Email Outreach System Builder – Centralized Inbox + Lead Tracking Automation

We’re looking for an experienced systems builder to organize and automate our email outreach and lead management process.

Right now, everything is scattered — we’re using Instantly AI for bulk outreach campaigns with multiple Gmail inboxes connected, but there’s no master inbox, no real CRM, and no automation for follow-ups or lead tracking.

We’re already comfortable with Google Workspace (Gmail, labels, filters, and simple lead-tracking spreadsheets), but we don’t have experience with advanced CRMs or automation tools. We want a clean, reliable, and scalable setup that ties it all together.

What’s needed:

A centralized inbox where all outreach replies flow in.

A lightweight CRM or spreadsheet system to track leads, statuses, and next follow-up dates.

Automation for follow-ups or reminders based on those dates.

Clear documentation or a Loom walkthrough so our VA can maintain it daily.


We’re open to your proposed tools and methods — we care about results, not specific platforms.

Your mission:

Assess our current outreach setup.

Propose and implement an organized, scalable system.

Deliver a working solution plus a short, clear operating guide.


Requirements:

Experience building or optimizing outreach + CRM workflows.

Understanding of Gmail/Workspace integrations and multi-inbox management.

Familiarity with email deliverability and workflow automation.

Excellent communication and documentation skills.


Start: ASAP
Budget: Fixed-price — please include your total project quote in your proposal.


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Screening Questions (Required)

1. Given our current setup (Instantly AI with several Gmail inboxes), what’s your proposed method to centralize replies while still being able to “reply from” the correct address automatically?


2. How would you design a simple, reliable CRM + follow-up system that our team can manage easily? Please outline the tools, workflow, and daily routine you’d recommend.


3. What issues or risks do you foresee when connecting multiple Gmail accounts for outreach, and how would you handle them?