Objective
Migrate a lightweight FileMaker-based workflow into a modern, cloud-based system with automation and AI-assisted email follow-ups. The solution should be simple, modular, and future-proof.
Scope of Work:
Data Structure (Airtable preferred, SQL optional)
Tables: Models, Vendors, Customers, Quotes, Orders, Follow-ups.
Import legacy data (provided in CSV) into Airtable.
Ensure clean relationships (e.g., quote → customer, quote → vendor, order → quote).
Quote Workflow
Intake form for new quote requests.
Vendor-matching logic (choose preferred vendor or rank alternates by lead time + price).
Auto-generate Quote PDF (with logo, items, pricing, terms).
Store file + log status updates (Draft → Sent → Won/Lost).
Email Automation
Connect Gmail/Outlook for sending quotes.
Build 3-step follow-up sequence (Day 0, Day 3, Day 7).
AI step: personalize subject + body using customer and quote data.
Stop automation if quote is marked Won/Lost or customer replies.
Dashboard & Tracking
Dashboard showing:
Open quotes by stage
Pipeline metrics (win rate, avg margin)
Quotes at risk (e.g., >7 days with no reply)
Sales tracking: orders tied to quotes, vendor ETAs, status updates.
Optional: Retool or Looker Studio for nicer dashboards; Airtable Interface is acceptable.
Handoff & Documentation
Clean project handover with Loom video + setup notes.
Document automations and data structure.
Ensure it’s simple enough for non-technical users to maintain.
Deliverables
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