Senior n8n Automation Architect & AI Systems Builder

# Senior n8n Automation Architect & AI Systems Builder ## AI-Powered Estimating, Quoting & Operations Platform ### Project Type Fixed-Fee Project (Preferred) ### Location Remote ### Industry Construction / Asphalt Paving --- # About Us We are a Calgary, Alberta-based asphalt paving contractor with approximately $6M+ in annual revenue. Our services include: * Residential acreage driveways * Commercial parking lots * Asphalt repairs * Pathways * Sport courts We are seeking a senior automation architect to design and build an AI-powered operating system that automates estimating, quoting, invoicing, customer communication, follow-up, and administrative workflows. This is not a simple automation project. We are looking for an experienced systems builder who can architect and implement a scalable business operating system. --- # Project Objective Our goal is to eliminate as much manual administrative work as possible. We want to replace the current workflow of: Estimator Notes → Office Admin → Quote Creation → QuickBooks Entry → Customer Email → Follow-Up with: Estimator Form → AI Processing → Quote Generation → QuickBooks Automation → Customer Communication → Follow-Up Automation The owner should spend less than five minutes per estimate. --- # Target Technology Stack We are currently planning to build around: * n8n * OpenAI API * QuickBooks Online * Airtable * JotForm Alternative recommendations are welcome if supported by strong reasoning. --- # Existing Workflow Current Process 1. Estimator visits site. 2. Estimator measures project. 3. Estimator determines pricing. 4. Estimator emails notes to office. 5. Office prepares quote. 6. Office enters estimate into QuickBooks. 7. Office sends estimate. 8. Office creates invoice after completion. 9. Office follows up with customers. --- # Desired Workflow Lead Created ↓ Estimator Site Visit ↓ Mobile Form Submission ↓ Photos and Voice Notes Uploaded ↓ AI Scope Generation ↓ AI Quote Generation ↓ QuickBooks Estimate Creation ↓ Estimate Sent Automatically ↓ Customer Approval Tracking ↓ Job Scheduling Trigger ↓ Completion Trigger ↓ Invoice Creation ↓ Invoice Delivery ↓ Payment Tracking ↓ Review Request ↓ Warranty Follow-Up --- # Required Deliverables ## Phase 1 – System Architecture Design complete workflow architecture. Deliverables: * System architecture diagram * Data flow diagram * Automation map * Database design * Integration strategy --- ## Phase 2 – Airtable Operating System Design Airtable structure. Potential tables: Leads Quotes Jobs Invoices Follow-Ups Customers Communications The successful candidate should determine the optimal structure. --- ## Phase 3 – Estimator Intake System Build mobile-friendly estimator submission workflow. Requirements: * Mobile optimized * Voice note uploads * Photo uploads * Conditional logic * Easy field entry Potential platform: JotForm Alternative recommendations welcome. --- ## Phase 4 – AI Quote Engine Using OpenAI APIs: Generate: * Scope of Work * Assumptions * Warranty Language * Customer Emails * QuickBooks Descriptions Requirements: * Structured outputs * Validation * Error handling * Consistent formatting --- ## Phase 5 – QuickBooks Online Integration Automate: * Customer creation * Estimate creation * Estimate delivery * Invoice creation * Invoice delivery * Payment status synchronization --- ## Phase 6 – Customer Approval Workflow Create approval workflow that: * Tracks estimate status * Updates Airtable * Creates scheduling tasks * Generates work orders * Notifies internal staff --- ## Phase 7 – Invoicing & Collections Automate: Invoice generation Invoice delivery Payment tracking Automated reminders: * 7 days * 14 days * 30 days Escalation workflows --- ## Phase 8 – Customer Communication Automation Automate: * Quote emails * Follow-up emails * Scheduling notices * Completion notices * Invoice emails * Payment reminders * Review requests * Warranty follow-ups --- # Required Skills Must Have * Expert-level n8n experience * OpenAI API implementation experience * QuickBooks Online API experience * Airtable experience * REST APIs * Webhooks * Workflow architecture * Database design * Prompt engineering Strongly Preferred * Construction industry experience * Estimating workflows * Service business workflows * Job costing experience * Process automation consulting --- # Proposal Requirements Please provide: 1. Years of n8n experience. 2. Number of production n8n systems built. 3. Examples of AI workflows you have personally implemented. 4. Experience integrating QuickBooks Online. 5. Experience integrating Airtable. 6. Screenshots or workflow diagrams. 7. Recommended architecture improvements. 8. Estimated timeline. 9. Fixed-fee proposal if available. --- # Ideal Candidate We are not looking for: * Generic virtual assistants * No-code hobbyists * Marketing agencies * Prompt engineers without implementation experience We are looking for: An automation architect who can design and build a scalable AI-powered operations platform. The successful candidate may have the opportunity to support additional businesses and future acquisitions if the project is successful. Please begin your proposal with: "Calgary Paving n8n System" to confirm that you have read the entire posting.