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Julius Dela Peña

Selected WorkProject 05Automation

AutomationSystems.

Finance, CRM and sales-operations workflows built in Zapier and Make.

Integration workflows connecting accounting, project management, CRM and lead sources, each built around a specific operational handoff.

  • Zapier
  • Make
  • Xero
  • Asana
  • Apollo
  • Slack
  • Google Workspace

05Project
of 15

Project overview
Make scenario connecting Asana, Xero, Google Sheets and Asana file uploadOpen the full Automation Systems (opens in a new tab)
01Xero to Asana · Make
Zapier workflow splitting Asana task updates into five pipeline pathsOpen the full Workflows (opens in a new tab)
02Workflows
Context
Accounting, project, CRM and lead tools
Domain
Integration automation
Scope
Finance, CRM and sales-operations handoffs
Status
Workflows built in Zapier and Make

01The Challenge

Information re-keyed at every handoff.

Information moved between accounting, project management, CRM and lead sources by hand — re-keyed invoices, manual follow-ups and ad-hoc lead assignment.

The goal

Build each workflow around a single handoff: an invoice, a pipeline stage, a new lead, a report.

Make scenario connecting Asana, Xero, Google Sheets and Asana file uploadOpen the full Xero to Asana · Make capture (opens in a new tab)

Xero transactions to Asana: Make scenario with Asana trigger, Xero API call, Google Sheets and Asana upload.

02Selected Workflows

Five workflows. Five handoffs.

A set of Zapier and Make workflows, each centred on a single handoff: an invoice, a pipeline stage, a new lead, a report.

Xero, Asana, Google Sheets, Apollo, Slack and email, connected through Zapier and Make.

Workflow spec

Runs on
Zapier and Make
Systems
Xero, Asana, Google Sheets, Apollo, Slack, email
Safeguards
Duplicate checks, daily caps, team notifications

03How It Works

One handoff per workflow.

The same four steps run through every workflow.

  1. Trigger

    An invoice webhook, an Asana task update or a new lead starts a workflow.

    Trigger

  2. Orchestrate

    Zapier or Make carries the data through the workflow’s own steps.

    Zapier · Make

  3. Check

    Before writing: a duplicate invoice check, find-or-create the Xero contact, skip reps at their daily cap.

    Rules

  4. Write & notify

    Records land in Xero, Google Sheets or Asana; the team is notified, and a duplicate raises an alert.

    Output

Another workflow

04Architecture

Two orchestrators between the tools a business already uses.

Triggers from finance, projects and sales; Zapier and Make in the middle; rule-based checks before anything is written.

  1. 01Trigger

    • FinanceInvoice webhook
    • ProjectsAsana task updates
    • SalesNew leads

  2. 02Orchestrate

    • WorkflowsZapier
      ScenariosMake

  3. 03Check

    • RulesDuplicate invoice check
    • RulesFind or create the Xero contact
    • RulesSkip reps at their daily cap

  4. 04Write

    • AccountingXero
      RecordsGoogle Sheets
    • ReportsAsana
      EnrichmentApollo
    • NotificationsSlack & email
  • Workflow step

Each workflow runs one handoff: a trigger, Zapier or Make, rule-based checks, then the write and a notification.

05Validation & Controls

Checks where systems meet.

Duplicates are caught, limits are respected, and the team is told what happened.

Implementation statusBuilt in Zapier and Make

  • Xero transactions to AsanaBuilt
  • Draft invoices in XeroBuilt
  • Asana sales pipelineBuilt
  • Lead enrichmentBuilt
  • Round-robin lead distributionBuilt

Operational safeguards

Before writing
Duplicate invoice check · find or create the Xero contact · skip reps at their daily cap.
On a duplicate
An alert is raised · no second invoice is created.
After writing
Team notified of new draft invoices · lead assignments recorded in Google Sheets.

06The Stack

Each tool has a defined job in the system.

Roles over logos. Only integrations that exist in the build are listed.

  • Zapier

    Invoice, pipeline and lead workflows

  • Make

    Xero-to-Asana reporting scenario

  • Xero

    Transactions and draft invoices

  • Asana

    Pipeline tasks and reports

  • Apollo

    Lead enrichment

  • Slack

    Team notifications

  • Google Workspace

    Sheets records, Drive folders and email

07The Outcome

What the workflows do.

Less data re-entry, follow-ups triggered by pipeline stage, and leads enriched and routed to reps in rotation.

Integration workflows connecting accounting, project management, CRM and lead sources, each built around a specific operational handoff.

My role

  • Workflow Design
  • Systems Integration

Delivered capability

  • Moves Xero transactions into Asana reports via Google Sheets
  • Creates draft Xero invoices, catching duplicates first
  • Triggers pipeline follow-ups from Asana task stages
  • Enriches leads and assigns them to reps in rotation

Contact

Have a workflow, dashboard or CRM that needs fixing? Let’s talk.

Available for new projects

Tell me about the operation, the systems involved and where the work gets stuck. A short call is usually enough to see whether I can help.

Book a call (opens in a new tab)Email me