About

1) About us We’re a small B2B agency that helps clients with lead gen and digital marketing. Remote first. Tiny team. Moving fast. Right now a lot of our internal workflows live in random Google Sheets, email threads and half-finished automations. We want to clean this up properly and find someone we can work with long term, not just a “one and done” build. 2) Project overview We’re moving from “leads in a spreadsheet” to a proper system. The goal. Capture leads from a forms (various), route them into a CRM, trigger the right emails, and send us a daily snapshot so we know what’s actually happening. Think: New lead comes in from typeform or landing page Data goes into CRM + Google Sheet backup Smart tagging and basic scoring Automated but personal email follow-up Daily / weekly summary to our inbox or Slack so we dont have to log in everywhere We mostly use Google Workspace now. We’re open to your suggestion for CRM if you can justify it. 3) Scope of work Rough scope. Open to your suggestions if you see a smarter route. Map the current messy workflow and ask the right questions before building anything Design the new workflow in Make.com or n8n with clear module naming and comments Integrate with: site form (or Webhook), CRM you suggest, Gmail, Google Sheets, maybe Kit.com newsletter later Set up basic logging, retries and simple error alerts (email or Slack) Create one daily summary output. Example. “New leads today, total leads this week, who needs follow-up” Record a short Loom walkthrough for non-technical users. Show how to pause, edit, or extend the scenario Suggest 2–3 future workflows. Example: lead enrichment, deal pipeline cleanup, reporting dashboard, AI summary of calls 4) Deliverables A working Make.com or n8n scenario from form → CRM → Sheets → follow-up → summary Clean config for any tools you add (API keys, webhooks, env vars etc) Simple visual map of the workflow (screenshot or Miro / Whimsical is fine) 2–3 page “for humans” how-to. No wall of jargon 5–10 minute Loom explaining the build and how to maintain it 5) What to include in your proposal This is important. Please follow the format. Short intro (5–8 sentences) Who you are and what you specialise in 1–3 relevant projects. One sentence of results for each (e.g. “Increased reply rate by 30%”, “Cut manual work by 10 hours/week”) Approach in 3 steps Write it as: Step 1. … Step 2. … Step 3. … Problems you expect Bullet list of likely issues. e.g. rate limits, messy data, CRM limitations Brief note on how you’d de-risk or handle each one Milestones and timeline Break the work into 3–5 milestones What you deliver at each stage and rough timing in days Pricing Your fixed price for this project, within the posted budget Optional. Your normal hourly or day rate for future work Loom video requirement Include a 3–5 minute Loom link In the Loom, please answer these three questions: How will you understand our current process before you touch any tools. How will you name, structure and document the workflow so another dev can jump in later. How will you test, monitor and hand off the automation so it does not quietly break after a week. Tiny written “sanity check” In 3–6 sentences, explain what happens in your system from the moment a lead submits a form to the moment we see them in our daily summary email. Keep it short and clear. No essay. I just want to see how you actually think through the flow. Important. If you used AI to help write your proposal, start your cover letter with the word “Ping”. 6) Budget and contract type Fixed price project Budget. $1,500 – $2,000 for discovery, build, testing and handover of this one workflow We care more about solid thinking and reliability than shaving off $100 7) Long-term opportunity This is a test project. We’re looking for someone we can work with for 6–12 months, not just a quick gig. Next workflows on our list. Lead scraping and enrichment flows CRM cleanup and data hygiene automations Reporting dashboards and weekly summary emails Simple AI agents to summarise calls or inbound emails If you’ve built similar systems before, feel free to mention them briefly. Links or screenshots welcome.