AI Automation for my construction estimation business

## AI Automation Developer Needed for Construction Estimating Business We are a construction estimating and quantity takeoff company looking for an experienced **AI Automation Developer** to build an automated workflow for our business. The goal is to reduce manual administrative work, organize incoming project information automatically, and create a scalable outbound marketing system for lead generation. ### Main Automation Requirements #### 1. Incoming Client Email → Project Data Extraction We receive project requests from clients through email. The automation should monitor incoming emails, use AI to understand the email content, and automatically extract important project information. Information may include: * Client/company name * Client email address * Project name * Project location, if available * Bid/project due date * Project description or scope * Construction trade/division, if available * Links to project drawings/documents * Google Drive links * Dropbox links * OneDrive/SharePoint links * BuildingConnected or other project links * Attachments, if applicable * Additional notes/instructions from the client The extracted information should automatically be added to a structured **Google Sheet**. Example columns: **Date Received | Client Name | Client Email | Company | Project Name | Project Location | Due Date | Scope/Trade | Drawing Link | Status | Notes** The AI should be able to process emails even when clients use different wording or email formats. ### 2. Project Link & Document Handling If a client provides a cloud-storage or project-document link, the system should identify and capture that link correctly. Depending on technical feasibility, we would also like the system to: * Detect multiple links in one email * Identify which link contains drawings/project files * Save relevant attachment information * Flag emails where important information is missing * Avoid creating duplicate project entries * Update an existing project when the client sends revised drawings or additional information ### 3. AI-Based Email Classification The system should determine whether an incoming email is: * A new estimating project * A revision/update to an existing project * A client question * A general business email * A marketing/non-project email Only relevant project information should be added to the project tracking workflow. ### 4. Outbound Marketing / Lead Generation Automation The second part of the project is to create an outbound email automation system for generating leads for our construction estimating business. The system should be capable of: * Importing leads from Google Sheets/CSV/CRM * Personalizing emails using company/contact information * Sending email sequences * Sending automated follow-ups * Stopping follow-ups when a prospect replies * Tracking sent emails and responses * Updating lead status automatically * Managing unsubscribe/opt-out requests * Preventing duplicate outreach * Applying reasonable sending limits and deliverability safeguards We already have experience with construction-industry outreach, so we are primarily looking for someone to build the **technical automation and AI workflow**, not simply write email templates. ### Possible Technology Stack We are open to recommendations, but experience with some of the following would be valuable: * n8n * Make.com * Zapier * OpenAI API / LLM APIs * Gmail API * Microsoft Outlook / Microsoft Graph API * Google Sheets API * Google Drive API * Dropbox API * OneDrive / SharePoint * Webhooks * Python * REST APIs * CRM integrations * Email sending platforms We are not committed to a specific automation platform. We want the developer to recommend the most reliable, scalable, and cost-effective architecture. ### Important Requirements The system should be: * Reliable * Easy for our team to use * Scalable * Well organized * Secure * Able to handle different email formats * Able to recover from errors * Designed to avoid duplicate data * Easy to modify later * Properly documented Human review should also remain possible where the AI is uncertain about extracted information. ### Deliverables We expect the selected developer to provide: 1. Complete incoming-email automation 2. AI-powered project data extraction 3. Google Sheets integration 4. Project link/attachment detection 5. Duplicate and revision handling 6. Outbound marketing email automation 7. Follow-up and reply detection 8. Lead/status tracking 9. Error handling and logging 10. Testing with real-world sample emails 11. Documentation of the workflow 12. Training/handover explaining how our team can operate and modify the system ### When Applying Please include: * Examples of similar AI automation projects you have built * Your experience with email APIs and Google Sheets * Your experience with n8n, Make, Zapier, or similar platforms * Your experience using OpenAI/LLMs for structured data extraction * Which technology stack you recommend for this project * How you would handle email attachments and cloud-storage links * How you would identify revisions to existing projects * How you would prevent duplicate projects and duplicate marketing emails Please start your proposal with **“Construction AI Automation”** so we know you have read the full project description. We are looking for someone who can not only connect APIs, but also understand the business workflow and build a system that is reliable enough to use in daily operations. If the initial automation works well, there will likely be additional automation projects as we continue expanding our internal systems.