Description
Summary We are one of the highest-rated residential and commercial cleaning companies in San Diego, with over 500 Google reviews. We are looking for an experienced automation expert to build a complete business operating system using Airtable, n8n, AI, and custom integrations. This is not a simple Airtable project. We want someone who thinks like a systems architect and can design scalable workflows that will help us run and grow our company. Overview We currently use: BookingKoala (CRM, scheduling, payments) Quo (phone and sales platform) OpenPhone Google Workspace Stripe Google Reviews Facebook Lead Ads Zapier (currently) n8n (moving toward this as our primary automation platform) Our long-term goal is to build an AI-powered operations assistant ("Hermes") that helps manage sales, operations, customer service, scheduling, reporting, and business analytics. Phase 1 – Airtable Business Operating System Design and build an Airtable base that serves as the central source of truth for the business. Tables should include (at minimum): Customers Bookings Leads Providers (Cleaning Teams) Office Staff Complaints & Recleans Reviews Sales Calls Commercial Pipeline Marketing Sources Daily KPIs Weekly KPIs SOPs & Knowledge Base The data should be relational and scalable. Dashboards / Interfaces Build executive dashboards for: CEO Dashboard Sales Dashboard Operations Dashboard Provider Performance Dashboard Customer Service Dashboard Marketing Dashboard Examples of KPIs: Revenue Today Revenue This Month Lead Conversion % Average Ticket Recurring Customer % Complaint Rate Reclean Rate Google Reviews Open Follow-Ups Provider Utilization Sales by Employee Revenue by Lead Source Phase 2 – Integrations Connect Airtable with our existing systems using n8n wherever possible. Examples include: BookingKoala Quo OpenPhone Google Calendar Gmail Google Sheets Stripe Facebook Lead Ads Google Reviews If BookingKoala requires webhooks, APIs, browser automation, email parsing, or middleware, we are open to discussing the best technical approach. Phase 3 – AI Agent ("Hermes") Build an AI assistant that can: Generate daily CEO reports Generate weekly business summaries Analyze sales performance Analyze phone calls using AI Track lead conversion Identify lost revenue opportunities Recommend follow-up actions Detect recurring customer service issues Recommend scheduling improvements Monitor provider performance Generate employee coaching reports Draft customer emails and text messages Answer questions about company data using Airtable as the knowledge source Deliverables By the end of the project, I want: A fully organized Airtable workspace Clean relational database structure Executive dashboards Automated workflows AI reporting AI-powered assistant ("Hermes") Documentation for every workflow Loom videos explaining how everything works A system that is easy to maintain and expand Ideal Candidate Must have strong experience with: Airtable n8n AI workflows (OpenAI, Claude, or similar) API integrations Business process automation Dashboard design Prompt engineering Workflow architecture Bonus experience: CRM integrations Booking platforms Cleaning or home service businesses Voice AI MCP servers Retrieval-Augmented Generation (RAG) Airtable Interfaces Make.com or Zapier migrations Proposal Requirements Please include: Examples of Airtable systems you've built. Examples of AI agents or automation projects. Your experience with n8n. Your experience integrating systems without a public API. How you would approach this project. Your estimated timeline. Your preferred pricing (fixed price or hourly). Important This is intended to become a long-term partnership. After Phase 1 is complete, there will be ongoing work involving AI, automation, reporting, additional integrations, and continuous improvements as our business grows. If you enjoy building sophisticated business operating systems that combine Airtable, AI, and automation, we'd love to hear from you.