The chatbot collects user details (email or phone) directly from Instagram, instantly delivers a PDF product catalog, and stores the data in a connected Notion database through a webhook integration in IS. The system also connects to an interactive test that provides personalized results via email after payment, creating a seamless experience for both users and business owners.
The test flow is flexible — it can be configured to work not only inside the chatbot, but also through tools like Typeform or Google Sheets, depending on the project requirements.
By combining ManyChat, Make, Notion, and optional integrations, this solution balances efficiency, scalability, and affordability — making it adaptable for creators, small businesses, and larger organizations alike.
Process
Planning & Wireframing: We mapped the user journey step by step: entering through Instagram, engaging with the chatbot, receiving the catalog, and having their details saved automatically in Notion. The flow also included pathways for users to access an interactive test — either within the chatbot itself, or via Typeform/Google Sheets depending on business preference. The focus was on minimizing manual work while ensuring data accuracy and user-friendly interactions.
Design & Development
ManyChat managed the chatbot interface and conversations on Instagram.
Make acted as the automation hub, processing data and connecting different services.
A webhook passed collected details (email/phone) from ManyChat into Notion, where leads were stored in a structured database.
For the interactive test, two approaches were supported:
Native chatbot delivery (fast and seamless)
External forms via Typeform or Google Sheets, with Make automating the email delivery of personalized results after payment
This modular setup gave the business flexibility to choose the workflow that best suited their tools and audience.
Content Creation: We designed the PDF product catalog, created clear and engaging chatbot dialogues, and built test questions that worked across both chatbot and Typeform/Google Sheets formats. Messaging was optimized for clarity, conversion, and a friendly user experience.
4. Testing & Launch
Comprehensive testing covered:
Data flow from Instagram → ManyChat → Make → Notion via webhook
Catalog delivery speed and reliability
Payment confirmations and accurate email delivery of test results
User experience across both chatbot-based and external form (Typeform/Sheets) test flows
After validating the process, analytics were integrated to track conversions, lead quality, and engagement rates.
Outcome
The automation delivered strong, measurable results:
Instant (0 delay) response to leads — 100% faster than traditional outreach models.
A centralized Notion database of leads, acting as a simple but powerful CRM
Greater customer satisfaction thanks to instant catalog delivery and personalized test results
Flexibility for businesses — whether they wanted tests embedded in the chatbot or connected via Typeform/Google Sheets
New revenue from the paid interactive test, delivered without manual handling
Time savings — reducing hours of manual data entry and follow-up tasks every week
In the end, the system turned casual Instagram conversations into qualified leads, product deliveries, and new sales opportunities, while storing everything neatly in Notion and remaining flexible enough to integrate with the tools businesses already use.
Beyond its immediate results, this system was designed with future scalability in mind. Additional integrations can be layered on top, such as syncing with email marketing platforms, CRM tools, or payment gateways. This ensures that as the business grows, the automation can expand alongside it without requiring a full rebuild.
Most importantly, the project positioned automation not just as a technical upgrade, but as a strategic business advantage. By freeing up time, creating new revenue streams, and centralizing lead data, the system allowed the client to focus more on customer relationships and growth — rather than repetitive manual tasks.
This portfolio asset received positive feedback from clients and peers, leading to a 50% increase in portfolio views and inquiries from potential clients. It became a key tool in securing new freelance projects.
