ClickUp Universal Intake Form and Workflow Automation Developer - Phased Project

Project Overview We need a developer/ClickUp workflow specialist to build a universal intake form and workflow system for our real estate, facilities, events, accounting, technology, and administrative requests. The goal is to have one simple place where staff can manually enter a customer, tenant, vendor, internal, or owner request, and have the request tracked, reported, routed, followed up on, and ultimately measured for completion quality. The project should be completed in phases. Phase 1 is a simple manual-entry intake system. Later phases add better reports, routing/categorization, and customer follow-up. The primary platform should be ClickUp unless you recommend a better approach for a specific phase. We have also discussed the possibility of a future custom/AI layer using Zo/Zo Computer or similar tools, but the first phase should be practical, easy to maintain, and usable by nontechnical staff. ## What We Need Built 1. A universal intake form for manual data entry. 2. A ClickUp task/list structure for reviewing and tracking every request. 3. A field and dropdown structure that can be updated by us later. 4. Dashboards/reports for open work, completed work, urgent issues, overdue items, and work by property/location, department, request type, and assignee. 5. A routing system that categorizes each request and sends it to the right person or department. 6. A follow-up process to ask whether the work met the customer's or tenant's objective. ## Project Phases ### Phase 1 - Manual Intake MVP Build the first usable version of the universal intake form. Staff should be able to manually enter requests from phone calls, emails, texts, in-person conversations, tenant messages, vendor conversations, owner requests, and other sources. Each submission should become a trackable ClickUp task. ### Phase 2 - Reporting Create more comprehensive reports and dashboards. Reports should summarize request volume, open items, overdue items, urgent issues, completed work, work by location, work by department, and customer/tenant follow-up results. ### Phase 3 - Routing and Categorization Create routing rules so the request reaches the right person and is categorized properly. The form should first ask where the request starts: Location/Property, Technology/System, Business/Admin, Event/Venue, or Other/Unsure. Based on that and the request type, the system should assign department, status, priority, follow-up date, and responsible person where possible. ### Phase 4 - Follow-Up and Satisfaction Tracking After a request is completed, the requester/customer/tenant should receive a follow-up asking whether the objective of the communication was met. The three required response options are: - The work was done excellently. - The work was done adequately. - The work needs improvement or further work. If the response is "needs improvement or further work," the system should reopen or flag the task and notify the responsible person or manager. ## Required Deliverables - Working ClickUp intake form or approved equivalent. - ClickUp lists, statuses, custom fields, dropdowns, views, and dashboards. - Routing/categorization matrix. - Follow-up/satisfaction workflow. - Test submissions showing the system works. - Written documentation explaining how we update fields, dropdowns, assignees, automations, and reports. - Short handoff/training session or recorded walkthrough. ## Proposal Instructions Please respond with: 1. Your experience with ClickUp forms, custom fields, automations, dashboards, and workflow design. 2. Whether you recommend building Phase 1 natively in ClickUp or using an external form/automation tool. 3. A fixed-price milestone proposal broken out by phase. 4. Any questions or limitations you see. 5. Examples of similar intake, work order, ticketing, CRM, property management, or service request systems you have built. Each of the phases can be done or combined Each phase will remunerate at 300.00 for a total project of 1500. the specs are included below,