1. Overview

This automation streamlines the order fulfillment process of a cookie business using Make.com. When a customer fills out a Google Form, their order:

  • is logged into Google Sheets,
  • a thank-you email is sent automatically,
  • and a Telegram message is sent to the fulfillment team.

This documentation includes architecture, setup instructions, source code for Telegram integration, and guidance to run it on an automation server.

2. Server

This automation is fully cloud-based and does not require a local server. However, you may run it on a server dashboard for monitoring using:

  • Make.com dashboard (Schedule control, error logs)
  • Optional: Use a headless VPS with Telegram webhook verification for advanced features

3. Solution Architecture

Workflow Overview:

Google Form Submission –> Make Trigger  –> Google Sheets (Add Row) –> Filter: Shipping address contains ‘India’?–> YES –> Send Thank You Email and Notify Telegram Group

Services Used:

  • Make.com: Central Automation Platform
  • Google Forms: Customer Order Input
  • Google Sheets: Order Tracking Database
  • Gmail: Customer Thank You Email
  • Telegram Bot: Fulfillment Team Notification

Telegram Bot:

  • Created via @BotFather
  • Bot added to the group (as admin)
  • Chat ID and Bot Token used in Make.com Telegram module

4. Setup Instructions

Step 1: Google Form

Create a Google Form with the following fields:

  • Name
  • Email Address
  • Shipping Address
  • Cookie Type
  • Quantity
  • Special Instructions

Copy the Form ID from the form URL.

Step 2: Google Sheet

Create a Google Sheet with these headers:

  • Name
  • Email
  • Shipping Address
  • Cookie Type
  • Quantity
  • Special Instructions
  • Shipped (Manual entry)

Step 3: Create Telegram Bot

  1. Go to @BotFather
  2. Use /newbot to create a bot
  3. Note down the BOT_TOKEN
  4. Add this bot to your Telegram group and make it an admin
  5. Use https://api.telegram.org/bot<your_bot_token>/getUpdates to fetch the CHAT_ID

Step 4: Make.com Scenario

  1. Create New Scenario
  2. Trigger: Google Forms > Watch Responses
    • Authenticate Google
    • Paste Form ID
  3. Module: Google Sheets > Add Row
    • Map all fields accordingly
  4. Filter: Only allow orders where shipping address contains “United States”
  5. Module: Email > Send Email
    • Dynamic fields: Name, Cookie Type, Quantity
  6. Module: Telegram Bot > Send Message
    • Bot Token, Chat ID, Dynamic message template

Step 5: Schedule It

  • Enable scheduling in Make
  • Set to run every 15 mins (or as needed)

5. How to Use It

  1. Share the Google Form link with customers
  2. Customers submit orders
  3. Make.com automatically processes each order:
    • Logs to Google Sheet
    • Sends email to customer
    • Sends Telegram message to the team

Use the Make dashboard to:

  • View history
  • Monitor errors
  • Manage connections and limits

6. Source Code (Telegram Message Block)

Make.com uses drag-and-drop, but here’s how the Telegram message logic would be structured conceptually:

Telegram Bot Message (Dynamic Text):

New Order Alert! 

Name: {{Your Name}}

Cookie: {{Cookie Type}}

Quantity: {{Quantity}}

Address: {{Shipping Address}}

Telegram API (Optional Server-Side Test)

import requests

BOT_TOKEN = ‘your_bot_token_here’

CHAT_ID = ‘-100xxxxxxxxxx’

MESSAGE = ‘New cookie order from Kevin: 4 Chocolate Chips’

requests.post(

    f”https://api.telegram.org/bot{BOT_TOKEN}/sendMessage”,

    data={“chat_id”: CHAT_ID, “text”: MESSAGE}

)

7. Future Enhancements

  • Add support for international addresses
  • Integrate with Stripe or Razorpay for payments
  • Use a database backend instead of Google Sheets
  • Add webhook for real-time syncing

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