AI Knowledge & Quotation System Builder

Seeking a systems-oriented operator to work directly with the founder to document, structure, and transform 27+ years of operational and commercial knowledge into a scalable AI-powered operating system. The initial focus will be on quotation intelligence and knowledge capture, with the long-term objective of building AI-powered workflows across sales, project management, procurement, finance, and operations. This role is ideal for someone who enjoys solving messy business problems, designing systems, and leveraging AI to improve decision-making and efficiency. Project Objective Our business currently relies heavily on experience and industry knowledge accumulated over decades. Many commercial and operational decisions exist in people's heads rather than structured systems. We are looking for someone who can help us extract, map, document and systemize this knowledge before building AI-powered workflows around it. The goal is NOT simply to connect AI tools together. The goal is to create the foundation for an internal operating system that improves quotation consistency, reduces founder dependency, preserves institutional knowledge and supports future automation initiatives. Phase 1: Discovery & Process Mapping Your first responsibility will be understanding how our business currently operates. You will work closely with the founder and key team members to document: • Current quotation workflow • Decision-making process • Commercial considerations • Costing methodology • Approval processes • Common risks and bottlenecks • Knowledge currently held by individuals Deliverable Create a visual process map showing: Lead → Site Visit → Quotation → Award → Design → Production → Installation → Invoice → Collection Including: • Key stakeholders • Inputs and outputs • Decision points • Information flow • Bottlenecks • Potential automation opportunities Milestone 1 (Critical Evaluation Checkpoint) This is the most important milestone of the project. At the end of the discovery phase, you will present: 1. Process Map A detailed map of how quotations are currently generated and how projects flow through the business. 2. Knowledge Map A breakdown of: • What information is required • What decisions are made • What experience-based judgement is involved • What data exists today • What data is missing 3. AI Opportunity Assessment Identify: • Quick wins • Automation opportunities • High-impact workflows • Recommended implementation sequence Phase 2: Knowledge Base Development Create a structured repository containing: • Historical quotations • Project references • Costing references • Material information • Supplier information • Commercial guidelines • SOPs Goal: Transform scattered knowledge into a searchable business asset. Phase 3: AI Scope Interpreter Develop an AI workflow capable of: Input: Client requirements or enquiry. Output: • Scope summary • Missing information • Recommended follow-up questions • Risk factors • Similar project references Goal: Reduce quoting errors and improve consistency. Phase 4: Foundation Architecture Design the framework for future modules: • Quotation Intelligence • Margin Control • Procurement Intelligence • Project Management Intelligence • Founder Dashboard Goal: Create a scalable foundation for a larger internal operating system. Who We Are Looking For We are NOT looking for: • Prompt engineers only • Generic automation specialists • Social media AI experts • People focused solely on tools We ARE looking for someone with strengths in: • Business process mapping • Systems thinking • Operations analysis • Knowledge management • AI workflow design • Automation tools • Problem solving Experience with ChatGPT, Claude, Airtable, Notion, Make.com, Zapier, Google Workspace or similar tools is beneficial, but understanding business operations is more important than technical expertise alone. Application Requirements Please include: • A brief introduction about yourself • Examples of similar systems or workflows you have built • Your approach to documenting and mapping business processes • Experience working with AI workflows or knowledge management systems • Tools and platforms you would recommend for this project Bonus points if you have experience working with fabrication, manufacturing, construction, project-based businesses or operationally complex SMEs.