AI Integration Specialist Needed for WhatsApp, Gmail, Monday.com and Quotation Automation

# AI-Powered Business Automation System for Landscaping Company (WhatsApp, Email, CRM, Quotation & Design Workflow) ## About Us We are a growing landscaping and garden construction company based in the Netherlands. We design and build complete gardens, including: * Garden design * Garden construction * Outdoor lighting * Pergolas and canopies * Fencing * Planting plans * Paving and terraces * Maintenance We process hundreds of customer inquiries and quotations every year and are looking for an experienced AI Automation Specialist to help automate a significant part of our business operations. --- # Goal We are NOT looking for a simple chatbot. We are looking for a complete AI-powered business assistant that can help automate communication, administration, customer qualification, quotation preparation, project management and design workflows. The objective is to significantly reduce manual work and increase efficiency across the entire company. --- # Current Software Stack * Monday.com * WeFact * Google Workspace (Gmail) * Calendly * WhatsApp Business * WordPress (Divi) * Zapier * SketchUp * Enscape --- # Phase 1 – WhatsApp Automation ## Requirements Automatically analyze incoming WhatsApp messages. The AI should: * Identify whether the sender is: * New lead * Existing customer * Supplier * Job applicant * Other contact * Extract: * Name * Location * Service requested * Budget (if mentioned) * Urgency * Contact details * Generate professional draft responses * Suggest scheduling an appointment through Calendly when appropriate * Create or update records in Monday.com * Store conversation summaries ### Example Customer: "Hello, we would like a complete garden redesign in Berkel en Rodenrijs." AI identifies: * New lead * Garden redesign * Location And generates a suitable draft response. --- # Phase 2 – Email Automation ## Requirements Analyze incoming emails automatically. The AI should: * Classify emails: * New inquiries * Existing customers * Suppliers * Administration * Other * Determine priority level * Generate draft responses * Add Calendly links when appropriate * Update Monday.com automatically * Generate summaries --- # Phase 3 – AI Quotation Assistant Currently quotations are created manually. The goal is to significantly reduce the time required to create quotations. The system should: * Read information from: * Forms * Emails * WhatsApp conversations * Photos * Previous projects * Internal pricing structures * Generate quotation drafts * Suggest relevant items * Use existing pricing rules * Never send quotations automatically * Allow staff to review before sending --- # Phase 4 – SketchUp & Design Workflow Automation This is an extremely important phase. We create many garden designs using SketchUp and Enscape. We already have a large library of templates, models and recurring design elements. The objective is to reduce design time significantly. We are looking for ideas and solutions such as: ## Design Automation * Automatically generate design concepts from customer requirements * Reuse existing SketchUp templates intelligently * Automatically place recurring design elements * Build a searchable design library * AI-assisted layout suggestions * Faster creation of 2D and 3D garden concepts ## SketchUp Data Extraction We want to investigate whether data can be extracted directly from SketchUp models. Examples: * Paving areas * Artificial grass areas * Planting areas * Fence lengths * Pergola dimensions * Lighting quantities * Retaining walls * Decking areas --- # Phase 5 – Automatic Quantity Take-Off & Quotation Generation This phase could potentially create enormous time savings. The ideal solution would: * Read SketchUp project data * Extract measurements automatically * Generate material lists * Generate quantity take-offs * Link quantities to pricing rules * Generate quotation drafts automatically ### Example AI reads SketchUp model and determines: * 80 m² paving * 20 meters fencing * 15 m² artificial grass * 35 plants * 8 lighting fixtures And automatically prepares a draft quotation. --- # Phase 6 – Enscape Workflow Optimization We create many renders using Enscape. We are looking for ideas to: * Speed up rendering workflows * Automate scene setup * Reuse materials * Reuse lighting setups * Improve visualization efficiency * Reduce repetitive manual work --- # Future Expansion Potential future automations: * Lead qualification * Appointment scheduling * Customer follow-up sequences * Project management assistance * Internal knowledge base * Voice AI assistants * Reporting dashboards * Job scheduling optimization --- # Technical Requirements We are open to recommendations. Potential technologies may include: * OpenAI * ChatGPT * AI Agents * MCP * WhatsApp Business API * Monday API * Gmail API * Calendly API * WeFact API * SketchUp API * Python * Custom integrations --- # Important * We must remain owner of the system. * Source code and workflows must be delivered. * Full documentation required. * The system must be scalable. * We are looking for a long-term technology partner. * We prefer practical solutions that save real operational time. --- # Please Include In Your Proposal 1. Similar projects you have completed. 2. Recommended architecture. 3. Estimated budget. 4. Estimated timeline. 5. Examples of AI agents or automation systems you have built. 6. Experience with WhatsApp Business API. 7. Experience with SketchUp automation. 8. Experience with quotation automation. 9. Experience with CRM and project management integrations. 10. Suggestions for reducing design and quotation preparation time. **Important:** Please start your proposal with the words **"Garden AI"** so we know you have read the full project description.