monday.com workflows can do a lot more today than they could two years ago: condition blocks, a code block and AI blocks already cover a large part of everyday use. For external systems such as a CRM or ERP, and anything outside monday.com, Make remains the right tool. This article covers the setup, an honest line between the two, and seven automations where Make genuinely pays off.

Setting up the connection: API token, webhook or polling

Before the first automation runs, you need a connection between the two platforms.

Step 1: generate an API token

In monday.com, go to your profile picture, then “Admin” or “Developer”, and open “API”. There you create or copy a personal API token. This token is tied to the individual user, so generate it with a functional account rather than a personal login if several people maintain the scenario.

Step 2: create the connection in Make

Add the first monday.com module to a Make scenario and click “Add connection”. Paste in the API token and save. The connection is then available to every other module and scenario.

Step 3: choose webhook or polling

Make offers two types of triggers for monday.com:

• Instant modules (webhook): React immediately when something changes in monday.com, for example a new item is created or a column changes. During setup, copy the webhook address Make generates and add it in monday.com under “Automate” or in the board's integration settings.
• Watch modules (polling): Check at set intervals whether something has changed. Useful when no instant trigger exists for the case you need, or when you want to deliberately limit how often it runs, for example to save credits.

For most production scenarios, the webhook approach is recommended, since it reacts without delay and doesn't generate unnecessary runs.

What you should solve inside monday.com itself

monday.com workflows are no longer a simple if-then automation. The workflow builder chains blocks together: conditions for branching, a code block for JavaScript logic, approval blocks for multi-stage sign-off, and AI blocks for generating text, summarising, translating, sentiment analysis and extracting data from documents. Anyone still routing trivial status changes or board duplication through Make today is building unnecessary complexity and paying unnecessary credits.

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In short: anything that stays inside monday.com belongs in the workflow builder. As soon as a second system with its own logic or data model gets involved, that's where Make delivers.

7 automations for monday.com with Make

1. Lead from a web form straight into the board

Trigger: New submission on a web form (Typeform, a WeWeb form or similar).
Steps: Make receives the form data via webhook, checks required fields with a filter, creates an item in the monday.com leads board and fills in columns such as name, email, source and priority.
Benefit: Leads land in the CRM board immediately without manual transfer, response time drops and no lead gets lost in an inbox.

2. Generate a quote as a PDF and attach it to the item

Trigger: An item's status changes to “Create quote”.
Steps: Make reads the item data including line items, fills a document template with these values, exports the document as a PDF and uploads the file as an attachment to the item.
Benefit: Quotes come out consistently formatted, with no manual copying from the board into a separate document.

3. Transfer time tracking to accounting

Trigger: A new time entry in a time-tracking column or a linked subitem.
Steps: Make picks up the new entry, matches it to the right project and employee, and posts the hours via API to the accounting system, for example Moco or bexio.
Benefit: Hours don't need to be logged twice, and billing data stays current.

4. Two-way sync with Salesforce or HubSpot

Trigger: A new or changed item in monday.com, or a new or changed record in the CRM.
Steps: monday.com's native Salesforce integration is tied to the Enterprise plan plus a paid add-on, covers only a few objects, and according to monday.com support only evaluates conditions when an item is created, not continuously. HubSpot has no comparable native two-way integration. Make builds the sync as two scenarios instead, one per direction. To stop them triggering each other (an update loop), each side writes a flag or timestamp when it writes, which the other side checks and skips when reading. For field mapping, set up a fixed mapping table and define, per field, which system wins on conflict, usually whichever was changed last.
Benefit: Sales and the project team work in the system they know, with no duplicate data entry and without the object and licence limits of the native integration.

5. SAP or ERP connection for order and master data

Trigger: A schedule (for example hourly) or a new order in the ERP.
Steps: No official SAP app exists for monday.com. Modern SAP systems such as S/4HANA mostly expose their data via OData services (SAP Gateway), while older ECC landscapes often only offer BAPI/RFC interfaces, which need a middleware or REST proxy since Make doesn't talk to BAPI/RFC directly. For S/4HANA, Make already offers triggers for documents such as sales orders, purchase orders and business partners, combined with monday.com actions to create or update items. Authentication runs via OAuth2 or Basic Auth against the OData service, depending on the setup. Make reads order or master data from SAP, maps it onto a board, and writes status changes back where needed.
Benefit: Order data from SAP is visible to the project team directly in monday.com, with no system switching or manual retyping.

6. Automatically raise an invoice on status change

Trigger: An order item's status column changes to “Completed”.
Steps: Make reads customer data and line items from the item, creates an invoice in the accounting system based on them, and writes the invoice number back to the item.
Benefit: The handover from project completion to invoicing happens without a media break, and invoices don't get forgotten.

7. Board backup and data export to your own storage

Trigger: A schedule, for example nightly.
Steps: monday.com's recycle bin is not a backup: deleted items are only recoverable for a limited time and there's no real versioning. Make instead regularly queries a board's items via the GraphQL API, including updates, subitems and attached files, and writes the data in a structured form to S3, SharePoint or Google Drive. monday.com's API works with a complexity budget rather than simple request limits (currently 10 million points per minute for personal tokens), so large boards need to be queried in pages with lean field queries to avoid a ComplexityException. For large accounts, it's worth spreading the export across several runs.
Benefit: Board data stays recoverable even after an accidental deletion, a faulty bulk update or an account issue, independent of monday.com's limited recovery windows. As a monday.com Platinum Partner, Blinno is currently working on its own backup product for monday.com; more on that once it's available.

Where monday.com's built-in tools fall short of Make

monday.com's built-in workflows now handle considerably more than they used to: status sets a date, a person gets notified, but also multi-stage approvals, board duplication and AI-assisted text processing. Once one of the following criteria applies, you hit the limits:

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For automations that stay inside a board, Make is no longer strictly necessary. But as soon as you cross system boundaries or need to back up data externally, Make provides the flexibility required.

Real-world example: from enquiry to invoice, plus CRM and backup in the background

An SME with around 15 employees runs a monday.com board for client projects. A customer enquiry through the web form automatically creates an item in the leads board (1). Once confirmed, a quote is generated as a PDF (2). While the project runs, logged hours flow automatically into accounting (3), and once it's completed the invoice is created automatically (6). In parallel, sales syncs opportunities between monday.com and HubSpot (4), while the production team sees order data from SAP in the project board (5). Every night, a separate scenario backs up all boards externally (7). Board-internal status changes, notifications and the project template continue to run as normal through monday.com workflows alongside all this.

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