From Paper Trails to Automated Workflows

How Atomic Actions streamlined a windows & doors contractor’s business with Builder Prime CRM integration, AI document parsing, and lead automation – cutting admin work by 80% and boosting conversions.

Consumer Direct Windows & Doors, a regional contractor specializing in residential window and door installations, was struggling with manual, disconnected workflows that slowed down sales and operations.

Their lead intake, scheduling, and invoicing processes all relied on human input across multiple systems. Sales reps and partners submitted leads through spreadsheets or emails. Completion certificates were typed manually. And invoicing required copying data from PDFs into accounting tools.

Over time, these repetitive tasks caused inefficiencies, reporting delays, and frequent errors in project tracking and commission payouts.

It became clear they needed operational automation and a smarter way to manage information flow. In short, Consumer Direct sought a CRM automation for contractors and AI agents that could streamline operations and eliminate their reliance on paper trails and copy-paste data entry.

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Atomic Actions partnered with Consumer Direct in 2025 to design an end-to-end workflow automation for home improvement operations. We integrated their existing contractor CRM (Builder Prime) with custom automations, and replaced manual admin and scattered spreadsheets with AI-driven, Make.com-powered workflows covering lead intake, scheduling, invoicing, certificates, and reporting, all running automatically in the background.

Key components included:

Migration from Zapier to Make.com

Consumer Direct previously used Zapier for basic data syncs, but costs and limitations grew with complexity. We migrated all automations to Make.com, delivering 30% cost savings, better control, and 99.5% uptime. Make’s modular design also allowed advanced logic for error handling, fallback triggers, and scaling across multiple Builder Prime instances.

Builder Prime Integrations

Make.com scenarios now connect Builder Prime to Google Sheets, Gmail, and internal dashboards. For example, when a project reaches the “completed” stage in Builder Prime, an automation triggers a completion certificate to auto-generate as a PDF, which is then saved to the correct Google Drive folder and sent to the client. This eliminated the need for staff to manually draft and file completion documents.

AI-Powered Invoice Processing

Incoming multi-invoice PDFs are now handled by an AI OCR module powered by Parsio and ChatGPT. The system reads and extracts totals, vendor details, and line items, automatically updating a central invoice tracker. Anomalies are flagged for manual review, but the vast majority of entries are now hands-free.

Approved invoices are automatically entered into accounting trackers, saving hours weekly and ensuring consistency across projects.

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Automated Lead Capture & Commission Attribution

We created branded Fillout forms that external contractors and partners now use to submit leads. Each submission:

• auto-creates a client in Builder Prime,
• detects region and rep automatically,
• schedules a call via Calendly, and
• sends confirmation emails and internal notifications.

This makes it easy to track which rep submitted which lead and to automatically calculate commission payouts based on closed deals. This instantly turned a chaotic, manual referral process into a structured system with automated lead routing, meeting scheduling, and rep attribution.

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Facebook Campaign CRM Integration

Facebook leads are now matched and imported automatically into Builder Prime, complete with form source, region, and UTM tracking for analytics. This ensures that both marketing-generated and partner-submitted leads follow the same structured CRM workflow.

Completion Certificate Automation

When a project status reaches “Product Ordered” or “Installed,” the system generates and saves a PDF certificate of completion in the client’s Drive folder, ensuring compliance and uniform documentation.

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Custom Reporting Dashboards

Daily and monthly sales reports are now auto-compiled from multiple Builder Prime reports into central Google Sheets dashboards, providing live visibility by region and instance. 

Marketing Dashboard Automation

To close the loop between marketing and sales, we built an automated weekly Marketing Dashboard that pulls lead, appointment, and sales data from Builder Prime into a central Google Sheet. Each lead record updates automatically with its appointment and job sold dates, tracking the full conversion path from first contact to sale.

Together, these systems created a connected, reliable automation framework that replaced hours of manual entry with scalable, accurate flows. With Builder Prime as the CRM core, Make.com as the integration engine, and Google Sheets as the reporting layer, Consumer Direct now runs a lean, modern sales and fulfillment operation without changing their core tools.

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The impact was immediate and measurable. Consumer Direct replaced administrative overload with real-time, reliable automation.

Impact Highlights

• 90%+ reduction in manual data entry across lead, invoicing, and certificate workflows
• Lead processing time: ~15 minutes -> under 1 minute per lead
• 30% operational cost savings from automation and platform optimization
• 99.5% automation uptime after migrating from Zapier to Make.com
• >95% data accuracy in regional classification, postal codes, and UTM mapping
• Full 100% coverage of “Sold” project data and certificates for consistent reporting
• 90% reduction in manual marketing reporting, saved 8 hours per week

Operational Efficiency Gains

• Admin staff reclaimed 15+ hours/week from manual work
• Seamless coordination across marketing, sales, and operations
• Data centralization across Builder Prime, Sheets, and communication tools
• Faster client response, fewer delays, and improved customer satisfaction

The overall ROI was compelling. With labor hours saved and faster project cash flow (invoices go out and get tracked promptly), the automation project paid for itself in just a few months. 

Consumer Direct is now digitally equipped to scale: their integrated system will easily accommodate an expanding client base or new process requirements, proving that AI agents in construction and smart integrations aren’t just for big enterprises but can drive growth for SMB contractors too.

Strategic Takeaways

• Automating What Matters First: Consumer Direct started with the most manual, high-impact workflows (lead capture, invoicing, and reporting) achieving a payback period of less than 6 months.
• Make.com Over Zapier: The switch delivered long-term savings, more flexibility, and fewer operational limits.
• Lead Forms with Built-in Attribution = Sales Rep Trust: The referral process is now transparent and fair, creating motivation for reps to generate more business.
• Reduced Manual Admin = Better Customer Focus: The sales and ops teams at Consumer Direct can now concentrate on customers and projects instead of paperwork. Fewer mistakes and faster information flow also enhance the client experience (e.g. clients receive their completion certificates immediately). This workflow automation for home improvement businesses directly contributes to higher customer satisfaction and potentially more referrals.
• Future-Ready for AI Agents: With structured data in place, Consumer Direct is well positioned to adopt AI agents for project tracking, compliance checks, or even predictive scheduling (as envisioned in our 2026 AI playbook for contractors)
• Marketing Automation for Construction Business: Automating the marketing dashboard unified lead, appointment, and sales data: creating a single source of truth for tracking ROI and campaign performance while cutting manual reporting

Suggested Next Read

Curious how automation can help in similar contexts? Check out our case study on automated invoicing in manufacturing for another example of streamlining operations. You might also explore our services on Data Extraction & Recognition (for document OCR solutions) and AI Agents to see how intelligent agents can take your efficiency to the next level.