AI Automation Specialist — Build Lead-to-Appointment Automation

# AI Automation Specialist — Build Lead-to-Appointment Automation ## Project Overview I own a growing service business and am looking for an experienced AI automation specialist to build a simple, reliable lead-to-appointment automation system. I am not a programmer, so I need someone who can build the system AND explain it to me in plain English. I am looking for someone experienced with Make.com or Zapier, webhooks, OpenAI/API integrations, and CRM automation, preferably HubSpot. ## Initial Automation The first workflow should be able to: 1. Receive a new lead from a website/form or webhook. 2. Capture the lead's contact information and business information. 3. Add/update the lead in HubSpot. 4. Use AI to categorize or qualify the lead based on information provided. 5. Send an appropriate initial follow-up. 6. Notify me when a lead meets specific qualification criteria. 7. Assist with moving qualified leads toward scheduling an appointment. 8. Track the lead's status. 9. Provide a clear way for me to see what happened if an automation fails. ## Important Requirements I do NOT want a complicated system built unnecessarily. The system should be: * Simple * Reliable * Easy for a non-technical business owner to understand * Easy to modify later * Properly documented * Built using my accounts and credentials * Designed so I am not dependent on the freelancer forever ## Project Structure I want this project completed in milestones. ### Milestone 1 Review my current process and create a workflow diagram showing exactly what will be automated. ### Milestone 2 Build and test the basic lead capture → CRM workflow. ### Milestone 3 Add AI qualification and automated follow-up. ### Milestone 4 Testing, troubleshooting, documentation, and a walkthrough showing me how everything works. ## When Applying, Please Answer: 1. What AI automations have you personally built? 2. Have you built Make.com or Zapier workflows involving webhooks? 3. Have you integrated HubSpot with AI tools? 4. Have you worked with OpenAI APIs? 5. Please provide 2–3 examples of similar projects. 6. What would you recommend using for this project: Make.com or Zapier, and why? 7. What would you estimate each milestone will cost? 8. What information/access would you need from me? 9. How would you make sure I can understand and maintain the system after you finish? ## Important Please do not propose building the entire system immediately. I want to start with a small, clearly defined automation, test it, and expand from there if the work is successful. I am looking for someone who can act as both a technical builder and a teacher. Thank you.