Hi, I run a simple, one person B2B coaching and training company (later I will hire a VA so we must have 2 access levels). To lighten my admin load and better focus on my business, I need a simple internal system in Google Workspace to run my business. I am therefore looking for a skilled freelancer to automate processes within Google Workspace using Sheets, Docs, Gmail, Drive, Forms, Apps Scrip and calendar. The ideal candidate will have experience in workflow automation and be able to optimize business processes efficiently. If you enjoy building simple, boring, robust systems that just work, this is a good fit. Development time is 2 days max. --- Details --- The system must: * generate proposals and invoices * track payments and pipeline * track sessions and clients * give me a clear dashboard This is not a CRM but a simple, lean operational system. Reality: * One group → multiple entities * One entity → multiple contacts (HR, sponsors, buyers) * One entity → multiple coachees served * Same person can move between companies and have several roles (coachee AND referring HR) I sell 4 products: * Coaching (sessions or cycles) * Seminars * Onboarding audits * Onboarding accelerators I also need to track: * who mandated the work * who referred me **EXPECTED RESULT** One Google Sheet that acts as: * control center * financial dashboard * pipeline tracker From this system I can: * generate proposal → send * generate invoice → send (manual input of payment status, no bank automation) * see cash, pipeline * see top clients and top referrers * generate timesheet at end of year or end of cycle * FOR LATER: get a reminder at mid-level and end of coaching cycle (with questionnaire, that is for later development) Assistant can run it without confusion. **TOOLS (MANDATORY)** Use only google ecosystems: * Google Sheets * Google Docs * Gmail * Google Drive * Google Forms * Google Apps Script Google calendar Will consider Looker if necessary (doubt it). No CRM. No external tools. **SYSTEM STRUCTURE** The system must include (open for discussion with you, this is easy to refine based on your experience and with AI) ### Companies Legal entities (billing) ### Contacts All people: * HR * sponsors * buyers * coachees * referrers One person = one record (even if they change companies) ### Deals Each sale must include: * company * product * amount * status * mandated by (buyer) * referred by --- ### Invoices * sequential numbering * VAT applied correctly * status tracking (will provide template and current numbering) --- ### Sessions * linked to coachee and deal * automatic from calendar * manual input possible --- ### Dashboard Must show: * cash received * outstanding invoices * pipeline * revenue by company * revenue by contact (who brings business) * number of coachees per contact * revenue by product * revenue by coaching type --- ## **FORMS (INPUT)** Create simple forms for: * new client / deal * manual session entry Forms must capture: * email * phone * job title * seniority * country * start date Optional: * date of birth * gender --- ## **DOCUMENT GENERATION** We will provide: * proposal template * invoice template * timesheet format System must: * fill templates automatically * generate PDF * save to Drive * send via Gmail (but ask for verification by human first) --- ## **VAT RULES** System must apply VAT based on: * Bulgaria → 20% * EU B2B → 0% (reverse charge) * EU B2C → VAT applies * non-EU → 0% We will provide detailed rules. --- ## **AUTOMATION** ### Proposal Button → generate + send ### Invoice Button → generate + send ### Calendar Read events → create sessions automatically (for timesheet). Sometimes sessions get canceled or added manually, must figure out how that will impact timesheet ## **IMPORTANT REQUIREMENTS** * Simple structure * Easy to understand * Easy to maintain * No hidden logic * No overengineering --- ## **FUTURE REQUIREMENT (NOT NOW)** The system must allow adding later: * vendor registration workflow * vendor portal tracking Do not build now, just leave room in structure. Same for final customer satisfaction questionnaire and mid level completion of coaching cycles. --- ## **DELIVERABLES** * Working Google Sheet * Apps Script code * Templates connected * Forms * Basic instructions Generating proposals and invoices must be ready to send via email BUT must allow for mandatory validation before hitting "send". --- ## **EXPECTED DURATION** one to two days max. Delivery in a few days --- ## **WHAT GOOD LOOKS LIKE** * Clean sheet * Clear logic * Few clicks to operate * Assistant can use it without asking questions * Data is reliable * Dashboard answers everything in 30 seconds --- ## **WHAT BAD LOOKS LIKE** * Overcomplicated structure * Too many tabs or fields * External tools added * Logic not understandable * System breaks easily * Requires developer to maintain --- ## **FINAL NOTE** I want a system that: * works every day * is simple * gives clarity Not something “impressive”. Something that **works**. --- TO APPLY Please include: Short description of similar Google Workspace automation projects High-level architecture you would propose Tools you would use and why Estimated timeline by phase