Make.com (formerly Integromat) is a no-code workflow automation platform that connects apps and services with visual, drag-and-drop workflows called scenarios. For accounting practices, Make.com can automate the data transfer and notification tasks that currently require manual steps — moving information between your CRM, email, accounting software, practice management system, and communication tools without writing a single line of code.
This guide explains how Make.com works, where it adds value for UK accounting practices, and how it compares to Zapier for accounting use cases.
How Make.com works
Make.com builds automation through visual scenarios: a flowchart-like interface where you connect modules (one for each app or action) in a sequence. A scenario starts with a trigger — an event in one application — and proceeds through one or more actions in other applications.
For example, a simple scenario might be:
- Trigger: a new file is uploaded to a specific folder in a client's Google Drive
- Action 1: send an email notification to the assigned team member in Gmail
- Action 2: update a task status in the practice management system
Once the scenario is active, it runs automatically whenever the trigger condition is met — no manual steps required.
More complex scenarios can include conditional logic (different actions depending on the content of the trigger), data transformation (reformatting data between one app's structure and another's), loops (repeating an action for each item in a list), and error handling (what to do if an action fails).
Where Make.com adds value in accounting practices
Client onboarding automation
When a new client record is created in the CRM or practice management system, Make.com can trigger a sequence automatically: send a welcome email from Gmail, create a task list in the project management tool, send a document request via the client portal, and add a calendar reminder for the onboarding call. All of these steps can run within seconds of the trigger, without any manual action from the team.
Document receipt notifications
When a client uploads a document to the client portal or a shared folder, Make.com can notify the responsible team member in Slack or via email, update the task status in the practice management system, and log the receipt with a timestamp. This eliminates the need for team members to manually check for document arrivals.
Deadline and reminder management
Make.com can connect your deadline data (from a spreadsheet, a practice management database, or a calendar) to a notification system. A scenario can check daily for deadlines approaching within seven days and send automated reminders to the responsible team member and, where appropriate, to the client.
Invoice and payment notifications
When an invoice is raised in the accounting software (Xero, QuickBooks), Make.com can trigger: a notification to the client via email, a payment reminder after a specified number of days if unpaid, and an update to the practice management system when payment is received.
MTD preparation reminders
As MTD ITSA expands, quarterly filing obligations are a new compliance deadline for sole trader and landlord clients. Make.com can automate quarterly reminders to clients and internal task creation for the quarterly submission preparation workflow. For more on automation tools relevant to UK accountants, see the AI tools and technology for UK accountants hub.
Make.com vs Zapier for accounting
Both Make.com and Zapier are no-code automation platforms that connect apps. The choice between them depends on the complexity of the workflows you want to build and your team's technical confidence.
Zapier is simpler to use for straightforward, linear workflows (trigger plus one or two actions). Its interface is more accessible for users with no automation experience. It is better suited to practices that want to automate a handful of standard tasks without investing much time in learning the platform.
Make.com is better for complex, multi-step workflows with conditional logic, data transformation, and loops. Its visual interface displays the full scenario as a flowchart, making it easier to understand and troubleshoot complex automations. It is generally cheaper per operation than Zapier for high-volume scenarios.
For practices wanting to build sophisticated automation (multi-step onboarding sequences, conditional routing based on client type, complex data transformations between accounting software), Make.com is typically the stronger choice.
Setting up your first Make.com scenario
The most beginner-friendly approach to Make.com is to use a pre-built scenario template. Make.com provides hundreds of templates for common automation patterns, including several relevant to accounting and professional services.
A practical first scenario for an accounting practice — "Notify team when client uploads to shared folder":
- Create a free Make.com account at make.com
- Click "Create a new scenario"
- Add a Google Drive module (or Dropbox, OneDrive) as the trigger — select "Watch new files in folder"
- Configure the folder to watch (your client documents folder)
- Add a Gmail module (or Slack, Teams) as the action — select "Send email" or "Send message"
- Map the file name and client folder name from the trigger into the notification message
- Test the scenario by uploading a test file
- Activate the scenario
This scenario takes under thirty minutes to set up for someone new to Make.com, and immediately starts saving the time spent manually checking for document arrivals.
Data protection in Make.com scenarios
Any Make.com scenario that processes personal data — client names, email addresses, financial figures — makes Make.com a data processor under UK GDPR. Before building scenarios with client data:
- Review Make.com's Data Processing Agreement (available at make.com/en/dpa)
- Ensure data flows in your scenarios are necessary and proportionate — do not route personal data through intermediate tools unnecessarily
- Review the third-party apps in your scenarios: each connected app is also a data processor
- Document the data flows in your Record of Processing Activities
Make.com's infrastructure is based in the EU, which simplifies data residency for UK practices under GDPR.
Limitations to be aware of
Not a replacement for purpose-built integrations: where a purpose-built integration exists between two accounting tools (Dext to Xero, for example), use it — it will be more reliable, better supported, and purpose-designed for the data structure of those specific tools. Make.com is best for connecting systems that do not have a native integration.
Scenarios need maintenance: when an app updates its interface or API, Make.com scenarios connecting to that app may need updating. Monitor your scenarios for failures and review them when connected apps update.
No professional judgement: Make.com automates data movement and notifications — it cannot exercise professional judgement, review documents for accuracy, or handle anything that requires a human decision.
Learning curve for complex scenarios: simple scenarios are accessible to non-technical users. Complex scenarios with data transformation and conditional logic benefit from someone with moderate technical comfort. Consider whether your team has the time to build and maintain more sophisticated automations.
Key takeaways
- Make.com connects apps and automates workflows through visual, no-code scenarios triggered by events in one application and executing actions in others.
- The highest-value use cases for accounting practices are: client onboarding sequences, document receipt notifications, deadline reminders, and invoice/payment notifications.
- Make.com is better suited than Zapier for complex, conditional, multi-step workflows; Zapier is simpler for straightforward linear automations.
- Any Make.com scenario processing client personal data requires a Data Processing Agreement with Make.com; document the data flows in your ROPA.
- Use Make.com to connect systems without native integrations; for systems with purpose-built integrations (Dext to Xero), use those instead.
Frequently asked questions
Do I need to know how to code to use Make.com?
No. Make.com is a no-code platform with a visual drag-and-drop interface. Most scenarios relevant to accounting practices — notifications, data transfers, reminder emails — can be built without any programming knowledge. For very complex scenarios involving data transformation, a basic understanding of data structures (JSON, arrays) is helpful but not required for most use cases.
How much does Make.com cost for an accounting practice?
Make.com has a free tier with limited operations per month, suitable for testing. Paid plans start at around £9 per month for 10,000 operations. Most small to mid-size accounting practices using Make.com for a handful of scenarios will fit comfortably within the lowest paid tier. High-volume scenarios (processing hundreds of client documents daily) may require a higher tier.
Can Make.com connect to Xero or QuickBooks directly?
Yes — Make.com has modules for Xero, QuickBooks, and Sage among many accounting-relevant apps. However, for core data transfer between accounting tools (such as document capture to accounting software), purpose-built integrations (Dext's native Xero integration) are more reliable and better supported. Use Make.com for connections where no native integration exists.
Is Make.com reliable for compliance-critical workflows?
Make.com is reliable for notification and data transfer workflows. For compliance-critical actions — submitting tax returns, processing payroll — use purpose-built compliant tools with proper audit trails and professional oversight built in, not a general automation platform. Make.com is appropriate for supporting workflows (notifying the team when action is needed) but should not be the primary mechanism for executing compliance-critical steps.
What happens if a Make.com scenario fails?
Make.com logs errors and can notify you when a scenario fails. Configure error notifications for any business-critical scenarios. Failed scenario executions are stored in the scenario history, allowing you to review and re-run them after resolving the issue. For critical workflows, build in error handling within the scenario — what should happen if one step fails.