Advanced AI Business Assistant Development
Budget: $3,000 – $5,000 USD
AI Business Assistant — Full Project Specification
Budget: $4,500 · Duration: 6 weeks · Deployment: Cloud-hosted
Project Purpose
Build a cloud-hosted AI assistant that reads business emails and notes, extracts structured information, organizes it in Notion, and answers operational questions with full source attribution. The system must help track pending work, follow-ups, risks, and decisions across clients, vendors, employees, RFQs, and projects.
This is not a generic chatbot or simple summarizer. All answers must be grounded in actual source data.
Data Sources (In Scope)
Outlook
• Zoho CRM
• Telegram notes/messages
• Notion
Required Answer Types
The system must be able to answer:
• What is pending with a specific client, vendor, or employee?
• What should be followed up today?
• Which items are urgent or risky?
• Who is waiting for whom?
• What is pending for a specific RFQ, quotation, tender, or project?
• What was the last action or decision on this matter?
• Draft a professional reply based on the email/note context.
Structured Data Fields to Extract
The AI must extract and structure the following fields from all communications:
company/client/vendor · contact/person · RFQ/tender/quotation/project reference · task/action required · owner/responsible person · deadline · waiting-for party · risk level · next action · decision/update · source reference
Required Notion Structure
The Notion workspace must include the following databases with exact filter capabilities:
Database Key Filters Required
Companies / Clients / Vendors name, type, risk, status
Contacts company, person, role
RFQs / Tenders / Quotations / Projects reference, status, deadline, risk, waiting-for
Tasks / Follow-ups owner, due date, urgency, status, source
Decisions / Memory topic, date, related entity, source
Error Log / Manual Review reason flagged, original source, status
All databases must support filtering by: person · company · RFQ/project · task status · urgency/risk · waiting-for party · next action · source reference. Model number
Milestones & Deliverables
Milestone 1 — POC: Planning, Notion Design & Sample Data Processing
Duration: Week 1-2 · Budget: 25%· Release Condition: Working POC demo using sample exported data
Deliverables:
• Confirmed requirements and POC scope document
• Proposed architecture and tool list
• Estimated monthly running cost (itemized)
• Notion database structure (all 6 databases defined)
• Processing of sample exported emails/notes (end-to-end)
• Extraction of all required fields (companies, contacts, RFQs, tasks, owners, deadlines, risks, waiting-for, next actions, decisions)
• Creation/update of sample Notion records with source references
• Basic duplicate detection mechanism
• Error/manual review log
Acceptance Criteria:
• Sample data processes successfully end-to-end
• Notion records are created correctly and usably
• Extracted tasks and records are practically useful, not just structurally correct
• Source references are visible on every record
• Unclear or duplicate records are flagged in the error log
Milestone 2 — Searchable AI Memory & Pending-Status Q&A
Duration: Week 3 · Budget: 20%· Release Condition: AI memory and Q&A tested and verified
Deliverables:
• Searchable AI memory layer built from sample data
• Context-aware Q&A with answers by client, vendor, person, project, or RFQ
• Source-referenced answers (no unsupported AI responses)
• Professional reply drafting from email/note context
• Risk and urgency detection
• Dashboard/view for pending items and high-risk items
Acceptance Criteria — System must answer:
• What are all open tasks?
• What should be followed up today?
• What is pending by client/vendor/person/project?
• Which RFQs/projects are stuck or delayed?
• Which items are urgent or risky?
• Who is waiting for whom?
• Show the source behind each answer.
Milestone 3 — Production Architecture & First Live Integration
Duration: Week 4 · Budget: 20%· Release Condition: Architecture approved and one live/sandbox integration demonstrated
Deliverables:
• Production architecture covering Outlook, Zoho CRM, Notion, Telegram (optional/lower priority), and AI memory
• API/access requirements document
• Cloud backend/hosting recommendation and setup
• Security and permission documentation
• Expected monthly cost breakdown (itemized)
• Custom driver integration scope (if applicable)
• At least one working live or sandbox integration demonstrated (e.g., Outlook/Zoho → extraction pipeline, or Zoho CRM → Notion/AI memory, or Telegram → Notion/task capture)
Acceptance Criteria:
• Production path is clear and documented
• System does not require owner's laptop or PC to be online
• Required permissions and licenses are documented
• At least one integration is demonstrated or clearly validated
• All usage limits, API limits, and automation limits are documented
Milestone 4 — Workflow Refinement & Real Business Testing
Duration: Week 5 · Budget: 25% · Release Condition: Testing completed and agreed corrections implemented
Deliverables:
• Workflow optimization
• Improved AI extraction prompts
• Improved duplicate detection and manual review process
• Notion dashboard improvements
• Testing with agreed real or anonymized business cases
• Correction of agreed issues from testing
• Cost/performance review
Acceptance Criteria:
• Extracted data is clean and practically useful
• Notion dashboard is usable for daily operations
• AI answers remain source-based — no unsupported responses
• Manual review items are clearly flagged
• Monthly running cost remains within agreed estimate
Milestone 5 — Final Handover, Documentation & Production Roadmap
Duration: Week 6 · Budget: 10%· Release Condition: Full handover and documentation delivered
Deliverables:
• Final comprehensive demo
• Architecture documentation
• Notion structure handover
• AI prompts and instructions handover
• Workflow/automation logic documentation
• Database schema and data model
• Maintenance instructions and troubleshooting guide
• Known limitations document
• Final monthly running cost estimate
• Roadmap for future improvements
Acceptance Criteria:
• All documentation delivered clearly and completely
• Prompts, workflows, schemas, and configurations handed over
• System limitations explained honestly
• Owner understands how to operate and maintain the system independently
Mandatory Requirements
• System must run fully in the cloud — no dependency on owner's laptop or PC
• POC must use sample exported data before any live integration is attempted
• Source attribution is mandatory on every extracted record and every AI answer
• AI answers must not be speculative or unsupported — grounded in source data only
• Notion workspace must be practical and usable for daily business operations
• Gmail / Google Workspace must not be assumed unless technically justified
Do Not Bid If
• You cannot commit to cloud-only deployment
• You have no experience with AI/LLM integrations (minimum 2 years)
• You cannot provide itemized monthly cost estimates
• You require the owner's PC to be online for the system to function
• You cannot guarantee source attribution on all AI answers
Budget: $4,500 · Duration: 6 weeks · Deployment: Cloud-hosted
Project Purpose
Build a cloud-hosted AI assistant that reads business emails and notes, extracts structured information, organizes it in Notion, and answers operational questions with full source attribution. The system must help track pending work, follow-ups, risks, and decisions across clients, vendors, employees, RFQs, and projects.
This is not a generic chatbot or simple summarizer. All answers must be grounded in actual source data.
Data Sources (In Scope)
Outlook
• Zoho CRM
• Telegram notes/messages
• Notion
Required Answer Types
The system must be able to answer:
• What is pending with a specific client, vendor, or employee?
• What should be followed up today?
• Which items are urgent or risky?
• Who is waiting for whom?
• What is pending for a specific RFQ, quotation, tender, or project?
• What was the last action or decision on this matter?
• Draft a professional reply based on the email/note context.
Structured Data Fields to Extract
The AI must extract and structure the following fields from all communications:
company/client/vendor · contact/person · RFQ/tender/quotation/project reference · task/action required · owner/responsible person · deadline · waiting-for party · risk level · next action · decision/update · source reference
Required Notion Structure
The Notion workspace must include the following databases with exact filter capabilities:
Database Key Filters Required
Companies / Clients / Vendors name, type, risk, status
Contacts company, person, role
RFQs / Tenders / Quotations / Projects reference, status, deadline, risk, waiting-for
Tasks / Follow-ups owner, due date, urgency, status, source
Decisions / Memory topic, date, related entity, source
Error Log / Manual Review reason flagged, original source, status
All databases must support filtering by: person · company · RFQ/project · task status · urgency/risk · waiting-for party · next action · source reference. Model number
Milestones & Deliverables
Milestone 1 — POC: Planning, Notion Design & Sample Data Processing
Duration: Week 1-2 · Budget: 25%· Release Condition: Working POC demo using sample exported data
Deliverables:
• Confirmed requirements and POC scope document
• Proposed architecture and tool list
• Estimated monthly running cost (itemized)
• Notion database structure (all 6 databases defined)
• Processing of sample exported emails/notes (end-to-end)
• Extraction of all required fields (companies, contacts, RFQs, tasks, owners, deadlines, risks, waiting-for, next actions, decisions)
• Creation/update of sample Notion records with source references
• Basic duplicate detection mechanism
• Error/manual review log
Acceptance Criteria:
• Sample data processes successfully end-to-end
• Notion records are created correctly and usably
• Extracted tasks and records are practically useful, not just structurally correct
• Source references are visible on every record
• Unclear or duplicate records are flagged in the error log
Milestone 2 — Searchable AI Memory & Pending-Status Q&A
Duration: Week 3 · Budget: 20%· Release Condition: AI memory and Q&A tested and verified
Deliverables:
• Searchable AI memory layer built from sample data
• Context-aware Q&A with answers by client, vendor, person, project, or RFQ
• Source-referenced answers (no unsupported AI responses)
• Professional reply drafting from email/note context
• Risk and urgency detection
• Dashboard/view for pending items and high-risk items
Acceptance Criteria — System must answer:
• What are all open tasks?
• What should be followed up today?
• What is pending by client/vendor/person/project?
• Which RFQs/projects are stuck or delayed?
• Which items are urgent or risky?
• Who is waiting for whom?
• Show the source behind each answer.
Milestone 3 — Production Architecture & First Live Integration
Duration: Week 4 · Budget: 20%· Release Condition: Architecture approved and one live/sandbox integration demonstrated
Deliverables:
• Production architecture covering Outlook, Zoho CRM, Notion, Telegram (optional/lower priority), and AI memory
• API/access requirements document
• Cloud backend/hosting recommendation and setup
• Security and permission documentation
• Expected monthly cost breakdown (itemized)
• Custom driver integration scope (if applicable)
• At least one working live or sandbox integration demonstrated (e.g., Outlook/Zoho → extraction pipeline, or Zoho CRM → Notion/AI memory, or Telegram → Notion/task capture)
Acceptance Criteria:
• Production path is clear and documented
• System does not require owner's laptop or PC to be online
• Required permissions and licenses are documented
• At least one integration is demonstrated or clearly validated
• All usage limits, API limits, and automation limits are documented
Milestone 4 — Workflow Refinement & Real Business Testing
Duration: Week 5 · Budget: 25% · Release Condition: Testing completed and agreed corrections implemented
Deliverables:
• Workflow optimization
• Improved AI extraction prompts
• Improved duplicate detection and manual review process
• Notion dashboard improvements
• Testing with agreed real or anonymized business cases
• Correction of agreed issues from testing
• Cost/performance review
Acceptance Criteria:
• Extracted data is clean and practically useful
• Notion dashboard is usable for daily operations
• AI answers remain source-based — no unsupported responses
• Manual review items are clearly flagged
• Monthly running cost remains within agreed estimate
Milestone 5 — Final Handover, Documentation & Production Roadmap
Duration: Week 6 · Budget: 10%· Release Condition: Full handover and documentation delivered
Deliverables:
• Final comprehensive demo
• Architecture documentation
• Notion structure handover
• AI prompts and instructions handover
• Workflow/automation logic documentation
• Database schema and data model
• Maintenance instructions and troubleshooting guide
• Known limitations document
• Final monthly running cost estimate
• Roadmap for future improvements
Acceptance Criteria:
• All documentation delivered clearly and completely
• Prompts, workflows, schemas, and configurations handed over
• System limitations explained honestly
• Owner understands how to operate and maintain the system independently
Mandatory Requirements
• System must run fully in the cloud — no dependency on owner's laptop or PC
• POC must use sample exported data before any live integration is attempted
• Source attribution is mandatory on every extracted record and every AI answer
• AI answers must not be speculative or unsupported — grounded in source data only
• Notion workspace must be practical and usable for daily business operations
• Gmail / Google Workspace must not be assumed unless technically justified
Do Not Bid If
• You cannot commit to cloud-only deployment
• You have no experience with AI/LLM integrations (minimum 2 years)
• You cannot provide itemized monthly cost estimates
• You require the owner's PC to be online for the system to function
• You cannot guarantee source attribution on all AI answers