Automation Specialist Needed – Email → ChatGPT → SimproFreelanceJobs • Canada
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Automation Specialist Needed – Email → ChatGPT → Simpro
FreelanceJobs
- Canada
- Canada
À propos
We are looking for an experienced automation specialist to design and implement a workflow that automates the processing of purchase/work orders received via email into our CRM system (Simpro).
Current Process
- Purchase orders / works orders arrive in a shared inbox.
Information is either:
- In the body of the email, or
- Attached as a PDF.
There is no standard format, but documents typically include:
- Purchase order number
- Site name and address
- Assets to be inspected
- Frequency of visits
- Number of visits per year
- Other job notes
This information is manually reviewed and entered into Simpro CRM, which involves:
- Checking if the site already exists
- Creating a new site if needed
- Checking whether assets already exist
- Creating or updating assets
- Setting up recurring service schedules
- Applying the PO to the correct job or contract
The Simpro process is relatively consistent but includes conditional logic and multiple steps.
What We Want to Build
We would like to automate this workflow using:
- Zapier (Simpro integration available)
- ChatGPT (Business subscription)
- Simpro API (if needed for advanced logic)
Proposed Flow:
- Trigger on new email in shared inbox
- Extract email body and/or PDF content
- Use ChatGPT to extract structured data (JSON output)
Apply conditional logic:
- Check if site exists in Simpro
- Create or update site if needed
- Check/create/update assets
- Set up recurring visits
- Create/update job in Simpro with correct PO and scheduling
We are open to recommendations on architecture (Zapier only vs custom middleware vs direct API integration).
Scope of Work
- Design technical workflow
- Build and test automation
- Handle PDF text extraction
- Build ChatGPT structured extraction prompt
- Implement conditional logic
- Integrate with Simpro via Zapier and/or API
- Error handling & logging
- Documentation of solution
- Required Experience
- Strong experience with Zapier (multi-step zaps, paths, webhooks)
- Experience working with APIs (REST)
- Experience integrating with CRMs
- Experience with ChatGPT/OpenAI API for structured data extraction
- Experience with PDF parsing / document processing
- Ability to design reliable automation with edge-case handling
Nice to Have:
- Previous Simpro integration experience
- Experience with or custom middleware
- Experience building robust internal automation systems
Deliverables
- Fully functioning automated workflow
- Tested against sample POs
- Clear documentation
- Recommendations for scaling / future improvements
To Apply
Please include:
- Examples of similar automation projects you've built
- Your recommended approach (high-level)
- Estimated timeline
- Estimated budget range
We are looking for someone who can design this properly rather than just connect a simple zap.
We have a lot of similar processes that I would like to automate, so there may well be more work to do.
Contract duration of less than 1 month. with 30 hours per week.
Mandatory skills: API Development, Payment Gateway Integration, CRM Software, RESTful API, Automation, AI Agent Development, AI Chatbot, Zapier, Simpro
Compétences linguistiques
- English
Avis aux utilisateurs
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