Custom CRM

Project Brief: Custom AI-Powered CRM & Business Automation System Budget: €5,000 – €10,000 Deadline: 6 weeks from contract start Industry: Solar PV Installation Location: Ireland Overview We are a solar PV installation company looking to build a fully custom, AI-powered CRM and workflow automation system to replace all existing software subscriptions (Eye on Task, Xero, Zapier, and associated tools). The system must be tailored exactly to our business process, owned outright by us, and live within 6 weeks. We have a fully documented workflow (provided on request) covering four stages: Lead Intake, Proposal & Acceptance, Contract & Installation, and Aftercare. What We Need Built 1. Core CRM Client records with full contact history Lead pipeline with status tracking (New, Quoted, Accepted, Installed, Aftercare) Lead priority tagging by county/area (High, Medium, Low) Notes, activity log, and document storage per client 2. AI Email Automation (Claude API) The system must use the Claude API to automatically send and manage the following emails: Lead intake: Thank you email (“design ready in 3–5 days”) for High/Medium leads; “not covering your area” for Low priority leads Design delay: “Rest assured” follow-up if no quote is produced within 3–5 days Proposal follow-up: Automated follow-up every 7 days with accept/callback/survey options Contract: Email to client to sign contract and risk assessment Final invoice: Email final balance invoice after installation Aftercare: Thank you email, review request, and customer portal link sent 2 weeks post-install Support: Automated response to support tickets with guidance or engineer callout booking 3. Proposal & Quote Management Generate 2-page proposals combining quote data and SurgePV design output Sales team review step before sending to client Track proposal status (Sent, Accepted, Surveyed, No Response) 4. Contract & Document Generation Auto-generate contract and risk assessment documents when job is accepted Store signed documents against client record Flag unsigned contracts for office follow-up 5. Invoicing & Payment Tracking Create and send deposit invoices on job acceptance Create and send final balance invoices post-installation Track payment status (Unpaid, Deposit Paid, Paid in Full) Bank monitoring integration or manual payment update with EOT-style status sync 6. SEAI Grant Paperwork Auto-populate SEAI grant application fields from client and installation data Store completed paperwork in client record Flag for manual upload by office admin (upload step remains manual for compliance) 7. Installation Scheduling Assign install date and field workers on job acceptance Calendar view of scheduled installations Field team can submit commissioning form via the system 8. Client Portal Client-facing portal for submitting support tickets Engineer callout booking Document access (contract, invoices, grant status) 9. Aftercare & Support Ticketing Support ticket inbox with AI-suggested responses Engineer callout scheduling with charge notification if applicable Ticket status tracking (Open, In Progress, Resolved) Technical Requirements Web-based — accessible on desktop and mobile browser Claude API integrated for all AI email and document tasks Role-based access — Admin, Sales, Field Team, Office Admin Self-hosted or low-cost hosting — we want to own the infrastructure, not pay per-seat SaaS fees Clean, simple UI — non-technical staff will use this daily Data export — all data exportable to CSV/Excel at any time Secure — GDPR compliant, data stored in EU Workflow Stages Summary Stage Key Automations Lead Intake record Proposal & Acceptance acceptance Contract & Installation Contract generation, payment paperwork Aftercare Priority tagging, thank you / rejection emails, auto-create client Proposal generation, 7-day follow-up emails, deposit invoice on tracking, commissioning form, SEAI Thank you email, review request, support ticketing, engineer callout Full workflow diagram available on request. Phased Delivery (6 Weeks) 5 Invoicing, payment tracking, SEAI paperwork population, client portal 6 Testing, bug fixes, staff training, go-live Week Deliverable 1–2 Core CRM, lead management, pipeline view, role-based login 3–4 AI email automation, proposal generation, quote & contract management 5 Invoicing, payment tracking, SEAI paperwork population, client portal 6 Testing, bug fixes, staff training, go-live Payment Terms We will pay in four milestone-based instalments: 25% on contract signing and project kickoff 25% on mid-point demo (end of Week 3) 25% on go-live (end of Week 6) 25% 2 weeks after go-live (stability period) What We’re Looking For in a Developer Proven experience building custom CRM or business automation systems Experience integrating AI/LLM APIs (Claude, OpenAI, or similar) Strong portfolio with verifiable client references Clear communication and availability during Irish business hours (GMT/IST) Ability to deliver within the 6-week timeline — please only apply if this is realistic for you How to Apply Please include in your proposal: 1. Examples of similar CRM or automation projects you have built 2. Your proposed tech stack 3. A rough breakdown of how you would approach the 6-week timeline 4. Your fixed price or milestone-based quote within the €5,000 – €10,000 budget 5. At least one client reference we can contact Full workflow documentation will be shared with shortlisted applicants. A Note on GDPR & Data Compliance This system will handle personal client data and must be fully GDPR compliant with all data stored within the EU. When reviewing proposals, please confirm your approach to GDPR compliance and EU data storage. Developers based in the EU will be given preference.