# 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.

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'm looking for an experienced automation specialist to build a follow-up system for my sales pipeline. The goal is a reliable, automated workflow that ensures no lead falls through the cracks — from first contact through close. What I need: A multi-step follow-up sequence triggered when a new lead enters my CRM (HubSpot or Salesforce) Automated emails sent via Gmail or Outlook at defined intervals (e.g., Day 1, Day 3, Day 7, etc.) Logic to pause or stop the sequence when a lead replies or takes a defined action Integration built using Zapier or Make (n8n open to discussion) Clear documentation so I can manage and update it myself going forward Ideal candidate: Proven experience building CRM + email automation workflows Comfortable working with Zapier and/or Make Familiar with HubSpot or Salesforce (please specify which in your proposal) Able to recommend best practices for follow-up timing and structure if needed To apply, please share 1–2 examples of similar workflows you've built and your preferred platform (Zapier, Make, etc.). Budget and timeline are flexible for the right person — I'd rather do this right than fast.

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

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.

Project Overview We are looking for an experienced Marketing Automation and Integration Specialist to help troubleshoot and resolve an issue with lead synchronization. Currently, lead records created in Further VSA for one of our senior living clients are not being passed to SharpSpring via the existing integration, resulting in leads not receiving the intended drip campaign communications. Our goal is to ensure that leads submitted through Further VSA are successfully passed into SharpSpring via Zapier and automatically enrolled in the email drip campaign. Scope of Work Responsibilities include: • Review the current setup for Further VSA, Zapier, SharpSpring, and Sherpa(Aline) • Troubleshoot lead syncing issues and identify any points of failure • Configure, test, and validate workflows • Ensure lead data is mapped correctly between systems • Verify that new leads are successfully created or updated in SharpSpring • Confirm leads are automatically entered into the correct drip campaign/workflow • Recommend best practices to improve reliability and automation performance • Document changes made and provide recommendations for ongoing maintenance Required Experience • Strong experience with marketing automation platforms (Such as HubSpot, ActiveCampaign, SharpSpring and Further VSA) • Advanced Zapier troubleshooting and workflow configuration skills • Experience integrating CRMs, lead forms, and marketing automation systems with lead nurturing and drip campaign setup • Ability to diagnose API, webhook, field mapping, and trigger issues Desired Outcomes • Fully functioning integration between Further VSA and SharpSpring • Successful testing of lead flow from form submission through drip campaign enrollment • Brief documentation of configuration and recommendations To Apply Please include: • Relevant experience with Zapier, integrations and marketing automation platforms • Examples of similar integration or troubleshooting projects • Your availability and estimated timeline for completing this work We are looking for someone who can quickly assess the existing setup, identify the issue, and implement a reliable solution.

Seeking someone to assist with Dubsado workflows and integrate with Acuity and GHL. Also, I'd like to send text messages to contacts when a proposal is sent. We use Quickbooks for invoicing and would like that to be integrated as well. We also use SamCart, Shopify and Typeform. It would be great to have someone who can assist as projects arise for streamlining and building automations so that we can spend our time client facing.

We’re trying to connect and reliably pass lead/customer data between WordPress forms (Gravity Forms), Zapier, Zenoti, and tracking systems like GTM/Wicked Reports. The main challenges are: dynamically populating hidden fields and URL parameters ensuring tracking data persists correctly across systems troubleshooting broken Zapier automations/webhooks debugging JavaScript/GTM-based parameter passing identifying where data is being lost between platforms This is less about building simple Zapier automations and more about debugging multi-system integrations involving WordPress, Gravity Forms, GTM, APIs/webhooks, and attribution tracking.

I am a Mediator, looking for consultant to help set up a booking link to embedded into my website. I want to be able to provide a calendar to the parties looking to hire me allow them to select a date, provide and take information and then allow me to say yes or no to the booking. After that happens I want to automate the sending of emails to the parties with details about the Zoom link, scope of work, etc. i bekieve all this can be done theough Acuity and Zapier on my Squarespace website

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.