best way to do it is switch to n8n (self-hosted)

You pay $20~$25/month for hosting and get unlimited workflows and operations. You can also host your own AI LLM and pay 0 for the LLM cost.

If you’re interested, Here’s the calendar link. Book a time that works best for you and I can show you how I’ve done this for several businesses

Best,
Ziya