CRM and Booking System Automation

Project Goals

Eliminate missed bookings or manual follow-up gaps.

Centralize all client and booking data.

Automate payment and deposit workflows using existing tools (Square + Google Workspace).

Modernize communication systems (phone + CRM).

Provide real-time dashboards for bookings, deposits, and event pipeline.

Scope of Work

2. Booking & CRM Automation

Implement a Monday.com-based CRM connected to n8n as the central automation engine.

Build automation for:

Online inquiry → Client record creation → Booking confirmation

Automatic draft invoice creation in Square

Deposit follow-up reminders (via email or task trigger)

Ensure client profiles auto-update with new details (guest count, dietary notes, etc.).

3. Phone System Modernization

Integrate RingCentral or Grasshopper with n8n.

Automate:

Call routing for new vs. existing clients

Voicemail transcription → push to Monday.com as notes

Click-to-call feature for outbound follow-ups

Distinction between business and personal calls.

4. Workflow Integrations

Sync confirmed bookings with Google Calendar automatically.

Set triggers for follow-ups, reminders, or callback tasks when events change.

Capture client updates (headcount, menu requests, etc.) from calls/texts into the CRM.

5. Payments & Invoicing

Maintain Square as the payment gateway.

Automate:

Draft → Live invoice updates

Deposit status tracking

Synchronization of invoices and receipts with the CRM for full visibility.

6. Reporting & Dashboards

Build real-time dashboards (via Monday.com or embedded tools) for:

Revenue tracking

Inquiry → Booking conversion rate

Upcoming events pipeline

Deposit/payment status

Source tracking (where leads originate)



Technical Environment

Core tools: Monday.com, Square, Google Workspace (Calendar + Gmail)

Telephony: RingCentral or Grasshopper (final platform TBD)

Automation engine: n8n (cloud-hosted or self-hosted, depending on recommendation)

Deliverables

Fully working n8n workflow system connecting all tools listed above.

Functional CRM automation inside Monday.com.

API-based integrations for booking, payments, and scheduling.

Documentation + video guide for admin users.

Post-launch support period.

Ideal Developer

Proven experience integrating Monday.com, Square, and Google APIs via n8n.

Strong background in building event-based automations (e.g., webhook triggers, conditional logic).

Familiar with telephony APIs (RingCentral, Twilio, or Grasshopper).

Can deliver clear documentation and communicate in structured, milestone-based sprints.

Next Steps

Please include in your reply:

A brief summary of relevant n8n projects you’ve completed.

Estimated timeline for completion of the scope above.

Any tool recommendations (plugins, hosting, authentication).

Your hourly or project-based quote.