I use Gmail, Streak and Quickbooks for lead generation, CRM, finances and project management. When a customer pays a deposit invoice I want the pipeline “lead” in Streak to turn into a “project” and tag operations as a reminder to assign to a PM.
What is the problem?
I suck at coding and have no time to learn, I am the business owner and looking for help someone to help build this.
What have you tried so far?
messing with this site quickly realizing i need to focus on other things.
Hello @Jason_Cole , 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
This is definitely something I can help with. I’ve built similar automations connecting CRMs, accounting platforms, and operational workflows using Make.com and APIs.
Sent you a DM with a quick breakdown and a couple of clarifying questions so I can recommend the right approach for your setup.
Hi Jason - this is a good fit for a small, testable Make scenario if the deposit rule is clear.
I would start by mapping the exact QuickBooks event first: payment against invoice, partial deposit, or sales receipt. Then the scenario should match one Streak box using a stable key like customer email or invoice number, move/mark it as a project only once, and create an operations reminder or hold note depending on your PM assignment rule.
The first slice I would build with fake records before any live finance or CRM access is:
QuickBooks deposit/payment event → match Streak lead → update project stage/fields → tag or remind operations → write a small run log.
The checks I would include are duplicate payment events, no matching Streak lead, multiple possible matches, partial payment below the deposit threshold, and failed Streak update. Those are the cases that usually decide whether this is safe enough to run unattended.
If this is still open, the useful first inputs would be one fake invoice/payment example, the Streak field you trust for matching, and what “tag operations” means in your current setup.
Have sent you a DM as well. I can totally understand that setting this up yoursekf can be difficult, so you need to bring an expert. I’d love to help as I run an automation studio called Automation Jinn where we help companies automate their processes and increase efficiency. I am Make advanced certified with a background in computer science so quite comfortable in integrating API and custom code. I have experience working with both SMB’s and large enterprises.
Some of my relevant work-
• For a fintech startup(raised €8.1M), automated there lead flows in the CRM and built a custom Slack bot to flag churn risks.
• Built a workflow that enriches and qualifies inbound leads using Bright Data MCP while updating the CRM for both qualified and unqualified.
• For an education company, I integrated LMS with Airtable, Make, and their CRM via API handling complex pagination and syncing data in real time.
I work more as an AI transformation partner for my clients rather than just a builder. Would love to learn about your day to day operations
This is exactly the kind of workflow we build at Flowbird Ltd, and we’re also a Make Partner. Your setup is solid Gmail + Streak + QuickBooks is a common stack, and what you’re describing (deposit trigger → pipeline stage change + team notification + operations tag).
We build these kinds of automations for business owners regularly. If you want to skip the learning curve and get it set up properly, happy to help. DM me or email me at: [email protected]
I can build this as a small fixed-price Make workflow.
The clean version I would implement is:
QuickBooks deposit/invoice-paid trigger or scheduled check, depending on what your QuickBooks account exposes
match the paid customer back to the right Streak box using email/customer data
move the Streak box from lead to project
add the operations tag or task/reminder for PM assignment
write a simple run log and failure alert so missed matches are visible
For a fast first step, I would suggest a 250-350 USD implementation block if you already have the QuickBooks/Streak access and one sample paid invoice ready. If the matching logic is unclear, I would start with a smaller paid diagnostic and map the exact trigger/data fields first.
I can start from screenshots/sample records and only touch production after the scope and deposit/milestone are agreed. If you want, send one sample Streak lead and one matching QuickBooks invoice/payment example and I can outline the exact scenario path.
Hi Jason — happy to build this as a small fixed-price job, and to make it zero-risk on your end.
What you’d get: when a customer pays a deposit invoice in QuickBooks, the matching lead in Streak automatically flips to Project and Operations gets tagged to assign a PM. I’ll also handle the cases that usually break these quietly: partial payments under the deposit amount, a payment that matches no lead (you get an alert instead of silence), and the same invoice firing twice.
How I’d run it: I build and test it first on dummy data — fake invoices, fake pipeline — and send you a short screen-recording of it working before anything touches your live QuickBooks or Streak. Connecting your real accounts then takes about 20 minutes and never involves sharing passwords.
Handover: a plain-English runbook with screenshots — what it does, how to check it’s healthy, what to change if your process changes — so you’re not dependent on me afterwards.
US$200 fixed, and you only pay after you’ve watched it working on the demo. Delivered within 4 days of your go-ahead. Only two things needed to start: which Streak field you’d trust for matching (customer email?), and what “tag operations” means in your setup (a Streak tag, an email to someone, or something else).
This is possible, but the part I would be careful with is the matching between QuickBooks and Streak.
The simple version is:
QuickBooks deposit paid
→ find the right Streak box
→ move it from lead to project
→ notify operations / PM
The part that usually decides whether this works well is the fallback logic. If the customer or invoice does not match cleanly, the workflow should stop for review instead of moving the wrong deal.
That is the piece I would focus on first, so the handoff from sales to operations becomes reliable and does not create extra cleanup later.
I build this kind of practical automation work through Eteya: https://eteya.ai
If you want, I can help you map the cleanest first version and what fields should be used for matching.
I would keep the first version narrow: QuickBooks deposit paid → find the matching Streak box → move or update the pipeline → tag ops for PM assignment. The important part is the matching rule and duplicate protection, not just connecting modules.
For a first build I would use invoice/customer/email or invoice number as the match key, log every deposit event, and add a fallback review queue when Streak cannot find exactly one lead. That avoids moving the wrong deal when a customer has multiple invoices.
TinyOps Studio can quote this as a fixed $499 build if you can share one sample paid-invoice event, the Streak pipeline/field names, and the exact PM reminder or tag behavior. If this is still open, DM those details and I can confirm scope.
Hi! I’m Misha, an automation and LLM integration expert. I can build this workflow so your business automatically moves from lead generation to project execution the moment a customer payment is confirmed. I’ll connect Gmail, Streak, and QuickBooks to detect paid deposit invoices, update the Streak pipeline from “Lead” to “Project,” apply the correct operations tags, and trigger reminders for your PM assignment process without any manual tracking. This removes the administrative bottleneck, prevents paid customers from slipping through the cracks, and gives you a reliable system that runs in the background while you focus on running and growing your business.
Hi Jason, this is a clean small build if you keep it narrow: QuickBooks deposit paid → find the matching Streak lead → move it to project → tag/notify ops to assign a PM.
I would scope the first version around one paid-deposit trigger, one matching rule, one Streak pipeline update, and a short failure log for cases like missing customer email or duplicate matches. That keeps it useful without turning it into a big CRM rebuild.
I do not want to overclaim a QuickBooks/Streak case study, but I can help with a small paid implementation/debugging slice if this is still open.
I completely understand. As a business owner, your time is much better spent growing the company rather than getting stuck in Make modules and API mappings.
What you want to achieve is standard and highly optimizable. We can easily build this exact workflow for you:
Trigger: A deposit invoice status changes to “Paid” in QuickBooks Online.
Action 1: Make will search for the corresponding box/contact in your Streak CRM pipeline.
Action 2: It will automatically update its stage from “Lead” to “Project”.
Action 3: Create a task or trigger a notification (via Slack, Gmail, or a Streak task tag) to immediately alert your Operations team to assign a PM.
I specialize in building these exact types of no-code automations using Make, so you don’t have to touch a single line of code.
I can have this fully built, tested, and running for you in a quick turnaround. Let’s hop on a brief chat to align on the details and get this off your plate. I accept payments via crypto (USDT) or your preferred method.
Let me know if you are available to discuss this further!
Hi Jason - this is a clean small workflow to start with.
I’d build it as: QuickBooks paid deposit event → find the matching Streak box/person from invoice/customer data → move it from Lead to Project → add an ops tag/task/note for PM assignment. The main thing to test is the matching rule so the wrong pipeline item never gets moved.
I can help with a small first pass and keep the handoff simple so you can see exactly what triggers, what updates Streak, and what happens if no match is found.
What is your goal?
What is the problem?
What have you tried so far?