As a business owner, I know we're often caught in a whirlwind of tasks — emails to respond to, customer inquiries, and project updates. One area I struggled with was managing repetitive communications and automating responses. I was spending hours writing replies to common questions or drafting templates, which left little time for strategic work. That's when I discovered the power of automation using a ChatGPT assistant combined with custom webhook actions through Make.com. This automation has transformed my efficiency and saved me invaluable hours each week. Here's how it works and the impact it has made.

The Challenge: Repetitive Tasks That Ate My Time

If you've ever felt overwhelmed by the need to constantly respond to similar inquiries or gather information, you'll relate to my experience. Here are the frustrations I encountered:

  • I was spending an average of 10 hours a week just answering repetitive emails. Each inquiry felt like a unique problem, but in reality, many were the same.
  • I'd receive anywhere from 30–50 inquiries per week that required personalized responses, eating into the time I could focus on the core aspects of my business.
  • Additionally, without a system in place, I was constantly switching between applications to pull information for responses, leading to wasted minutes here and there — adding up quickly.

This manual back-and-forth left me feeling bogged down and frustrated, especially when I had higher-level tasks to conquer.

The Game-Changer: Automating with Make.com and ChatGPT

The moment I stumbled upon Make.com, my perspective on handling customer communications shifted dramatically. It's a powerful no-code automation platform that seamlessly connects tools through webhooks and actions, like sending data directly to a ChatGPT assistant. Here's how this integration revolutionized my workflow:

Step 1: Trigger Custom Webhooks for Real-Time Data Transfer

I began by setting up custom webhooks in Make.com to trigger actions automatically whenever a new inquiry was submitted through my website.

  • Each time a potential client or a user submitted a form, it activated the webhook.
  • This ensured that I didn't have to monitor submissions constantly — my system was doing the heavy lifting.

This initial setup alone saved me about 3–4 hours a week of manual checking and reporting. I could focus on my strategic plans rather than getting lost in a flood of messages.

Step 2: Send Data Directly to ChatGPT for Instant Responses

Once my webhook is triggered, the collected data flows directly to the ChatGPT assistant.

  • ChatGPT generates tailored responses based on the inquiry received, meaning I didn't need to write every email myself.
  • For instance, if someone asks about pricing or project timelines, the response is generated with just the right amount of detail pulled from my guidelines.

With this automation, I saved approximately 5–6 hours a week that I previously dedicated to drafting replies.

Step 3: Perform HTTP Actions to Enhance Communication

After ChatGPT generates a response, I set up an HTTP action that sends this information back to the inquirer automatically.

  • This process meant that responses were sent within seconds of submission, improving my customer service without lifting a finger.
  • Plus, I included notifications for specific keywords, ensuring that urgent queries reached me directly for a manual touch.

Automating this last step trimmed down my workflow by another 2–3 hours weekly — time I could reallocate to nurturing other aspects of my business.

The Bottom Line: Significant Time Savings and Improved Productivity

This integration of sending data to ChatGPT and utilizing custom webhook actions has transformed an overwhelming task into a streamlined process. In total, I've reclaimed over 10–12 hours each week to focus on high-priority projects — all while enhancing my customer response time.

With this automation, I've achieved:

  • Faster response times — potential clients aren't left waiting, and I've seen my inquiry-to-conversion rates improve.
  • Consistency in communication, ensuring that each response is clear and professionally crafted without errors.
  • More time for strategic initiatives, allowing me to work on business growth instead of getting stuck in email chains.

For anyone feeling the grind of repetitive tasks, I wholeheartedly recommend exploring how automation can make a difference in your business operations. The relief I've experienced from automating my communications is tangible — it's made my workflow smoother and offered incredible returns on my time investment. Once you see the efficiencies that can be realized, you'll wonder how you managed without it.

Want me to set this up for you? Connect with me at alextapio.com!