Hiring a Make.com Agency: Costs, Process, and Tips for the Right Choice

You know Make.com. Maybe you have already built a few scenarios, worked through a tutorial, or use the platform for simple workflows. But now you are facing a project that goes beyond copy-paste scenarios: complex logic, multiple systems, error-free data flows that must run reliably in daily operations. This is exactly the point where the question arises: Do I need a Make.com agency?

In this article, you will learn when hiring a Make.com consultant makes sense, what a Make.com partner actually delivers, what costs to expect, and how to find the right service provider. No theory -- just practical knowledge for your decision.

When Do You Need a Make.com Agency? (And When You Don't)

Not every automation project requires external help. Before you allocate budget, you should honestly assess where you stand.

DIY is sufficient when:

• You want to build a single scenario with 3-5 modules
• The apps involved have standard integrations in Make.com
• No error handling for business-critical processes is needed
• You have time to learn (expect 20-40 hours of ramp-up)
• There are no requirements for data protection documentation

A Make.com agency is worth it when:

• Multiple systems need to be integrated (CRM, ERP, accounting, shop system)
• Your workflows are business-critical and must run without failure
• You need custom API connections (e.g., to proprietary software or legacy systems)
• Error handling and monitoring need to be set up professionally
• You want to go live quickly instead of experimenting for weeks or months
• GDPR compliance must be documented
• The project affects multiple departments and change management is needed
• You have already had failed DIY attempts

Rule of thumb: If you are connecting more than 3 apps, business-critical data is flowing, or you need to be productive in less than 4 weeks, a Make.com agency is the better choice.

What Does a Make.com Agency Do?

A specialized Make.com consultancy offers far more than just clicking modules together. Here is an overview of typical services.

Consulting and Process Analysis

Before a single scenario is built, a good agency analyzes your existing processes. Which workflows are automatable? Where is the biggest lever? Which systems are involved?

• As-is analysis of current workflows
• Target concept with automation architecture
• Tool recommendation (is Make.com even the right tool, or would n8n or Zapier be better?)
• ROI forecast for planned automations (more on this under calculating automation ROI)

Implementation and Development

The core business of every Make.com agency:

• Scenario development (from simple to highly complex)
• Custom API integrations via HTTP modules
• Data mapping and transformation (JSON, XML, CSV)
• Error handling logic (retry, fallback, alerting)
• Webhooks and real-time triggers
• Database connections (MySQL, PostgreSQL, Airtable)
• Custom functions and JavaScript modules

Operations and Maintenance

Work does not stop after go-live:

• Monitoring dashboards for your scenarios
• Proactive troubleshooting when APIs change
• Performance optimization (saving operations = reducing costs)
• Scaling as volume grows
• Documentation of all workflows

Training and Enablement

Good agencies partially make themselves redundant:

• Staff training for basic adjustments
• Documentation for reference
• Best practice guides for your team
• Handover workshops after project completion

Typical Project Types and Examples

What do Make.com agencies build in practice? Here are the most common project types.

Lead Management and CRM Automation

Starting point: Leads come through various channels (website form, LinkedIn, trade show app, email), are manually entered into HubSpot/Salesforce, and often forgotten. Solution with Make.com:

• Automatic lead capture from all sources
• Duplicate check and data enrichment
• Immediate routing to the right sales representative
• Automatic follow-up sequence
• Reporting in Google Sheets or BI tool

Typical project volume: 3,000 - 8,000 EUR

E-Commerce Automation

Starting point: Shopify/WooCommerce orders must be manually transferred to accounting, shipping labels are created by hand, inventory levels do not match. Solution with Make.com:

• Order -> Create invoice in accounting software
• Automatic shipping label printing
• Inventory synchronization between shop and warehouse management
• Tracking notifications to customers
• Returns workflow

Typical project volume: 5,000 - 15,000 EUR

HR and Onboarding

Starting point: New employees must be created in 8+ systems (HRIS, Microsoft 365, Slack, Jira, access control system, etc.). Takes 2 hours per person, errors included. Solution with Make.com:

• One trigger in the HRIS starts the complete onboarding process
• Accounts are automatically created in all systems
• Welcome email with all access credentials
• Checklist for the manager
• Equipment order triggered

Typical project volume: 4,000 - 10,000 EUR

Invoice Processing and Accounting

Starting point: Incoming invoices arrive by email, are manually reviewed, and transferred to accounting. At 200+ invoices per month, it is a full-time job. Solution with Make.com:

• Monitor email inbox
• PDF extraction (with AI/OCR)
• Data validation and matching against purchase orders
• Posting to accounting software
• Approval workflow for discrepancies

Typical project volume: 5,000 - 12,000 EUR

Find more practical examples in our showcases.

Costs and Pricing Models

The most important question: What does a Make.com agency cost? The answer depends on the pricing model and project scope.

Pricing Model Overview

Real-World Cost Examples

Small project (1-3 scenarios):

• Contact form -> CRM + email confirmation
• Time required: 8-16 hours
• Cost: 1,500 - 3,000 EUR

Medium project (5-10 scenarios):

• E-commerce automation (order -> accounting -> shipping)
• Time required: 40-80 hours
• Cost: 5,000 - 12,000 EUR

Large project (10+ scenarios):

• Complete CRM setup with lead scoring, reporting, multi-channel
• Time required: 80-200 hours
• Cost: 12,000 - 30,000 EUR

Watch Out for Hidden Costs

Beyond the agency fee, additional costs apply:

• Make.com license: 9 - 299 EUR/month (depending on plan and operations)
• Third-party tools: Some integrations require additional tools (e.g., Parseur for PDF extraction)
• Ongoing maintenance: 2-5% of project costs per month
• Change requests: Scope expansions during the project

Tip: Always ask for a total cost overview for the first 12 months, including licenses and maintenance. This allows you to compare offers fairly.

Learn how to calculate the return on investment in detail in our article Calculating Automation ROI.

How to Evaluate a Make.com Partner

Not every agency offering Make.com services is equally competent. Here are the key criteria for your selection.

Certifications and Partner Status

Make.com has an official partner program with different tiers:

• Registered Partner: Basic knowledge, little proof required
• Silver/Gold Partner: Demonstrated projects and customer reviews
• Custom App Developer: Can develop proprietary Make.com apps

Recommendation: At least Silver Partner status or demonstrably 20+ completed Make.com projects.

Check Industry Expertise

An agency that knows your industry saves you explanation time and knows typical pitfalls:

• Does the agency know your tools? (industry-specific software, CRM, ERP, etc.)
• Do they have references in your industry?
• Do they understand your compliance requirements? (GDPR, industry regulations, etc.)

Assess Technical Depth

Ask these questions in the initial consultation:

"How do you handle error handling?" - Good answer: Retry logic, dead letter queues, automatic alerts. Bad answer: "Make.com does that automatically."

"How do you document your scenarios?" - Good answer: Technical documentation, flow diagrams, naming conventions. Bad answer: "The scenarios are self-explanatory."

"What happens when an API changes?" - Good answer: Monitoring, proactive adjustment, versioning. Bad answer: "That rarely happens."

"How do you optimize operations?" - Good answer: Set filters early, use aggregators, avoid unnecessary modules. Bad answer: "Just book a bigger plan."

Red Flags in Agency Selection

Watch out for these warning signs:

• No portfolio or showcases of their own
• No clear methodology or project workflow description
• Unusually low prices (under 50 EUR/h for European agencies)
• No experience with error handling or monitoring
• No offer for documentation or knowledge transfer
• "We can do everything" without specialization
• No references or client testimonials

Checklist: Agency Comparison

Use this checklist to systematically compare offers:

The Typical Project Workflow

Here is how a Make.com project works with a professional agency.

Phase 1: Discovery and Analysis (1-2 Weeks)

What happens:

• Kick-off meeting: Goals, stakeholders, framework conditions
• Process documentation: Which workflows should be automated?
• System landscape: Which tools and APIs are involved?
• Prioritization: What delivers the biggest quick win?

Your effort: 3-5 hours for meetings and input Result: Requirements document and project plan with cost framework

Phase 2: Concept and Architecture (1 Week)

What happens:

• Workflow design: Flow diagrams for all scenarios
• Data model: Which fields flow where?
• Error handling concept: What happens during outages?
• Approval of the concept by you

Your effort: 2-3 hours for review and sign-off Result: Approved technical concept

Phase 3: Implementation (2-6 Weeks)

What happens:

• Scenario development in Make.com
• API connections and data mapping
• Error handling setup
• Internal testing by the agency

Your effort: 1-2 hours per week for questions and interim reviews Result: Finished scenarios in a test environment

Phase 4: Testing and Acceptance (1-2 Weeks)

What happens:

• Joint test runs with real data
• Edge cases and failure scenarios
• Performance check (runtime, operations consumption)
• Adjustments based on feedback
• Formal acceptance

Your effort: 3-5 hours for testing and feedback Result: Accepted, production-ready scenarios

Phase 5: Go-Live and Hypercare (1-2 Weeks)

What happens:

• Production activation of scenarios
• Monitoring of initial runs
• Quick troubleshooting for any issues
• Fine-tuning based on real data

Your effort: Availability for questions Result: Stably running automation

Phase 6: Handover and Training

What happens:

• Documentation handed over
• Training for your team (basics: check status, make simple adjustments)
• Support agreement for the future
• Optimization recommendations for phase 2

Your effort: 2-4 hours for training Result: You are independently capable

Timeline Overview

Make.com vs. Other Platforms: Do You Really Need Make?

Before you hire a Make.com agency, make sure Make.com is the right tool for your project. A good agency will advise you honestly here.

Find a detailed comparison in our article Zapier vs. Make vs. n8n.

Quick recommendation:

• Make.com is ideal for medium-complex to complex workflows with many branches
• Zapier is better for very simple point-to-point connections
• n8n is the choice for maximum control and self-hosting requirements

FAQ: Common Questions About Make.com Agencies

How much does a Make.com agency cost per hour?

In Europe, hourly rates typically range from 80 to 180 EUR net. Specialized Make.com agencies with proven expertise and partner status tend to be in the range of 120 to 160 EUR per hour. Offshore providers offer lower rates but often bring challenges in communication, GDPR compliance, and industry understanding.

How long does a typical Make.com project take?

Small projects (1-3 scenarios) are completed in 3-4 weeks. Medium projects (5-10 scenarios) require 7-8 weeks. Large projects with 10+ scenarios and complex integrations take 10-16 weeks. The biggest time factor is often not the implementation itself, but coordination and testing.

Can I make adjustments myself after the project?

Yes, and that should be the goal. A good Make.com agency documents all scenarios and trains your team in basic adjustments (e.g., changing filters, mapping new fields, enabling/disabling scenarios). For larger changes or new scenarios, you can then engage the agency on a case-by-case basis.

Do I need an agency or is a freelancer enough?

Both can work. Freelancers are often cheaper (60-120 EUR/h) and more flexible, but carry risks with absences (vacation, illness) and limited capacity. Agencies offer backup coverage, broader expertise, and more structured processes, but cost more. For business-critical projects, we recommend an agency with at least 2-3 Make.com specialists.

What happens if Make.com is not suitable for my project?

A reputable Make.com partner will tell you honestly. Some requirements (e.g., real-time processing of millions of records, highly complex calculations, or specific compliance requirements) are better served by other tools. Good agencies also know alternatives like n8n, Zapier, or custom development and advise you across platforms. More on this in our platform comparison.

Do I need to shut down my existing workflows while the agency works?

No. A professional agency works in a separate test environment or builds new scenarios in parallel. The switch-over only happens after successful testing. This way, your daily operations continue without interruption.

How do I find out if my process can be automated?

In principle, any rule-based, repetitive process can be automated. If you can describe an activity with a checklist, Make.com can probably handle it. Most agencies offer a free or low-cost initial consultation where they assess your processes for automation potential. Also read our foundational article What Is Process Automation?.

Next Steps: How to Start Your Make.com Project

You now have the knowledge to make an informed decision. Here is your roadmap:

Identify processes: Which 3 workflows cost you the most time or frustration?

Choose a quick win: Start with the process that has the clearest ROI

Set your budget: Plan for 3,000 - 10,000 EUR for a solid initial project

Contact an agency: Use the checklist above for your selection

Schedule an initial consultation: Most agencies offer 30-60 minutes free of charge

Ready to get started? We are specialized Make.com partners helping businesses automate their processes. From initial analysis to ongoing operations. Schedule a Free Consultation - We will analyze your processes and show you which automations deliver the biggest impact. No strings attached.