Business Systems Integration Specialist (Shopify + Pipedrive + QuickBooks Online) (Contract / freelance • Phased project • Remote) *Overview* We’re a B2B company running our core operations on Shopify (B2B store), Pipedrive (CRM), and QuickBooks Online (accounting). We need a specialist to clean up customer records and make our systems reliably stay in sync. This is not general IT support. This is business systems + integrations + data hygiene. *The problem* Right now, the same customer can exist multiple times across systems (or be mismatched), which breaks automation and makes reporting unreliable. We need a clean, consistent way to link the same customer across Shopify, Pipedrive, and QuickBooks and prevent duplicates going forward. *What success looks like* Within the first phase, we can: - Consistently link the same customer across Shopify, Pipedrive, and QBO (clear matching rules) - Stop new duplicates via guardrails and workflow changes - Ensure orders / customer activity in Shopify can drive the right updates in Pipedrive - Leave behind documentation + a simple maintenance playbook for a non-technical team *Scope of work (phased)* Phase 1 — Discovery (audit) - Review current setup, fields, and workflows across Shopify, Pipedrive, and QBO - Map how customer data is created and updated today - Identify where duplicates and mismatches are being introduced Phase 2 — Customer linking rules + standards - Define a customer linking key (what we use to match the same customer across systems) - Define matching and dedupe rules (what to do when records conflict) - Define field standards (company naming, emails, addresses, contacts) - Recommend practical guardrails to keep data clean (required fields, validation, process changes) Phase 3 — Cleanup + prevention - Support cleanup of existing records (dedupe + normalization) - Implement safeguards so new records follow the rules Phase 4 — Integrations (make it work end-to-end) - We want integrations that are reliable, traceable, and maintainable. - Ensure customer creation/updates flow cleanly across systems - Ensure Shopify order activity can update the correct Pipedrive records - Add basic monitoring/logging so failures are visible and fixable Phase 5 — Documentation + handoff - Clear documentation: system rules, mappings, and “how to maintain” - Short walkthrough/training (live or recorded) *Tools* Experience with automation/integration tools such as Make and/or n8n (or similar). We care more about clean mappings, reliability, and maintainability than any specific tool. *Required experience* - Proven work integrating Shopify + a CRM (Pipedrive preferred) + QuickBooks Online - Strong practical experience with customer record matching, deduping, and field standards - Experience building and maintaining automations/integrations (Make/n8n/Zapier/custom) - Ability to explain decisions and trade-offs clearly to non-technical stakeholders *Nice to have* - Familiarity with B2B / wholesale workflows in Shopify - Comfort with QuickBooks concepts (customers, invoices, payments) *Optional add-on (separate scope)* - Review Mailchimp/Pipedrive segmentation and recommend a clean data flow for newsletters/announcements *What to include in your proposal* - 1–2 examples of similar multi-system integration work - Your approach to customer linking + preventing duplicates - Your suggested phase plan and key risks/trade-offs - Estimated timing/cost structure (hourly or fixed-price by phase)