AI Automation & Workflow Systems Developer

AI Automation & Workflow Systems Developer About Us We are a growing construction and government contracting company specializing in repairs and maintenance. We are seeking an experienced AI Automation & Business Workflow Systems Developer to design and build an end-to-end automated system that manages our core business lifecycle from bid intake through estimating, project execution, and invoicing. This role may begin as a project-based engagement and evolve into an ongoing long-term consulting relationship. Project Overview Our company currently relies on Excel-based pricing templates to prepare estimates and proposals. We are looking to streamline and automate this process by creating a centralized pricing system capable of generating estimates based on job descriptions, scopes of work, and predefined pricing rules. We are looking for a professional who can evaluate our current processes and develop practical solutions that reduce manual work, improve accuracy, and increase operational efficiency. Primary Responsibilities Estimating & Pricing Automation Review existing Excel estimating and pricing templates. Develop an automated estimating solution. Create and maintain a master pricing database. Build pricing logic based on labor, materials, equipment, subcontractors, and overhead costs. Develop systems capable of generating estimates from written job descriptions and scopes of work. Create user-friendly estimating interfaces for office staff. Improve estimated consistency and accuracy. AI-Powered Workflow Development Evaluate opportunities to implement AI throughout business operations. Build AI-assisted workflows that can interpret project descriptions and suggest pricing items. Automate data extraction from work orders, proposals, inspection reports, and PDF documents. Implement intelligent document processing solutions. Government Form & Document Automation Automate the filling out of repetitive government and client forms. Populate forms using information from existing databases and project records. Reduce duplicate data entry across multiple systems. Create document generation workflows for proposals, reports, and compliance documentation. Administrative Process Automation Automate repetitive office workflows. Improve project tracking and document management processes. Develop reporting dashboards and operational metrics. Integrate systems used by office staff. Accounting & Financial Automation Automate invoice preparation and reporting. Improve data flow between estimating, project management, and accounting systems. Integrate with accounting software where appropriate. Reduce manual bookkeeping and administrative effort. Required Qualifications Advanced Excel and VBA expertise Strong Python development skills Experience building workflow automations Database design and management experience API integration experience Experience with AI tools and large language models Strong understanding of business process automation/ Robotics Process Automation Ability to document workflows and recommend improvements Excellent communication skills Preferred Qualifications Construction industry experience Government contracting experience Estimating software experience QuickBooks integration experience Power Automate or Power Apps experience OCR and document processing experience Experience building custom business applications Project Engagement & Collaboration Requirements This is a project-based independent contractor engagement. Compensation will be based on agreed project milestones or fixed-price deliverables. The selected contractor will work collaboratively with our team to analyze existing workflows, design automation solutions, and implement the agreed-upon project scope. While this is not a traditional full-time position, regular communication and collaboration during the project are essential to ensure timely progress and successful delivery. Collaboration Requirements The contractor must participate in scheduled meetings via Google Meet as reasonably requested throughout the project. Additional meetings may be scheduled to review requirements, demonstrate progress, gather feedback, and discuss implementation. The contractor must provide regular progress updates and maintain clear communication regarding project status, milestones, and any issues that may impact delivery timelines. If any portion of the engagement is billed on an hourly basis, all working time must be accurately recorded in both QuickBooks Time and Upwork's Manual Time feature. Time records must be complete, accurate, and consistent across both platforms. By performing services for the Firm, the contractor acknowledges and consents to the recording of collaboration sessions for purposes including, but not limited to, training, quality assurance, security, compliance, documentation, and operational oversight. The contractor is expected to maintain appropriate documentation of all workflows, automation processes, code, configurations, and implementation steps to ensure future maintenance and scalability. Business Operation Hours The Firm's standard business operating hours are Monday through Friday, from 8:00 a.m. to 8:00 p.m. Eastern Daylight Time (EDT). Contractors are expected to maintain availability during the firm’s operational hours. The Firm may modify its business operating hours as necessary to meet operational, client, or business requirements. Contractors will be notified of any material changes that affect their assigned project. When Applying Please include: Relevant projects completed Examples of automation systems you have built Technologies you recommend for this project Estimated timeline for implementation Hourly rate or fixed-price proposal Deliverables Phase 1: Discovery & Planning (10-15 hours) Audit current business workflows Evaluate existing systems and processes Identify automation opportunities Develop implementation roadmap Phase 2: Estimating & Pricing (core) (20-40 hours) Build centralized pricing database Develop automated estimating system Create pricing logic and estimation workflows Build user-friendly estimating interface Including win/ loss tracking by service item Phase 3: Workflow Automation (30-40 hours) Automate project intake and document management Implement AI-assisted document processing Automate forms and reporting Streamline project tracking workflows Phase 4: Integration & Implementation (30-40 hours) Integrate estimating, accounting, and project management systems Automate invoicing and reporting Test and optimize workflows Train staff and provide system documentation