Make.com + Airtable + Xero + Emails
Rubicon 3 – Integrated Airtable & WooCommerce System
Project Overview
Rubicon 3, an adventure sailing company, was struggling with an Excel-based “Trip Master Sheet” and many manual processes across bookings, payments, and crew management. I designed and implemented a complete automation system integrating Airtable, WooCommerce, Make, and Xero. This setup replaced spreadsheets with a single source of truth and provided live management reports, automated workflows, and crew documentation.
Goals & Objectives
Replace Excel sheets with Airtable as the single source of truth.
Automate booking data flow from WooCommerce into Airtable.
Sync financials with Xero for invoicing and payment tracking.
Generate live P&L, Cashflow, Sales, and Trip Summary reports.
Create crew manifests and customs forms automatically.
Reduce manual admin effort and improve data accuracy.
Processes
The project was handled and completed by the following processes;
1
WooCommerce → Airtable Automation
- Tools Used: WooCommerce, Make.com, Airtable.
Orders and participant details flow automatically from the website to Airtable.
Custom mapping ensured dropdown data (Sailing Experience, Fitness Level, Allergies, Dietary Requirements) was captured cleanly into separate fields.
2
Financial Integration with Xero
- Tools Used: Make.com, Xero.
Automated creation of invoices and payment status sync.
Linked booking details, deposits, extras, and discounts into Xero.
3
Pre-trip Forms & Crew Data Collection
- Tools Used: Airtable, Make.com.
Once a trip was fully paid, automated emails sent customers pre-filled forms.
Responses updated crew lists with passport details, next of kin, medical info, and kit sizes.
4
Reporting & Management Dashboards
- Tools Used: Airtable Interfaces, Make, PDF generation.
Built Airtable Interfaces for:
Trip / LOA Calendar (boat schedules & crew assignments).
Sales Summary (monthly sales, YoY change, run rate).
P&L and Cashflow (live financial visibility).
Crew Lists & Customs Forms (ready-to-print PDFs).
5
Cost & Asset Tracking
Cost of Sale table automated daily costs per boat (crew wages, fuel, victualling, etc.).
Depreciation table auto-calculated per boat/month for major assets (engines, sails, lifejackets, etc.).
Results
Reduced admin time by 70%+ by eliminating manual Excel updates.
All bookings and participant data now flow automatically into Airtable.
Finance team has live dashboards for sales, P&L, and cashflow forecasting.
Crew lists and customs forms can be generated in seconds instead of hours.
The client has a scalable foundation to expand and improve over time.
Screenshots
Client Review
I had the pleasure of working with Abdurahmon on a recent project, and I was thoroughly impressed by his professionalism and dedication. From the outset, his approach was methodical and thoughtful. He took the time to fully understand the specific needs of our automated system before offering any advice or recommendations. This ensured that his solution was not only tailored but also aligned perfectly with our project specifications. What truly stood out was Abdurahmon’s commitment to excellence. He went above and beyond, consistently working around my schedule to accommodate meetings and updates, demonstrating a level of flexibility.
Conclusion
This project shows how a complex Excel-based operational process can be transformed into a modern automated system. By integrating Airtable, WooCommerce, Xero, and Make, Rubicon 3 now runs with live data, automated reporting, and scalable workflows, freeing the team to focus on customers and growth instead of admin.
Project Information
Clients: Rubicon3
Category: Automation
Services: Full System Setup
Technologies Used: Make.com + Airtable + Xero + Emails
Duration: 4 Weeks
Related Projects
Apify + Make + Excel + Zapier + Email + callendly
