Description
Summary I run a small professional services firm (engineering / construction / project management) and want to automate a set of recurring administrative and operational workflows. I have a vendor proposal already in hand as a reference point for scope and pricing, so I have a good sense of what's realistic. I'm looking for the right freelancer or small team to deliver it well, and I'm open to a range of approaches. Core workflows I need automated: 1. Document control A structured, cloud-based repository with a numbering system, version control, and role-based access (admin / project manager / supervisor / team / external stakeholder tiers). Should flag outdated versions and keep a clear audit history. 2. Email & WhatsApp triage AI reads inbound messages, responds where it can do so reliably, flags anything ambiguous or urgent to the right person, and logs action items into a task system (ClickUp). 3. Meeting intelligence auto-generated notes/minutes from meeting transcripts, with action items extracted and pushed into ClickUp, and a summary emailed to participants for correction. 4. **Project schedule sync importing schedules from MS Project into ClickUp, assigning daily tasks by role, and collecting end-of-day status updates. 5. **Financial workflow automation invoice intake from email into QuickBooks without manual re-entry, and a vendor quote request/tracking workflow. 6. Proactive oversight daily reminders for overdue tasks, automated follow-up on stalled items, and a simple daily operations briefing. Explicitly out of scope for this engagement: - Any automated payment approval or disbursement workflow all payments remain manually authorized regardless of amount. This will not be automated at any stage of this contract. - Any workflow touching regulated or client-confidential data beyond normal business operations to be scoped separately if it comes up. - Vehicle/fleet management, content/marketing automation, or anything outside the six items above may be discussed as future phases, not part of this posting. What I need from applicants: - A short written approach: how you'd sequence this, and which pieces are quick wins vs. which need real API/integration work (be specific e.g. WhatsApp Business API and TikTok/Meta-style publishing APIs often involve their own approval delays; I want to know you're aware of that kind of thing for whatever's relevant here) - Examples of similar automation/integration work you've delivered, ideally involving ClickUp, QuickBooks, or email/WhatsApp automation specifically. Portfolio links or case studies preferred over general claims. - References from at least one or two prior clients of comparable scope - Clear terms on: who owns all resulting workflows, scripts, configurations, and documentation after the engagement (I retain full ownership and exportability of everything built, with no vendor lock-in) - Your approach to data security and access. I'll be granting access to business email, WhatsApp, and financial systems, so I want to understand what access level you actually need vs. full admin, and how credentials/data are handled and protected - How ongoing support/changes are priced after initial build (hourly rate, monthly retainer, included hours, and overage rate) Structure I'm looking for: - A scoped, fixed-price pilot (3–4 weeks) covering one or two of the workflows above first document control and email/WhatsApp triage are the priority starting point - Clear milestone deliverables with a defined handover/documentation package at each stage - A no-obligation exit point at the end of the pilot either party can walk away with what's been built documented and handed over - Ongoing support priced separately after go-live, with a realistic monthly hour allowance before any overage rate applies Please include your estimated timeline for a pilot phase, your proposed pilot price, and answers to the points above. Serious, experienced applicants only this may lead to a larger, longer-term engagement if the pilot goes well.