Contact person: Automate Service Business

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Location: Sunshine, Australia

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"I’m looking for an experienced automation expert / full-stack no-code developer who can set up a fully automated client-journey system for a professional documentation-service business.

The goal is to capture all leads from ads and messaging apps, guide them through an online order-placement and document-submission flow, process payments, route all information to our operations team, set deadlines automatically, keep clients informed with progress updates, deliver drafts and final files via a secure client portal, and then re-engage them with remarketing campaigns.

The outcome should allow me, as a solo entrepreneur, to oversee the entire process from one dashboard while 85-95% of repetitive work runs on automation.

Key Objectives:

Centralise all lead capture into a single CRM.

Provide a smart order page on the website with adaptive forms, live price, document upload, invoice, and payment gateway.

Automatically handover orders to the operations team with folder creation, notifications, and calendar deadlines.

Automate client communication: confirmations, progress updates, draft-ready notifications, review reminders.

Provide a secure client portal for document downloads and approvals.

Automate post-delivery marketing for upselling and client retention.

Build an admin dashboard so I can monitor orders, revenue, and lead sources at a glance.

Work Scope and Tasks:
1. Discovery & Planning

Map the full workflow: lead capture → order page → payment → ops onboarding → progress tracking → draft delivery → marketing.

Recommend the most cost-effective tools (CRM, form builder, payment gateway, automation platform, client portal, cloud storage, email tool, WhatsApp API).

Define all data fields required for leads, orders, deadlines, invoicing, and compliance.

2. Lead Capture & CRM Integration

Set up a CRM or Airtable-style database with stages: Leads → Onboarded → Paid → In-Progress → Draft Ready → Review → Completed → Upsell.

Integrate all lead sources:

WhatsApp Business API (click-to-WhatsApp ads, organic chats)

Paid ad campaigns (Google, Facebook, LinkedIn lead forms)

Email campaign tools (e.g., Instantly)

Website enquiry forms or pop-ups

Ensure all leads are logged automatically with source tags and timestamps.

Set up auto-reply messages (WhatsApp/email) inviting leads to start their order immediately.

3. Smart Online Order Page

Build a secure, mobile-friendly multi-step order page on the website.

Step 1: Service selection (dropdown/cards).

Step 2: Adaptive questionnaire (conditional logic based on service chosen).

Step 3: Document-upload section (drag-and-drop, auto-renaming by order ID, progress bar).

Step 4: Automatic price calculation with live invoice display.

Step 5: Integrated payment gateway (Stripe / Razorpay / PayPal) for instant checkout.

Step 6: Confirmation page + auto-email/WhatsApp receipt with order ID and client portal link.

All order data must sync in real-time with:

CRM (order stage updates to “Paid – Onboarding”)

Master Google Sheet/Excel for finance tracking

Project-management tool (e.g., via API)

4. Operations Onboarding

After payment, the system must:

Auto-create a dedicated project folder in cloud storage with sub-folders: “Client Docs / Drafts / Review / Final.”

Send an internal notification (email or Slack/ClickUp) to the operations team with intake details and folder link.

Automatically add a deadline event to the responsible team member’s Google Calendar/Outlook with reminders.

Update CRM stage to “In-Progress.”

5. Progress Tracking & Client Communication

Create automated progress notifications via email/WhatsApp:

Order received and confirmed

Draft in progress

Draft ready for review

Review reminders if client hasn’t responded

Optionally include a live status bar on the client portal (e.g., 25% Intake → 50% Drafting → 75% Review → 100% Complete).

6. Draft Delivery & Review

Once the team uploads a draft:

System should compress the file (≤ 5 MB) for email-friendly delivery.

Auto-send email/WhatsApp notification: “Your draft is ready – click to review.”

Client portal must include:

Preview window for draft files

‘Request Edits’ box for client feedback

‘Approve & Finalise’ button that locks the draft and triggers any remaining invoice payment

On final approval:

Provide compressed final file download link

Archive all project data in cloud storage

Mark project as “Completed” in CRM

7. Post-Delivery Marketing Automation

Tag all completed clients as “Completed – Ready for Upsell.”

Add them to a drip marketing campaign:

Thank-you message (7 days after completion)

Special offer email (30 days after completion)

Reminder email for related services (60 days after completion)

8. Admin Dashboard & Reporting

Build a simple owner’s dashboard to view:

Live order volume and status

Revenue by service line

Lead sources and their conversion rates

Deliver a step-by-step SOP (PDF + Loom videos) so I can manage, update templates, and troubleshoot the system myself.

9. Testing & Launch

Test every trigger: form submission, payment, CRM update, deadline creation, folder creation, email/WhatsApp automation, draft-review flow.

Conduct full QA and launch system live after approval.

Key Deliverables:

Fully integrated lead-capture CRM pipeline

Smart order page with forms, upload, invoice, and payment

Automated ops-handoff flow with folder creation and calendar deadlines

Pre-written progress emails & WhatsApp templates

Client portal with review, approval, and download features

Post-delivery remarketing sequences

Owner’s dashboard & SOP guide

Fully tested, live end-to-end system

Tools Preferred (Flexible):

CRM: Airtable / HubSpot / Pipedrive

Form Builder: Typeform / Jotform / Gravity Forms

Payment: Stripe / Razorpay / PayPal

Automation: Zapier / Make (Integromat)

Client Portal: WordPress MemberPress / Outseta

File Storage: Google Drive / OneDrive

Email Marketing: MailerLite / ActiveCampaign

Messaging: WhatsApp Business API

Calendar Sync: Google Calendar / Outlook

Success Metrics:

100% of paid orders flow automatically into operations dashboard

Leads captured from all channels with zero data loss

Deadline reminders reduce missed targets to under 2%

At least 40% reduction in turnaround time" (client-provided description)