E commerce storefront + order automation build (Zapier/Make, Hubspot, Airtable, QuickBooks)

Jewel Box Platinum is a custom awards manufacturer (RIAA Gold/Platinum records, Billboard awards, Grammy awards, Spotify streaming awards, sports memorabilia, custom framing) serving record labels, artists, and major brands. We're moving our order intake from a slow, mostly-manual process onto a real e commerce storefront with automation connecting it to our CRM, production tracking, and accounting systems. The storefront is the front door, but the core of the work is the integration layer behind it: an order needs to flow automatically through several systems while still leaving room for our team to make manual judgment calls at specific points (label approval, in particular — more below). We have a full spec document (order journey, system architecture, and open technical decisions) ready to share with serious applicants. ## Scope of work **1. E commerce storefront** - Product catalog with images, descriptions, and pricing for each award type (RIAA Gold/Platinum, Billboard, Grammy, streaming awards, custom framing, etc.) - Custom product configuration flow: plate text entry, proof-of-credits upload, recipient info — fields vary by award type - Deposit-only checkout (percentage of order total charged at checkout, balance charged later) — likely via a deposit/partial-payment app, open to your recommendation - Account creation baked into checkout **2. Order numbering (SP number)** - On order creation, generate a sequential SP number (currently tracked manually in a Google Sheet) and write it back onto the Shopify order as a tag/metafield - Needs to be collision-safe — two orders landing at the same time should never get the same number - SP number carries through to every downstream system as the shared order identifier **3. CRM sync (Hubspot)** - New Shopify order automatically creates a Hubspot deal with order data + SP number - Deal stage updates automatically as the order moves through defined statuses (see below) **4. Manual label-approval step** - This step stays manual by design — our team's judgment on how to work with each label doesn't get automated - We want a simple, no-login page we can send a label a link to, showing the relevant order/artist/credit info, with approve / hold / request-info actions that write status back into our system automatically - Automating the paperwork around this decision, not the decision itself **5. Billing** - Once a label approves, the remaining balance should be ready to charge — but requires a manual confirmation click from our team before the charge actually fires. No fully automatic billing. **6. Production tracking (Airtable)** - Once a design comp is approved by the customer, a job record is created in Airtable with full order data - Airtable is the source of truth for production/shipping status, synced back to a customer-facing portal **7. Accounting (QuickBooks)** - Order/invoice data flows into QuickBooks with the SP number written into a custom field (or PO number field) so our bookkeeping team can find it without cross-referencing Shopify **8. Status automation** - Automatic follow-up reminders when an order sits too long in a "waiting on client" or "waiting on label" status with no movement ## What we need from you - Proposed system architecture (which platform does what, how data flows, where the single source of truth lives) - Build of the storefront, the automation/integration layer (Zapier, Make, or custom middleware — your recommendation), and the label-approval page - Documentation clear enough for a non-technical team to maintain status logic going forward - Milestone-based delivery — we'll structure payment around: architecture sign-off, storefront + checkout live, label-approval workflow live, full system integration live ## Required experience - Shopify API/webhooks (not just theme customization) - Zapier or Make.com, built for reliability (retry/error handling, not just happy-path Zaps) - At least one of: Hubspot API, Airtable API, QuickBooks Online API - Comfortable designing a system where some steps are automated and some are deliberately left as manual human checkpoints ## To apply, please include 1. An example of a project where you connected an e-commerce platform (Shopify or similar) to a CRM and/or accounting system 2. How you'd handle generating a sequential order number safely if two orders come in at nearly the same time 3. Your recommendation: Zapier or Make.com for this kind of multi-system, error-sensitive workflow, and why 4. Your availability and estimated timeline for a project of this scope