n8n + Airtable Automation Specialist
Budget: $250 – $750 USD
Project Overview
We are seeking an experienced n8n automation and Airtable specialist to build the Automation layer for an existing robust Platform built in Airtable, which contains Project and operations-based Project management information. This Scope is part of a long-run, multi-phased project, and we are looking for someone who is happy and motivated to work with us till the end this development journey.
The scope for this initial Plase 1 is to automate workflows in n8n and Make.com, integrating Airtable, Fillouts (an easy-to-use no-code tool fully integrated with Airtable), n8n, Make, Microsoft Teams, and WhatsApp.
Part of the scope is the development of AI agents capable of understanding natural language and:
- Consulting project data (which is structured in Airtable bases),
- Responding as a chatbot to the different user queries (related to airtable based activity status, deadlines, previous comments, etc.)
- Recommending next actions to the users, acting as a predefined role, and
- Generating content such as procedure outlines, checklist, and reports.
The goal is to streamline operations and project management by combining structured automation with contextual AI, providing our internal teams and our external clients an intuitive, efficient, and scalable system.
Scope of Work:
+Form & Data Workflows
- Building of Trigger on form submissions using Fillouts (e.g., adding comments, requests for deadline or accountable changes).
- Create/Update Airtable structured records in the Activity List table, modifying structured records and their fields such as: Responsible, progress status, start and end dates, comments. The Activity List table in Airtable might have relationships with other tables, such as the Comments table, which keeps the log of comments originated from both the chatbot history (AI agents in n8n) and from formal comments introduced by Forms through Fillouts.
- Create the necessary workflows for Approvals via email for sensitive changes (e.g., deadlines, Accountable), with conditional routing, considering the Accountable Department and Managers based on predefined rules. These approvals can be sent to the relevant manager via an MS Teams message and/or email, with the ability to approve the change with a single click of a button, and to add a deadline at that moment.
- Structure Fireflies notetaker information and action item and structure that data in Airtable (Parsing structured Fireflies action item data into Airtable, separating action, responsible, deadline).
+Communication Workflows
- Send automated notifications via Microsoft Teams and WhatsApp, triggered by:
Overdue or upcoming activities;
As a Follow up activity;
New comments on activities of interest for the notification receiver;
- Release of a new report or checklist;
- Configurable to support different client domains and user groups;
+ Building of AI Agents in n8n for the following use cases:
- AI Agent-driven chatbot to respond to user queries based on Airtable based on existing structured information and previous conversations history.
- AI Agents that recommend next steps based on Airtable conditions.
- AI Agents that generate content on request: draft reports, executive summaries, checklists, procedures.
- AI Agents that create or update activities, comments, responsible, deadline, parsing structured chat bot data into Airtable.
all of the above AI Agent required a set of "dynamic system instructions" based on the context given by a combination of Airtable variables content.
+System Architecture & Guidelines
- Modular workflows for reuse across multiple clients
- Airtable acts as the backend database with tables for: Activities, Deliverables, Comments (log) and other Project information
- Client configuration (credentials, domains, communication groups)
- Designed to be easily scalable and deployable per client, with domain-specific settings
- Workflows must include: Error handling with retries, Logging for traceability, Alerts for failures sent via Teams/WhatsApp
- Documentation and basic training materials for handoff
+ Tech Stack
- n8n (required)
- Airtable API (Create record, update record, find record list) (required)
- Fillouts (Forms)
- Microsoft Teams (API / Webhooks) (required)
- WhatsApp API (Twilio or 360Dialog) (required)
- OpenAI and other LLM model's APIs (required)
- Webhooks, REST API, JSON
- Fireflies.ai for meeting action capture
+ Project Details
- Budget: $250–$750 USD (fixed price)
- Timeline: 10–14 days from kickoff
- Milestones:
Initial deployment of form and data workflows
Messaging integration fully operational
AI agent logic implemented
Final QA, documentation, and handover
+You’re a great fit if you have:
- Deep experience in n8n automation
- Proven ability with Airtable solutions and integrations
- Familiarity with Microsoft Teams and WhatsApp messaging APIs
- Skills in conversational agents powered by OpenAI and other LLMs
- Experience designing systems for operations streamlining and project management
- Strong logic design, clean documentation, and scalability mindset
+To apply please include:
- A short summary of your experience with n8n, Airtable, Microsoft Teams/WhatsApp integrations, and OpenAI.
- Screenshots or links to similar workflow builds.
- Your availability over the next 14 days.
- Confirmation that you are comfortable with the fixed budget and tool stack.
We’re excited to collaborate with a detail-driven professional who can help us bring intelligent automation to our Operational Readiness platform.
We are seeking an experienced n8n automation and Airtable specialist to build the Automation layer for an existing robust Platform built in Airtable, which contains Project and operations-based Project management information. This Scope is part of a long-run, multi-phased project, and we are looking for someone who is happy and motivated to work with us till the end this development journey.
The scope for this initial Plase 1 is to automate workflows in n8n and Make.com, integrating Airtable, Fillouts (an easy-to-use no-code tool fully integrated with Airtable), n8n, Make, Microsoft Teams, and WhatsApp.
Part of the scope is the development of AI agents capable of understanding natural language and:
- Consulting project data (which is structured in Airtable bases),
- Responding as a chatbot to the different user queries (related to airtable based activity status, deadlines, previous comments, etc.)
- Recommending next actions to the users, acting as a predefined role, and
- Generating content such as procedure outlines, checklist, and reports.
The goal is to streamline operations and project management by combining structured automation with contextual AI, providing our internal teams and our external clients an intuitive, efficient, and scalable system.
Scope of Work:
+Form & Data Workflows
- Building of Trigger on form submissions using Fillouts (e.g., adding comments, requests for deadline or accountable changes).
- Create/Update Airtable structured records in the Activity List table, modifying structured records and their fields such as: Responsible, progress status, start and end dates, comments. The Activity List table in Airtable might have relationships with other tables, such as the Comments table, which keeps the log of comments originated from both the chatbot history (AI agents in n8n) and from formal comments introduced by Forms through Fillouts.
- Create the necessary workflows for Approvals via email for sensitive changes (e.g., deadlines, Accountable), with conditional routing, considering the Accountable Department and Managers based on predefined rules. These approvals can be sent to the relevant manager via an MS Teams message and/or email, with the ability to approve the change with a single click of a button, and to add a deadline at that moment.
- Structure Fireflies notetaker information and action item and structure that data in Airtable (Parsing structured Fireflies action item data into Airtable, separating action, responsible, deadline).
+Communication Workflows
- Send automated notifications via Microsoft Teams and WhatsApp, triggered by:
Overdue or upcoming activities;
As a Follow up activity;
New comments on activities of interest for the notification receiver;
- Release of a new report or checklist;
- Configurable to support different client domains and user groups;
+ Building of AI Agents in n8n for the following use cases:
- AI Agent-driven chatbot to respond to user queries based on Airtable based on existing structured information and previous conversations history.
- AI Agents that recommend next steps based on Airtable conditions.
- AI Agents that generate content on request: draft reports, executive summaries, checklists, procedures.
- AI Agents that create or update activities, comments, responsible, deadline, parsing structured chat bot data into Airtable.
all of the above AI Agent required a set of "dynamic system instructions" based on the context given by a combination of Airtable variables content.
+System Architecture & Guidelines
- Modular workflows for reuse across multiple clients
- Airtable acts as the backend database with tables for: Activities, Deliverables, Comments (log) and other Project information
- Client configuration (credentials, domains, communication groups)
- Designed to be easily scalable and deployable per client, with domain-specific settings
- Workflows must include: Error handling with retries, Logging for traceability, Alerts for failures sent via Teams/WhatsApp
- Documentation and basic training materials for handoff
+ Tech Stack
- n8n (required)
- Airtable API (Create record, update record, find record list) (required)
- Fillouts (Forms)
- Microsoft Teams (API / Webhooks) (required)
- WhatsApp API (Twilio or 360Dialog) (required)
- OpenAI and other LLM model's APIs (required)
- Webhooks, REST API, JSON
- Fireflies.ai for meeting action capture
+ Project Details
- Budget: $250–$750 USD (fixed price)
- Timeline: 10–14 days from kickoff
- Milestones:
Initial deployment of form and data workflows
Messaging integration fully operational
AI agent logic implemented
Final QA, documentation, and handover
+You’re a great fit if you have:
- Deep experience in n8n automation
- Proven ability with Airtable solutions and integrations
- Familiarity with Microsoft Teams and WhatsApp messaging APIs
- Skills in conversational agents powered by OpenAI and other LLMs
- Experience designing systems for operations streamlining and project management
- Strong logic design, clean documentation, and scalability mindset
+To apply please include:
- A short summary of your experience with n8n, Airtable, Microsoft Teams/WhatsApp integrations, and OpenAI.
- Screenshots or links to similar workflow builds.
- Your availability over the next 14 days.
- Confirmation that you are comfortable with the fixed budget and tool stack.
We’re excited to collaborate with a detail-driven professional who can help us bring intelligent automation to our Operational Readiness platform.