Real Automation Client Meeting | How I Close AI Automation Projects

0:00Can you tell me about a system you've built that was more than just like basic automation? Um yeah, I've done actually 400 plus projects. Nearly 200 on Upwork, but yeah, I've been working from other platforms as well. But yeah, recently I was working for a client. He had an app in an Android phone, and he asked me to scrape the meeting attendees. There was actually a conference going on every week on that

0:17app. I'd like to be able to include all of this plus pricing, delivery and setup, and the terms and conditions. Okay. Um So, thank you so much for your time. Welcome. So, I appreciate Are you from United States? Yes, I'm on Eastern Standard Time, so it's it's 9:00 Hey, pretty tall Hi, how are you?

0:35I'm good. How are you? I'm doing well, thank you. Oh, what time is it there where you're at? Uh it's 7:00 p.m. here. Okay, okay. Oh no, I don't want to keep you up. No, no, it's totally fine because I start my working hours from 6:00 p.m. I work in US hours because my most clients

0:51are from US and UK, and so that's why. Oh, okay, okay. That makes sense. Well, thank you so much for your time. Welcome. So, I appreciate Are you from United States? Yes, I'm on Eastern Standard Time, so it's it's 9:00 in the morning here. Uh I see, yeah. Yeah, yeah. Okay. Uh yeah, I was I was checking your job post, and it was very interesting for me because I've been working on the tools, so yeah, if you can please explain the things, your ideas, or thoughts, how do you want to automate them, that will be

1:18really helpful. Okay, okay, perfect. So, yeah, thank you so much for your proposal. Um I can see that you have a lot of the experience and skill set that I'm looking for. Um I'd love to under Before I explain my system, I'd love to understand how you approach systems and workflow design, if that's okay with you.

1:36Yeah. Um and then I'll definitely go through what my vision is for the automation. I know I'm going to need some help in terms of making sure I'm covering everything because uh this process is new for me. I know what I want, but I've never had anything like this built before. Yeah, sure, sure, sure. Actually, yeah, I can share my screen and give you an example, and that will be uh like an

1:55idea uh how I'm working. So, Okay, okay, yeah, we can go over that. But um just to start I do have a few questions. Yeah, yeah. For you if you don't mind. Um so can you tell me about a system you've built that was more than just like basic automation? Um yeah, I've done actually 400 plus projects nearly 200 on Upwork but yeah, I've been working from other platforms as well. But Yeah, recently I was working for a client. He had an app in an Android phone and he

2:21asked me to grab the meeting attendees. There was actually conference going on every week on that app and he asked me to scrap conference attendees including their name, mail ID and whatever the data that was in app. So I I set up a prompt in in the Android phone that was an Android automation that was actually getting all the data whenever there is a conference created. So it gets all the attendees data and it was saving that in Google Sheet and sending the Google Sheet link to my client. So that was one example but yeah, I let me see what is your um So let me see what are your tools

2:52exactly so I may give the exact logic. So in Airtable Yeah, Airtable. I'm I'm working with another client as well. He has he has an idea like in Airtable he's giving prompts like a different industries and there's a AI behind that with like OpenAI that we attached with the help of make.com. Whenever there is a status change like publish this content or generate this content, it picks the prompt from Airtable, process that in ChatGPT and give us a blog back in that column in Airtable. And then we are also generating the messages, follow messages for different businesses that that is also a part of Airtable but a different

3:26table in that. So that's basically the client is putting the businesses data in the table and whenever there is whenever that row is added in in Airtable, the ChatGPT get that business and analyze the services of that business, make the follow messages and we are adding that follow messages in the campaign and campaign is triggering and keep following the new leads. So yeah, these are just a few examples. Yeah, I've been working on a lot of stuff in

3:49the past. Thank you. So what made that system complex? the one that you were just talking about um with the coordination of ChatGPT? What made that system complex? I actually uh it's always the research part. Uh like our client comes with a different scenario. You have a different scenario, but I've been working on the tools like make.com, Airtable, Google

4:07Calendar, Square, Software Portal. Um so, not Software Portal, but yeah, Square and Google Calendar. So, basically, uh the scenario you are giving me, I will have to research on that, make the logics accordingly. So, the logic logics part is complex. ChatGPT is easy because we need to give him prompt and he will be giving us the output and we need to train it again and again till we have exact scenario. So,

4:26yeah. Yeah, so when you start a new systems project, what is the first step? Is it that the research and the logics? What's the first step? The first step is discussing with you like what you want. So, basically, like I I can see uh you have a job post like proposal creation and structure data records, but I will need to know how you

4:42are doing it manually right now. Mhm. Like client client approvals. I will discuss it with you. I will get your thoughts and then I will start sketching it. Uh like making the triggers and actions on a doc or on my mind and then I'll uh create the automations in make.com or any other tool. Okay. Okay. So, how do you normally structure your Airtable for logic-heavy

5:01workflows? Uh for Airtable, I like in your scenario, uh I will need to know the like trigger where it is for proposal creation and structure data records. So, we will be creating the proposal in Airtable. So, there should be a table in there. So, that table uh we will be putting the proposals and there should be fields in there that there uh where

5:20we will be putting the data records. So, we can set a column for client approval like if client approved that, you can change the status like I said in my previous example like generate this content. So, here it will be like client approval yes or no. So, I will need to know more detail from you and then I will be creating a structure in this

5:35way. Okay. And I know you just mentioned tables. How do you um decide when something should be a new table versus just a new field? Uh what is the question, sorry? Yeah, so how do you know um how do you decide when something should be a new table versus just a new field? It's about like if there is different categories of

5:55automation we will need separate tables. But if it is the same automation, same scenario we are working but there is a new feature in it, we will make the custom field. So according to the demand of the automation, we will be putting the custom fields. Okay, okay. And then how do you typically manage workflow stages or

6:10statuses? Workflow stages? According to the Yeah, it's according to the demand of client. Like every automation and different different type of scenarios we work on. So one by one like you have this one point then second then third. So these are the stages for me for me. Like I will work on the first stage and second and third

6:28and according to that. Okay, is it just you working on it or do you have a team? No, I'm I'm the only I'm the only person. I'm a freelancer like the very free freelancer but yeah, I have class fellows. They have their own profiles. They work from like their own profiles but if I need help and stuck anywhere, I call them like I need the the help and this help and that and they help me. But yeah, I am very experienced now because it's nearly four five years I've been working but and ChatGPT is there to help if there is something we

6:55we can do. Yeah. Okay, okay. Okay, yeah. So yeah, a lot of a lot of what I'm looking for is in the description but just to go go over it from like a high level. So basically I'm looking for a an internal operating system, right? And the life cycle I want it to handle the life cycle of my job. So I have a balloon decorating business and I've had it for nine years and basically I have subcontractors that go and do the work. So what I want to do is I want this operating system

7:25to handle the proposal creation. I want it to handle client approvals, invoicing, payment validation. I currently use Square. Contractor assignment, scheduling via Google Calendar. Completion submissions and review and payout. So okay, a simplified workflow would look like a proposal is created, um the client approves it, the invoice is sent, payment must be validated, job

7:52is offered to contractors sequentially. Once accepted, the job locks, the contractor completes the job, completion materials are uploaded, admin review, and then payout is triggered. So, another thing is when it comes to the subcontractors, I give them 25% of the job of the offer price. I give them 25% once they approve it. Once they upload job completion forms, pictures, and videos, and on that job completion form the client is saying, "Hey, I'm happy with the service, right?" Then I need to be able to go through, approve it, and then I want the remaining 75% of what I'm offering to the client. I mean to

8:28the contractor paid to the contractor. Um so, that would be a part of the process. In terms of how much I pay the subcontractor, I pay them 30% of what I what the job price was. So, I need the details of the job to be sent to the subcontractor with my offer price and not show what the client

8:48paid me, if that makes sense. Um Um Yeah, please go on. Okay, okay. Um so, like things that are critical for me, I'm definitely going to need a clean airtable database structure, um clearly defined job stages and statuses, sequential assignment logic because I want the contractor I don't want the same contractor getting my jobs. I want it to move down my subcontractor list

9:13um in terms of job offers. And then I want assignment locking and stability and safeguards. Um so, how would you structure airtable for for something like this? Yeah, um thanks for explaining, but you I have still a few questions because uh this is really not clear about the actions and figures and actions. Uh like if we start from here, proposal creation, why we will create proposal? Is there a job post? Is there an invite or

9:41something like that? Yeah, so the client reaches out to me and they say, "Hey, we're interested in balloon decorations for our birthday party. This is the This is my theme. This is my color scheme. This is the event date, the time." I take all of those details and then create a custom proposal. So, I ask them for pictures of the space and then I create a proposal with consideration. So, in my proposal I need to be able to upload um a picture of that person's space and then also my

10:09proposed decorations for their space. I see. So, currently the way that I do proposals majority of the time are through emails. So, I'll include the details of the event, event date, event time, delivery address, color scheme, etc. And then I'm including the balloon colors that I'm using or any other type of decorations that I'm using.

10:29I include a picture of the venue. I include a proposed decoration for their space. And I include my terms and conditions in each of those uh proposals and email exchanges with the client. So, that's an example of what the proposal needs to have. Um and I need to be able to edit it until the client is like, "Okay, perfect. I like it. You can invoice me now." So, I need to be able to Once the client pays that invoice, I need to be able to take that job detail send it to the contractor, offer them 30% of what the client paid me and say, "Would you like this job?" And then the

11:06client the subcontractor gets to say yes or no. If they say yes, then the whole uh process Okay. The whole process The whole process starts like, I guess, running from there. If they say no, then it needs to move to the next subcontractor that's on the list. Okay. Um Yeah, so they reach out to you on phone number or is it a Zoom meeting or like

11:32that? Yeah, they reach I do marketing, so it could be they reach out through my website inquiry form. It could be phone, it could be email, it could be social media. Okay. So, let me guide you here. If it is a website form, we can make the automation like whenever the form is submitted, it will get the data of that form, create a proposal, and send it to client to approve. And if it is a call, for calling some clients some of my client were using Twilio, some were using JustCall. So, Twilio is a calling app where we can send calls and receive calls. And from there we can also get

12:06the summary of that call. Let's say a client client did call you, and whatever the summary it will be it will be sending that summary in make.com. So, based on that summary we can create proposal as well. So, this is the second scenario, but yeah, you can tell me other things that like email or any other forms as well. So, but yeah, we will need to use Twilio or specific

12:25apps from where we can get the triggers. And then we will make the actions of proposal creation and send it to client for approvals and things like that. Okay, okay. And I need to be able to cuz we create custom decorations. We don't have packages per se. Like it's custom with consideration of the color scheme. It's custom with consideration of their space. So, it would be helpful if those like a client's account gets created with consideration of what they submitted on the inquiry form or when

12:50they called we can create it. Um but we need to be able to get in there and upload different colors, different balloon colors. Do you know what I'm saying? Yeah, but like for custom balloon colors, is it no like there is no field in your web form? Um no, not for So, let me show you. Let me send you my Yeah, please send me your website. Uh what we can say is like if you can add the row manually in Airtable as well. If let's say the call is direct and you have more information, it is not from web form, you can add a row like this is

13:23a client name, this is the Um, like services they want, customizations, and according to that automation will only trigger when a row new row is added in airtable. It will generate the client approvals. Okay. Okay, got it. Yeah. Um. And sent you the website so that you can see the inquiry form. Okay. And then what is Okay.

13:42I can't see it on Upwork. Okay, it is Oh, I sent it through Okay. Okay. Okay. this video conversation.

13:55Okay, it takes some time to load up. Um, yeah. But yeah, it is a nice website. Yeah. Your name, email, event date, and brief. Okay. We need to analyze the brief or maybe some other fields. Um. And I can show you like an example of a proposal so you can get an idea of how

14:16you customize it. But um, that's that's it. I have a small inquiry form on the home page and then a longer one on the contact us page, hire us page. Okay. So, how would you structure airtable for something like this? Um. Yeah, airtable is um, like we can create a table and we will definitely need all of these fields like name, email, event date, delivery address, event time, and whatever the fields we are getting from

14:47clients. Um. Mhm. Yeah, and based on that we also need some other fields like for proposal, um, for a status of client approval. And um, yeah, let's say you added a row in airtable for all of the client's data. Automation will pick that row's data, create the proposal, and uh, put that proposal link in in the same field. Also, it will send it to you like, this is this was the new lead and the proposal is created for this. Here is the link. And uh, for client approval, what we can say is we we can specify the email like you send the proposal to client through

15:18automation from a specific mail. And if the automation will keep watching the replies of clients. If there is a reply, it will check if it is a positive or negative. If it is positive, it will change the status in the airtable column for the for the same lead. So, yeah, that will be client approval and what are the next steps in your

15:37scenario? Client payment workflow. Uh so, if let's say if it is a positive reply, we will have the update in the airtable. So, we'll set up the automation based on that airtable column. If it is a positive If there is update in airtable and it is positive reply, it will send the payment invoice or something like that from Square to your client. And there will be another automation that will be checking the Square payments. If something is paid to Square, it will search that client in airtable and there will be a column where it will be saying like paid or not paid. It will update the airtable row to

16:12paid like this client paid. So, yeah, this is this can be set up in this way. Okay. And then sometimes after um client pays, which I do try to tell them no changes can be made, but sometimes it still happens. So, if after the client, let's say, changes the time that we can come to arrive or they want to change one of the balloon colors, how can I make an update to the system um to their job I don't know what to call it, to the job order that allows for the subcontractor to see and be alerted that a change was made and be able to

16:47uh the like and be able to um verify that they saw that change and you know, so I can make sure that we're all on the same page. Yeah, for for sub-subcontractor part, we'll also create a another column for like subcontractor name. So, let's say the subcontractor name is Shuaib Azam. If you write the name of Shuaib Azam in the in the lead and for that client for your client, the automation will after the payment is paid, automation will send the send the details of the contract to your subcontractor. But, um yeah, we can also create another column uh that will be for send or not send. If let's say you

17:25have already sent the detail of a client to your subcontractor, you can just change the status to not send and then send. So, when you hit it again like send again, it will fetch the fresh data from your table. So, like of new balloons and everything you have updated in your table. And it will send that to

17:40your subcontractor. Okay, so is it possible for like the subcontractor to get a notification, "Change has been made to job order." See the change, then have to check it off or something like that or click a button so that I know that they saw the change and we are good to go? Oh, yeah, you will have to hit that manually in your table. Like, if there is a change from your client, he will approach you. You will have to go in your table, hit the button like not sent to send again. It will send it to your subcontractor and it will say like there is a change, "Please check

18:09the new instructions." Okay, and then can I can I have the subcontractor can be like make it so they have to check off the change? Like they have to put a check mark beside the change to ensure that we're on the same page. Um yeah, if you can if if you will give the access of your table to your subcontractor, they can check out and check. Uh or we can have another way as well like uh we'll say uh say in the mail, "Please reply yes or no." Uh like if if they have replied yes, automation will automatically check that row like

18:39subcontractor did check the new details. Okay, okay. And that's what I prefer. I just want to make sure that the subcontractor saw that change so that there's no they can't say like "Oh, I never saw that change." and anything like that. I just want them to be able to verify that they saw the change and we're on the same page and the system be able to note that when they when they made that um

19:01when they made that approval. Okay. And also I think there is a calendar automation for booking link. Oh, where how it will work like you want to book a meeting with your clients or something else? Um no. So, a lot of times when they reach out, we just communicate most of the time through email. So, I need to be able to I don't always need a phone call with them. I can create a custom proposal without even

19:25talking to them on the phone. Okay, so no need to calendar automation? Um like for a meeting? Yeah, I I if you see my screen, uh I'm on your like job post and it is saying like you want calendar automation as well. Yeah, so calendar automation would be for once the subcontractor says, "Hey, I'll take the job." I want it to be added to both of our calendars with both

19:48of us as like invites. Like I want it to be on I want it to automatically update to their calendar and my calendar saying Joe Smith will be doing this particular job. Um I don't understand the trigger part like Yes. Okay, so like typically after a job gets paid, I manually go into Google Calendar. I put the title of the job and the details like the event date event date, time, address, all that. I put it in the calendar and then I add my subcontractor to that um to that event that's on the calendar to make sure that we're both like it's on your calendar, it's on my calendar,

20:26we're good to go. Um so, that's what I want. I want once the subcontractor approves and says, "Yes, I will take this job." I want it to automatically update to both of our Google Calendars. Okay, okay, now I got it. So, the whenever the client paid, we need to create an automation like it will automatically create a event calendar and it will add your subcontractor as

20:43well there. Yeah, but the client's going to pay before the subcontractor approves it. So, yes, it'll be good for it to automatically update to the calendar once the client pays, but when the subcontractor pays, I need them to be added to that particular um Google Calendar event. Yeah, so you will pay your subcontractor manually and I think it will be better if you add that uh subcontractor manually in your Google uh calendar event because event will be created automatically. But yeah, whenever you pay your contractor, you can add

21:16add your subcontractor on that event. What do you think? Mhm, got it. Cuz originally what I was thinking was that it wasn't going to go on the calendar until the subcontractor approves the job. But I do like the idea of it being added to the calendar when the client pays because it is an officially paid event. Um but I was just trying to make it so that when the subcontractor approves the system automatically added the event to the calendar

21:47including the subcontractor. But I'm trying to figure out what's best now. For it to be added to the calendar once the client pays or added to the calendar once the subcontractor approves the job so I can ensure that Okay, you can like easily think on this and give me a structure uh but yeah, I I think we can we can set I would I would prefer for it to be added to the calendar once the client pays and I would prefer for it to automatically add the subcontractor once

22:17the subcontractor approves. Uh probably Is that possible? Oh, once the uh like how do you approve your sub how how do your subcontractor approve your do you apply them through call or through email? Through email but how I want to do it is I want this internal automation that we're working on. I want them to get the proposal through this internal um what do we call it? Um

22:39automation scenario, yeah. Automation. Yeah, I want them to I want them to be offered the job through this automation. I want them to be able to approve the job through the automation. I want them to be I want everything done I'm trying to eliminate as much manual task as possible. So I would prefer when When event is paid for it to be added to Google Calendar, I would prefer once the subcontractor approves the job for their name and their email address to be added to that

23:11Google Calendar event. Yeah. Yeah. So, please correct me if I'm wrong. Whenever the client pays, we will send the emails to all of your subcontractors and there will be an automation that will be analyzing if there is a reply in positive from first reply positive reply, it will update the airtable with the the sub contractor name and also uh

23:32Oh, no. Sorry, I just want to cut you off um so that I I can clear this up. So, once the client pays, I want a running list of my subcontractors. Let's say there's five people five subcontractors. I want it to sequentially I want jobs to be sequentially offered. I don't want everybody to be offered the job and then whoever applies first gets it. I want it to be offered to the first person on the list and then the next job offer would

23:54go to the second person. That's how I want it to be the jobs offered. Um I'll have to make a logic for this. Okay. Um Yeah. What we can see and do in this scenario then like whenever the row will be added in airtable, it will I think this might be more complex. Okay. I need to think on this. Um so, let's say if a client is paid, there will be a database a separate table in airtable that will have the name of the job a subcontractor with the job with the client. So, if the first contractor is assigned, the automation will check the the the chance is for second

24:32subcontractor now. So, it will assign that to second contractor and add that on the Google Calendar as well and add that on the airtable as well. So, yeah. Yeah, in this way we we can do that in this way. Okay. Okay. Okay, got it. Um okay. So, yeah. I want to make sure that like I'm trying to figure out cuz I'm trying to avoid issues happening um and miscommunication cuz I know in terms of terminology, I don't know the correct term, so um like what risks or challenges do you anticipate

25:02with a system like this? Uh yeah, main thing is the logic and yeah, I will I will face the problems in there, but yeah, I will need your help with the questions that will arise while developing. So, I'll ask you and if you will help me, I think uh we can figure it out. But yeah, I would like to know like the things we have discussed till now. Is there any other thing from the from this part or like this is the this

25:25is all? Um currently, it's everything. In my brain, that's everything, but I know as you probably ask me questions, things are going to like come up for better logic for this system. Yeah. Um but yeah, my my biggest desire is to just eliminate as much of the manual um workload on me and also be able to offer these jobs in a sequential order, have everything in the system to prevent me from making as many errors when it comes

25:56to this process. Um but yeah, so I know you offered a thousand, is that the is that your best or What's the best price? Yeah, I think this is the best price because I was I was believing this is this is really a $2,000 job because I've been working on a lot of projects in the past and according to my analysis, but yeah, I saw your budget was 500, but yeah, I tried my best to give you best offer. So, that's why I give you $1,000

26:22offer. Okay. Okay, got it. Okie dokie. Well, what I'm going to do is um I got to talk to one other person and then I'm going to make a decision. But you were saying it'll take three to four weeks, right? Um yeah, if it is not too urgent. If it is urgent, I can spend more time and uh

26:38we can wrap it up quickly as well. Okay, so what's the fastest you would be able to deliver? if we spend full time, I think 1 and 1/2 week. That can be doable. Okay. Okay. Okay, got it. All righty, and then can I show you I want to show you an example of like a proposal that I send the client if

26:57that's okay? Yes, please. Can you share your screen, please? Sure, let me find Let me find one that would be helpful. Yep. Well, maybe let me show you Canva cuz sometimes I create the proposals in Canva. Um, let me see. Okay, yeah. Now I can see. Okay, so like here um, I include the balloon colors. So this wouldn't be needed when it comes to proposal creation and different

27:23decorations that are going to go in it. Mhm. Um, and then I like to name the area that we're going to be decorating. So this is a picture of the actual space. Okay. The entrance to it and then I'm proposing the balloon decoration for this entrance. And then it's like ceiling balloon cluster, so I'm including a picture of the client space and then what I'm

27:42proposing and so on. Um, so visually I would like to be able to include all of this plus pricing, delivery and setup, and the terms and conditions. Okay. Um, these are uh, like uh, is there a place where we can access the uh, these pictures like on Google Drive or some other digital place? Um, I can add, yeah. I can add images to

28:05a Google Drive folder, yes. Okay. But I need But sometimes it could be custom. So say it's it's a theme we've never done before, I would need to be able to upload additional uh, images. I would need I would need to be able to have that ability. Um, okay. What what what my idea is here is like whenever the client approaches you whenever the row is added in your table, automation automatically create a Google Drive folder with that client name and you can put the pictures or all of your like digital part over there. So automation will analyze all the pictures and make a template uh, sorry, your

28:35proposal according to that. Okay. Okay, got it. Yeah. Um, but yeah, just And then I need to be able to say the client says, "Hey, we actually don't want this." I need to be be to delete it easily from the system that you're creating. Um or add something else, if that makes sense. Like add another decoration. So, I need to be able to customize and

28:58delete and add. Yeah, you you can you can delete the previous picture from the Google Drive and put the new one. So, automation will pick the new pictures and create the proposal again. Can I make edits to that particular proposal? Manually? Um yeah. Yeah, yeah, definitely. You can you will have the link. You can download that,

29:16make the edits and send it again. Okay. Okay, got it. Okay. All righty, sounds good. Well, I just wanted to like show you an example. But, I will definitely follow up with you. I'm going to make a decision by Wednesday. Since I want to get this started and done. But, yeah, if you have any questions in the meantime,

29:33definitely let me know. Yeah, sure. I will wait for your commands and final decision. So, yeah, we are just to start on this year. See you soon. Okay, sounds good. Well, thank you so much for your help. I appreciate it. Yeah, nice meeting you. See you soon. Bye. All righty, thank you. Bye-bye.