# Zapier & AI Automation Specialist for Growing Coffee Catering Company ## Overview Pretty Good Coffee Company is a premium mobile coffee catering company based in Raleigh, NC. We serve corporate events, employee appreciation events, universities, weddings, brand activations, and private events throughout North Carolina. We're looking for an experienced automation specialist to help us build practical systems using Zapier, AI tools, Gmail, and our existing software stack. Our goal is not simply to automate tasks. We want to create systems that improve client experience, increase sales conversion, reduce administrative workload, and help us scale operations without sacrificing hospitality. ## Primary Project: Quote Follow-Up Automation Our highest priority is building an automated quote follow-up system. Current workflow: * Lead submits inquiry * Quote is created and sent through booking platform * Follow-up is currently handled manually Desired workflow: * Detect when a quote is sent * Extract relevant quote details * Use AI (Google AI Studio/Gemini) to generate personalized follow-up emails * Create Gmail drafts (not auto-send) * Trigger additional follow-ups after specific time periods * Maintain a natural, human, hospitality-focused tone We have already begun building this workflow but need an expert to finish and optimize it. ## Future Automation Opportunities After the initial project, we'd like help building additional automations such as: ### Sales * Lead response automation * Quote follow-up sequences * Lead scoring and prioritization * Client re-engagement campaigns * CRM updates and pipeline tracking ### Operations * Automatic event briefs * Staff communication workflows * Event assignment notifications * Calendar and scheduling automations * Inventory forecasting ### Marketing * Review request automation * Testimonial collection * Client nurture campaigns * Social media/content workflows * Monthly reporting dashboards ### Executive Reporting * Weekly business summaries * Lead tracking * Conversion reporting * Revenue dashboards * Operational KPI reporting ## Current Tech Stack * Flashquotes * Zapier * Gmail / Google Workspace * Google AI Studio (Gemini) * Google Sheets * Google Drive Additional platform recommendations are welcome if they simplify operations. ## What We're Looking For * Strong Zapier experience * Experience with AI integrations (Gemini, OpenAI, Claude, etc.) * Experience troubleshooting API and webhook workflows * Ability to think through business processes, not just build automations * Clear communication and documentation * Ability to recommend simpler solutions when appropriate ## To Apply Please include: 1. Examples of similar automation projects you've built. 2. Your approach to quote follow-up and sales automation. 3. Your preferred hourly rate or fixed-price estimate for the initial project. 4. Any recommendations you would make based on the information above. We're looking for a long-term automation partner, not just a one-time freelancer.

We are seeking an experienced Workflow Automation Specialist to design and implement a scalable email automation system that streamlines the processing of inbound requests and outbound communications for Data Subject Rights Requests. Our team currently handles a moderate-to-high volume of incoming emails from multiple sources. Much of the workflow involves repetitive administrative tasks, including reviewing emails, extracting key information, manually logging data, and sending standardized responses. We are looking for a consultant/developer who can evaluate our existing process (combination of GMail & Monday.com), recommend the best tech to use, and build a solution that significantly reduces manual effort while maintaining accuracy, visibility, and auditability (this is key!). Full job & project details in the attached PDF

Summary Lighthouse Foundation is a Chicago nonprofit serving Black Queer Chicagoans. We are looking for an experienced automation contractor to audit and refine automations across Zapier, Eventbrite, Monday.com, and other systems used by the organization. This is mostly independent work on your own schedule. Standing meetings may be established upon hiring. Outside of that hour, the rhythm is yours. What you would do: Assess current Zapier automations to understand current flows. Creates new Zapier automations connecting to current platforms within the organization (Monday.com, Eventbrite, Zoom, etc.) Provides regular upkeep of Zapier automations to continually ensure quality and accurate data collection. Test Zapier automations to confirm they are importing the appropriate data to Monday.com. What we are looking for: A proven track record in designing and auditing automations in Zapier Experience in testing and confirming data integrations between software Strong, clear writing and the ability to translate program work into a compelling case Self-direction and reliability with deadlines Comfortable working independently and collaborating once a week Bonus: experience with funders focused on racial, economic, advocacy, community justice, or LGBTQ-serving organizations To help us get to know you, please share a short note about your experience creating and testing automations in Zapier and how you ensure data quality.

I need help integrating zapier with Claude, google drive, and zoom. I'll need help periodically with other Zaps.

Dear Universe, Please send me someone who can automate our workflows. Someone who looks at our WordPress, WooCommerce, HubSpot, Monday, and Make stack and just... knows what needs to happen. Because God knows I've been through the manual emails, the spreadsheet hell, the constant back-and-forth with clients on onboarding, the processes that should've been automated months ago, and dealing with people who are wishy-washy about their commitment. Look, I'm really good with people, I'm good at design, I'm good at ideas... but holding all the mental load of architecting workflows and automation systems? That's not my thing. There's gotta be somebody out there with a really smart, healthy, analytical brain who can help me plan it right, diagram it properly, and architect this like an adult. Someone who does it right the first time. I need a workflows engineer who gets it, someone who can build a client-facing dashboard so our onboarding process runs itself, without me sending a single manual email. If you think you're a good fit, answer as if you're The Universe responding to my plea. Let me know why you're the one, and I'll know you actually read this. Thanks, Universe. Let's see what you got.

We are a small estate planning law firm in Texas looking for a Lawcus CRM + Zapier/Make consultant to help with a controlled workflow cleanup and implementation project. We already have internal project-management support and a draft cleanup framework. We are not looking for a general operations consultant or someone to redesign everything from scratch. We are looking for someone with CRM automation experience who can help verify what is currently live, troubleshoot Lawcus/Zapier/Make issues, and execute narrow approved technical tasks. This is a law firm environment, so confidentiality and careful change control are very important. Initial Project The initial engagement will be a small paid test project of approximately three to five hours. The goal of the test project is to review one limited part of our Lawcus/Zapier setup, identify what is live, flag risks or issues, and recommend or complete only approved changes. Possible systems involved include: * Lawcus CRM; * Zapier or Make; * DecisionVault; * OpenPhone; * Google Drive; * Dropbox Sign; * ClickUp; * scheduling tools; * Missive or Gmail. Initial work may include: 1. Reviewing our existing Lawcus Inventory Sheet and Matter Hygiene/Cleanup Handoff; 2. Verifying selected items against the live Lawcus setup; 3. Identifying which stages, task templates, automations, fields, tags, and integrations are currently live; 4. Flagging anything outdated, duplicative, unclear, risky, or dependent on a former team member; 5. Reviewing Lawcus/Zapier/Make automations for reliability or broken connections; 6. Helping implement only specific approved changes; 7. Documenting all changes made; 8. Providing a short written summary and, if helpful, a Loom/video walkthrough. What This Project Is Not This is not: * a broad operations role; * client communication; * legal judgment; * a full CRM rebuild; * bulk editing without approval; * deleting or changing live automations without approval; * independent decision-making about client matters. No broad live changes should be made without written approval. Required Experience Please apply only if you have experience with at least some of the following: * Lawcus CRM; * Zapier or Make; * CRM pipeline/stage cleanup; * workflow automation mapping; * law firm CRMs or professional-services CRMs; * intake workflows; * task/template cleanup; * Google Sheets or Excel-based audit tracking; * clear documentation of system changes. Lawcus experience is strongly preferred. If you do not have Lawcus experience but have strong CRM + Zapier/Make experience, please explain why your experience transfers well. Ideal Candidate The ideal person is: * detail-oriented; * careful with confidential information; * comfortable documenting every change; * willing to work from an existing plan; * able to say “this needs approval before changing”; * not someone who makes broad changes first and explains later; * good at translating messy CRM workflows into clear technical next steps. Budget / Structure This will be hourly. I would like to start with a small paid test project capped at three to five hours unless additional time is approved in writing. If the test project goes well, there may be additional implementation work. Questions for Applicants Please answer these in your proposal: 1. Have you worked directly in Lawcus before? If yes, what did you do? 2. Have you built or reviewed Zapier/Make automations connected to a CRM? 3. Have you worked with a law firm or another confidential professional-services business? 4. How would you approach this project without making risky live changes? 5. What would you want to review first: pipelines, task templates, automations, fields/tags, or integrations? Why? 6. Are you comfortable documenting every change and providing a short written summary or Loom walkthrough? 7. What is your hourly rate, and how many hours would you suggest for an initial review/test project? Deliverable for Initial Test Project At the end of the initial project, I want: * a verified list of what is currently live in the selected Lawcus/Zapier workflow; * recommended keep/revise/delete/defer items; * a list of risks or unknowns; * a list of changes made, if any; * a list of changes that require approval before implementation; * and a recommended next implementation step.

We are seeking a skilled freelancer to create and manage Zapier zaps and automations for our construction company. The ideal candidate will have experience with QuickBooks Online and JobTread, and be able to streamline our workflows by automating tasks. Responsibilities include setting up new zaps, troubleshooting existing ones, and optimizing automation processes to enhance efficiency. If you have a strong understanding of construction-related workflows and can effectively use Zapier to improve our operations, we would love to hear from you.

We operate a licensed Adult Family Home (AFH) in Washington State with 24 residents and a team of approximately 25 staff across caregiving and leaders. We are seeking a professional to help improve our business operations, streamline processes, and support overall efficiency. The ideal candidate will have experience in business operations, management, and process improvement, and be able to work closely with our team to identify opportunities for growth and optimization. Deliverables: All of the following must be delivered for the project to be considered complete: 1. Fully built ClickUp workspace with all spaces, folders, lists, templates, custom fields, and dashboards as specified. 2. Five Make.com scenarios built, tested, and active as specified in Section 5. 3. WhatsApp Business group channel setup guide (naming, keyword conventions, how to add members). 4. End-to-end test documentation — at least one full test run of each workflow showing trigger to task creation to escalation to completion. 5. A short handoff document (1–2 pages) explaining how each Make.com scenario works, where to find it, and how to update it if a workflow changes. 6. A 30-minute walkthrough call with our leadership team upon delivery. Required: • Demonstrated ClickUp workspace builds (portfolio required) • Make.com scenario building with conditional logic and email parsing • WhatsApp Business API or Cloud integration experience • Experience with multi-step automation flows • Ability to work from a written SOP / workflow spec • Clear English communication — async updates expected Nice to have: • Experience with healthcare or residential care operations • Experience building ClickUp dashboards for leadership teams • Prior work with email parsing + webhook routing in Make.com • Experience with HIPAA-adjacent data handling This is a build project, not a consulting project — we have defined what we need. We are not looking for someone to redesign the architecture.

Project Overview: We are a fast-paced law firm looking to optimize our entire case pipeline from client intake to matter closure. We use Bridge Legal for marketing intake, Clio for our Core Case Management System (CMS), Jubilee for our bankruptcy practice section, Google Calendar for scheduling court events, and Microsoft 365 (SharePoint/OneDrive) for document storage. Instead of building an expensive custom platform from scratch, we want to leverage a low-code automation system (n8n preferred, or Zapier) coupled with advanced AI APIs (such as Anthropic Claude or OpenAI) to handle data mapping, automated drafting, calendar triggers, and text alerts. Airtable will serve as the primary human control panel for our 17 staff members. Mandatory Legal Compliance & Insurance Prerequisites: Due to strict State Bar legal ethics regulations regarding the absolute confidentiality of client proprietary records, data safety is our highest priority. Do not apply if you cannot meet these criteria: 1. NDA: The selected contractor must sign a comprehensive Non-Disclosure Agreement (NDA) prior to receiving system access. 2. Liability Insurance: You must provide verifiable proof of active Professional Liability Insurance (Errors & Omissions) and Cyber Liability Insurance before contract execution. 3. Data Silo Constraints: All workflows must utilize commercial API tiers providing Zero Data Retention (ZDR). Client documents and pleadings must never be used to train public AI models. Key Scope of Automation Tasks: 1. Airtable Control Center: Build out the primary user interface directly inside Airtable, which is already utilized by our 17 staff members. All automated steps (Intake, Pleading Drafting, SMS triggers, and Case Closures) must be launched via Airtable button triggers, attachment fields, and status fields. The automation must capture the Airtable user metadata to maintain an internal audit trail before passing data to Clio. 2. Lead to Retainer: Catch webhook data from Bridge Legal, prompt an LLM to parse raw intake notes for names and deadlines inside Airtable, and automatically trigger a dynamic e-sign contract template (DocuSign/Gavel/HelloSign). 3. Payment to Clio/Jubilee Creation: Listen for payment webhooks (Stripe/LawPay) and use the Clio API to programmatically open the Account, Contact, and Matter. Our bankruptcy section uses Jubilee which is natively connected to Clio via a live sync. The candidate must ensure cases routed through our bankruptcy pipeline are cleanly initiated in Clio so that the native Clio-to-Jubilee data bridge operates smoothly without synchronization lag. 4. AI Answer Generation via SharePoint: Set up an automated folder monitor in Microsoft SharePoint. When a Plaintiff's Complaint PDF is uploaded, the automation must extract the text, run it through Claude 3.5 Sonnet to draft paragraph-by-paragraph denials, append a baseline library of Affirmative Defenses, and save a formatted .docx back to SharePoint and Airtable. 5. Google Calendar to Twilio Reminders: Check our synced Google Calendar daily for court appearances, look up the corresponding client phone numbers using Clio's API, and schedule automated text reminders via Twilio at 30, 7, and 1-day intervals. Implement protective logic (idempotency) to ensure a client is never double-texted. 6. Accounting & Case Closure: Read settlement figures from Airtable fields, query the Clio Expenses API to subtract advanced costs, calculate our firm split using formulas, and automatically execute a Clio API update to switch the matter status to "Closed." Airtable Schema Requirements: The candidate will design a relational, multi-view database structure in Airtable. This database will serve as the primary operational hub, containing tables for: • Table 1: Matters & Intake (Master ledger for lead parsing, case categorization, and user audit stamps). • Table 2: Automation Control Center (Action buttons for contract deployment, e-sign status webhooks, and the AI file drop zones). • Table 3: Settlement Ledger (Calculated currency tracking fields for Gross Settlement, Firm Fee %, Advanced Clio Costs, Medical Liens, and Net Client Payout). The backend code must interact directly with Airtable fields to manage state progression, receive user tracking data, deposit AI-generated documents, and pull transaction balances. Required Experience & Technical Proficiencies: • Proven track record building multi-step automations inside n8n or Zapier. • Experience authenticating and mapping data variables natively via the Clio API (v4), Google Calendar API, and Microsoft Graph / SharePoint API. • Demonstrated experience handling structured JSON payloads and dealing with API rate limits. • Strong understanding of AI prompt design for accurate textual parsing and document structural layout.

Overview Transit & Flow is a fast-scaling Columbus home services company (plumbing, HVAC, drain, sewer, water heater, sump pump) building a premium, AI-powered operation. We are wiring together a set of best-in-class platforms into one self-functioning system that captures, books, reschedules, reminds, invoices, and follows up with customers automatically across phone, website chat, and Thumbtack. We need a senior integration specialist to stand this up cleanly, end to end, on a short-term contract. This is an execution role for someone who has built production voice-AI and automation systems before, not a learner. Detailed architecture blueprints will be provided to the hired contractor under NDA. What you will build A connected stack with no manual re-entry between systems: • Bland AI voice agents (several agents: inbound scheduler, after-hours and emergency handling, Thumbtack lead agent, and an outbound reminders and follow-up agent) • A website chat agent running the same booking logic in text • Thumbtack Live Connect bridged to a Bland agent via API and webhook, plus the Thumbtack lead feed into our automation bus • Quo.com as the telephony and SMS layer (call forwarding to Bland, SMS send via API, one consistent business number) • GoHighLevel CRM integration (contact sync, pipelines, nurture) • Make.com as the orchestration layer (scenarios for booking, rescheduling, reminders, estimates, invoicing, lead intake, error handling) • Scheduling, rescheduling, cancellation, and automated appointment reminders against our field service management platform (currently Jobber, migrating to OctopusPro, so platform-flexible API work is required) • Email automation including emailing and resending invoices and receipts on request Core responsibilities • Configure Bland pathways, custom tools, and webhooks that read and write to our systems mid-call (check availability, book, reschedule, cancel) • Build robust Make.com scenarios with idempotency, retries, error handling, and alerting • Integrate REST APIs and webhooks across Bland, Quo, GoHighLevel, Thumbtack, the FSM, and email • Bridge Thumbtack Live Connect to a dedicated Bland number so leads are answered live • Implement automated SMS and voice reminders with confirm and reschedule handling • Document everything and deliver a clean handoff so the system is maintainable and scalable Must-have skills • Proven production experience with a voice-AI platform: Bland strongly preferred, or Vapi, Retell, or Synthflow with transferable skill • Advanced Make.com (or n8n) including webhooks, data stores, error handling, and routing • Strong REST API and webhook integration skills, JSON, authentication, signing • GoHighLevel API experience • Telephony and SMS concepts: call forwarding, SIP or number routing, A2P • Ability to design for scale and reliability, not just a demo that works once Nice to have • Quo.com or comparable VoIP platform experience • Thumbtack pro tooling or lead-response automation experience • Home services or field service management background • OctopusPro, Jobber, or similar FSM API experience Engagement • Short-term contract, estimated 3 to 5 weeks • Milestone-based fixed price preferred, hourly considered for the right expert • Async daily updates, a few live working sessions per week • NDA and scoped system access required; you will not receive owner credentials How to apply Do not send a generic proposal. Answer these in your application: 1. Link or describe a voice-AI agent you built that booked or scheduled against a live external API mid-call. What platform, what API, what was the hardest part? 2. How do you make Make.com or n8n scenarios idempotent and resilient to duplicate webhooks and failed calls? 3. In two or three sentences, how would you bridge Thumbtack Live Connect to a voice AI agent so the agent answers the lead live? 4. Your proposed milestone breakdown and realistic timeline for the scope above. 5. How you handle client credentials and secrets securely. Strong applications that show real systems thinking move to a short paid test task before the full award.