SmartSuite ops & CRM for consulting firm (grants, pipelines, billing schedule) — fixed price

Job title SmartSuite ops CRM for consulting firm (grants, pipelines, billing schedule) — fixed price Job description About us We are a small U.S. consulting firm (3 people) focused on school district / grant evaluation and related services (e.g. 21st CCLC-style work, training). We need a SmartSuite workspace that matches how we work—not a generic CRM and not an invoicing system. Goal Build SmartSuite as our operations system of record: Clients (school districts / orgs) and people Grant / engagement hierarchy Delivery tracking Two simple lead pipelines Internal billing schedule (who to bill and when) Client-facing invoices, payment reminders, proposals/e-sign, and QuickBooks are out of scope for this job. Those live in separate tools we handle elsewhere. SmartSuite only tracks operations + “who/when to bill” + status references. In scope (must deliver) 1. Core data model (linked records) Organizations (districts / clients) People (contacts) linked to organizations, with role (e.g. Superintendent, Business Manager, Program Director) Grants / Engagements linked to Organization Sites linked to Grant (and Organization as needed) Deliverables / work items (and/or Tasks) linked to Grant/Site Fields as appropriate: status, owners, dates, notes, URLs/links, target counts / simple metrics where useful Hierarchy to support in navigation and views: Organization → Grant → Site → Deliverable 2. Lead pipelines (separate from active client home) Pipeline A: CCLC leads (custom stages we will confirm together) Pipeline B: Excel training leads (custom stages) Fields: source, stage, owner, next action / due date, notes Views so active delivery work is not cluttered with leads 3. Billing schedule (internal only — not client invoices) App/table for billing planning only, for example: Link to Organization (and Grant/Engagement if relevant) Service description Cadence (Annual / Quarterly) Period covered Next invoice date Internal amount (see permissions) Status: Scheduled | Ready to invoice | Invoiced | Paid (labels can be refined) Optional text fields: external invoice ID / doc # (from our billing tool or QBO)—reference only Owner-only view: “Bill in next 30 days” Do not build client-facing invoice PDFs, pay links, reminder emails, or payment collection in SmartSuite. 4. Permissions / roles Owner / admin (Jim): full access Team (Jane): full ops access as we define Delivery (Sadie): full access to grants/sites/tasks/pipelines as needed; must not see internal fee/amount fields (hidden via role/permissions or separate views—your recommendation) No requirement to integrate SSO; standard SmartSuite roles are fine 5. Views & light usability My tasks / open action items Active grants / clients Each lead pipeline board or equivalent Bill in next 30 days (owner) Clean navigation; sensible naming; required fields where it prevents junk data 6. Light automation (keep minimal) Examples we may want (agree in kickoff; don’t over-build): Due-date reminders on tasks (in-app or email to assignee) Optional notify owner when Billing status = Ready to invoice No multi-step marketing nurture builds. 7. Handoff Short admin guide (1–2 pages): what each app is for, how to add a district/grant, how billing schedule works 20–30 min Loom walkthrough 30 min live Q&A after delivery Out of scope (do not include in base bid) QuickBooks Online setup, bookkeeping, or invoice sending Moxie or any billing/proposal tool configuration Client-facing invoices, payment reminders, payment links, or portals Building an invoicing product inside SmartSuite Email marketing, website, full document e-sign system Migrating years of messy historical data (we’ll provide a clean starter list or templates) Phase 2 integrations (Make/Zapier to external billing)—optional only if quoted separately Optional milestone (quote separately — not required) Phase 2 – light status sync (optional) Design-only or simple Make/Zapier: e.g. notify owner; store external invoice ID when pasted Do not auto-create QBO invoices from SmartSuite in v1 Only bid this if you want; base project must stand alone without it. Required experience & proof Required Hands-on SmartSuite implementation experience (strongly preferred) If primarily Airtable/Monday: you must still deliver natively in SmartSuite and show you understand linked records, multiple apps, roles, filtered views Proof with proposal: portfolio links, screenshots of SmartSuite (or very similar) work, or a short Loom Clear written English; comfortable async + scheduled video calls (U.S. Eastern time overlap preferred) We will validate fit via: Paid Milestone 1 or live screen-share: build Organization → Grant → Site skeleton in SmartSuite before full release of funds Nice to have (not required) Internal billing calendars / AR status tracking (not invoice PDFs) Make.com or Zapier for later Phase 2 Service/consulting firm ops experience Not required QBO certification or bookkeeping background Moxie / FreshBooks / invoice-product specialist experience Please do not position this bid as a QuickBooks project. Project logistics Type: Fixed price preferred (hourly only if you explain cap and milestones) Location: Remote Duration: About 1–3 weeks from kickoff, depending on feedback speed Complexity: Intermediate Our involvement: Kickoff call, one midpoint review, final review; we provide stage names, sample district/grant examples, and role rules Suggested milestones (fixed price) Milestone Deliverable Payment 1 – Pilot Org, People, Grant apps + links; sample records; role approach sketched 25% 2 – Delivery model Sites, Deliverables/Tasks, both lead pipelines, core views 35% 3 – Billing + permissions + handoff Billing schedule, owner “bill soon” view, Sadie/delivery restrictions on amounts, guide + Loom + Q&A 40% Optional Phase 2 = separate milestone after base acceptance. Acceptance criteria (base project) Project is complete when: We can navigate Organization → Grant → Site → Deliverable with real sample data Both lead pipelines work and don’t clutter active-client views Billing schedule supports annual/quarterly “who to bill when” for the owner Delivery role cannot see internal amounts Guide + Loom delivered No client invoicing or QBO features were built into SmartSuite as the billing system How to apply In your proposal, please include: Links/screenshots/Loom proving SmartSuite (or equivalent) work Fixed price for milestones 1–3 (and optional Phase 2 price if offered) Estimated timeline 3–5 sentences on how you’d model District → Grant → Site and keep invoices out of SmartSuite Confirmation you understand delivery user must not see fee amounts Your timezone and typical response time To apply: Start your proposal with the word GRANTMODEL so we know you read the full post.