Automation System - Jotform, Airtable, Make.com, Twilio
Budget: $30 – $250 USD
PROJECT
Build one working automation system using Jotform, Airtable, Make.com, and Twilio.
This is a strict execution project.
Do not redesign it.
Do not simplify it.
Do not add features unless I approve them first.
PAYMENT maximum payout $250
This is a pass/fail project.
Your accepted bid amount is the contract price.
Payment is released only if the full system works exactly as written below and all required tests pass.
No partial completion.
No “mostly done.”
No payment for effort alone.
GOAL
Build a system that does all of the following:
1. Captures homeowner intake data from Jotform.
2. Sends that data into Airtable.
3. Tracks case status and deadlines in Airtable.
4. Sends SMS reminders through Twilio based on exact conditions.
5. Prevents duplicate reminder messages.
6. Sends weekly follow-up messages only while HOPE Status = Submitted.
7. Stops weekly follow-up immediately when HOPE Status changes to Approved or Denied.
8. Passes all required tests listed below.
TOOLS
Jotform
Airtable
Make.com
Twilio
SYSTEM FLOW
Jotform → Make.com → Airtable
Airtable → Make.com → Twilio
AIRTABLE
Create one Airtable table named:
Property Tax Cases
Create these exact Airtable fields:
1. Name — Single line text
2. Phone — Single line text
3. Address — Single line text
4. HOPE Status — Single select with these exact options:
Not Started
Submitted
Approved
Denied
5. Documents Complete — Checkbox
6. Missing Documents — Long text
7. HOPE Deadline — Date
8. Follow-Up Date — Date
9. Date Submitted — Date
10. 14-Day Alert Sent — Checkbox
11. 7-Day Alert Sent — Checkbox
12. Missing Docs SMS Sent Date — Date and time
13. Last Weekly SMS Sent Date — Date and time
14. Risk Level — Formula field
Use this exact Airtable formula for Risk Level:
IF(
{HOPE Status}="Approved",
"LOW",
IF(
{HOPE Status}="Denied",
"HIGH",
IF(
{Documents Complete}=0,
"HIGH",
IF(
DATETIME_DIFF({HOPE Deadline}, TODAY(), 'days')<=7,
"HIGH",
IF(
DATETIME_DIFF({HOPE Deadline}, TODAY(), 'days')<=14,
"MEDIUM",
"LOW"
)
)
)
)
)
JOTFORM
Create one Jotform intake form with these exact fields:
1. Name
2. Phone
3. Address
4. Documents Ready — Yes/No
5. List Missing Documents — Long text
JOTFORM TO AIRTABLE MAPPING
The Jotform must send data into Airtable through Make.com.
Required mapping:
- Name → Name
- Phone → Phone
- Address → Address
- If Documents Ready = Yes, set Documents Complete = checked
- If Documents Ready = No, set Documents Complete = unchecked
- If List Missing Documents has text, map it into Missing Documents
- Set HOPE Status = Not Started when the Airtable record is first created
- Set 14-Day Alert Sent = unchecked
- Set 7-Day Alert Sent = unchecked
MAKE.COM SCENARIOS
Build these exact scenarios.
SCENARIO 1 — NEW INTAKE TO AIRTABLE
Trigger:
New Jotform submission
Required actions:
1. Watch new Jotform submissions
2. Create a new record in Airtable table “Property Tax Cases”
3. Map all required fields exactly as stated above
4. Set default values exactly as stated above
SCENARIO 2 — 14-DAY REMINDER
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- HOPE Deadline is exactly 14 days from today
- Phone is not empty
- 14-Day Alert Sent is not checked
- HOPE Status is not Approved
- HOPE Status is not Denied
Required action:
Send Twilio SMS with this exact message:
Reminder: Your property tax application must be submitted before the deadline.
After successful send:
Update Airtable and check 14-Day Alert Sent
SCENARIO 3 — 7-DAY URGENT REMINDER
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- HOPE Deadline is exactly 7 days from today
- Phone is not empty
- 7-Day Alert Sent is not checked
- HOPE Status is not Approved
- HOPE Status is not Denied
Required action:
Send Twilio SMS with this exact message:
URGENT: You must act now or risk denial.
After successful send:
Update Airtable and check 7-Day Alert Sent
SCENARIO 4 — MISSING DOCUMENTS ALERT
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- Documents Complete is unchecked
- Phone is not empty
- Missing Docs SMS Sent Date is empty
- HOPE Status is not Approved
- HOPE Status is not Denied
Required action:
Send Twilio SMS with this exact message:
You are missing required documents. Your application will be denied.
After successful send:
Update Airtable and set Missing Docs SMS Sent Date to current date and time
This scenario must send once and then stop.
It must not send the same missing-documents message every day.
SCENARIO 5 — START WEEKLY FOLLOW-UP WHEN STATUS BECOMES SUBMITTED
Trigger:
Airtable update or scheduled Make.com logic that detects when HOPE Status becomes Submitted
Required actions:
1. If Date Submitted is empty, set Date Submitted = current date
2. Set Follow-Up Date = current date plus 7 days
SCENARIO 6 — WEEKLY FOLLOW-UP WHILE STATUS REMAINS SUBMITTED
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- HOPE Status = Submitted
- Follow-Up Date = today
- Phone is not empty
Required action:
Send Twilio SMS with this exact message:
Checking status of your application. Please respond if needed.
After successful send:
1. Set Last Weekly SMS Sent Date = current date and time
2. Set Follow-Up Date = current date plus 7 days
STOP RULE
The weekly follow-up must stop automatically if HOPE Status changes from Submitted to Approved or Denied.
No more weekly follow-up messages may be sent once status is Approved or Denied.
TWILIO REQUIREMENT
If this system is sending SMS messages to US phone numbers using a Twilio 10DLC number, Twilio registration and compliance setup must be completed correctly before final testing.
The freelancer must confirm the Twilio messaging setup is ready for live US delivery testing.
WHAT I MUST BE ABLE TO SEE IN AIRTABLE
I must be able to open Airtable and clearly see:
- the homeowner record
- the HOPE Status
- the deadline
- whether the 14-day alert was sent
- whether the 7-day alert was sent
- whether the missing-documents alert was sent
- when the last weekly SMS was sent
- the next follow-up date
- the risk level
TESTS THAT MUST PASS
TEST 1 — NEW INTAKE TEST
Submit a Jotform test entry.
Expected result:
- Airtable record is created
- mapped fields appear correctly
- HOPE Status defaults to Not Started
- 14-Day Alert Sent is unchecked
- 7-Day Alert Sent is unchecked
TEST 2 — 14-DAY REMINDER TEST
Set HOPE Deadline to exactly 14 days from today.
Make sure 14-Day Alert Sent is unchecked.
Expected result:
- reminder SMS sends successfully
- 14-Day Alert Sent becomes checked
TEST 3 — 7-DAY REMINDER TEST
Set HOPE Deadline to exactly 7 days from today.
Make sure 7-Day Alert Sent is unchecked.
Expected result:
- urgent SMS sends successfully
- 7-Day Alert Sent becomes checked
TEST 4 — MISSING DOCUMENTS TEST
Set Documents Complete to unchecked.
Set Missing Docs SMS Sent Date to empty.
Expected result:
- missing-documents SMS sends successfully
- Missing Docs SMS Sent Date is filled in
TEST 5 — WEEKLY FOLLOW-UP TEST
Set HOPE Status to Submitted.
Set Follow-Up Date to today.
Expected result:
- weekly follow-up SMS sends successfully
- Last Weekly SMS Sent Date is updated
- Follow-Up Date moves forward by 7 days
TEST 6 — WEEKLY FOLLOW-UP STOP TEST
After Test 5, change HOPE Status from Submitted to Approved.
Expected result:
- no further weekly follow-up SMS messages are sent
PROOF REQUIRED
Before project completion, you must show proof of the tests.
Proof must include:
- screenshots of Airtable record results
- screenshots of Make.com scenario runs
- proof of Twilio message execution or delivery log
PROJECT COMPLETION STANDARD
Project is complete only if:
- all fields exist exactly as required
- all scenarios are built
- all SMS messages use the exact required wording
- duplicate alerts are prevented
- weekly follow-up stops correctly
- and all tests pass
If any part does not work exactly as specified, the project is incomplete.
FINAL CONFIRMATION REQUIRED
Reply and confirm all of the following before starting:
1. You understand you are building exactly what is written here.
2. You will not change the system logic unless I approve it first.
3. You understand this is a pass/fail project.
4. You understand payment is released only if all required tests pass.
Reply with:
CONFIRMED
Build one working automation system using Jotform, Airtable, Make.com, and Twilio.
This is a strict execution project.
Do not redesign it.
Do not simplify it.
Do not add features unless I approve them first.
PAYMENT maximum payout $250
This is a pass/fail project.
Your accepted bid amount is the contract price.
Payment is released only if the full system works exactly as written below and all required tests pass.
No partial completion.
No “mostly done.”
No payment for effort alone.
GOAL
Build a system that does all of the following:
1. Captures homeowner intake data from Jotform.
2. Sends that data into Airtable.
3. Tracks case status and deadlines in Airtable.
4. Sends SMS reminders through Twilio based on exact conditions.
5. Prevents duplicate reminder messages.
6. Sends weekly follow-up messages only while HOPE Status = Submitted.
7. Stops weekly follow-up immediately when HOPE Status changes to Approved or Denied.
8. Passes all required tests listed below.
TOOLS
Jotform
Airtable
Make.com
Twilio
SYSTEM FLOW
Jotform → Make.com → Airtable
Airtable → Make.com → Twilio
AIRTABLE
Create one Airtable table named:
Property Tax Cases
Create these exact Airtable fields:
1. Name — Single line text
2. Phone — Single line text
3. Address — Single line text
4. HOPE Status — Single select with these exact options:
Not Started
Submitted
Approved
Denied
5. Documents Complete — Checkbox
6. Missing Documents — Long text
7. HOPE Deadline — Date
8. Follow-Up Date — Date
9. Date Submitted — Date
10. 14-Day Alert Sent — Checkbox
11. 7-Day Alert Sent — Checkbox
12. Missing Docs SMS Sent Date — Date and time
13. Last Weekly SMS Sent Date — Date and time
14. Risk Level — Formula field
Use this exact Airtable formula for Risk Level:
IF(
{HOPE Status}="Approved",
"LOW",
IF(
{HOPE Status}="Denied",
"HIGH",
IF(
{Documents Complete}=0,
"HIGH",
IF(
DATETIME_DIFF({HOPE Deadline}, TODAY(), 'days')<=7,
"HIGH",
IF(
DATETIME_DIFF({HOPE Deadline}, TODAY(), 'days')<=14,
"MEDIUM",
"LOW"
)
)
)
)
)
JOTFORM
Create one Jotform intake form with these exact fields:
1. Name
2. Phone
3. Address
4. Documents Ready — Yes/No
5. List Missing Documents — Long text
JOTFORM TO AIRTABLE MAPPING
The Jotform must send data into Airtable through Make.com.
Required mapping:
- Name → Name
- Phone → Phone
- Address → Address
- If Documents Ready = Yes, set Documents Complete = checked
- If Documents Ready = No, set Documents Complete = unchecked
- If List Missing Documents has text, map it into Missing Documents
- Set HOPE Status = Not Started when the Airtable record is first created
- Set 14-Day Alert Sent = unchecked
- Set 7-Day Alert Sent = unchecked
MAKE.COM SCENARIOS
Build these exact scenarios.
SCENARIO 1 — NEW INTAKE TO AIRTABLE
Trigger:
New Jotform submission
Required actions:
1. Watch new Jotform submissions
2. Create a new record in Airtable table “Property Tax Cases”
3. Map all required fields exactly as stated above
4. Set default values exactly as stated above
SCENARIO 2 — 14-DAY REMINDER
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- HOPE Deadline is exactly 14 days from today
- Phone is not empty
- 14-Day Alert Sent is not checked
- HOPE Status is not Approved
- HOPE Status is not Denied
Required action:
Send Twilio SMS with this exact message:
Reminder: Your property tax application must be submitted before the deadline.
After successful send:
Update Airtable and check 14-Day Alert Sent
SCENARIO 3 — 7-DAY URGENT REMINDER
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- HOPE Deadline is exactly 7 days from today
- Phone is not empty
- 7-Day Alert Sent is not checked
- HOPE Status is not Approved
- HOPE Status is not Denied
Required action:
Send Twilio SMS with this exact message:
URGENT: You must act now or risk denial.
After successful send:
Update Airtable and check 7-Day Alert Sent
SCENARIO 4 — MISSING DOCUMENTS ALERT
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- Documents Complete is unchecked
- Phone is not empty
- Missing Docs SMS Sent Date is empty
- HOPE Status is not Approved
- HOPE Status is not Denied
Required action:
Send Twilio SMS with this exact message:
You are missing required documents. Your application will be denied.
After successful send:
Update Airtable and set Missing Docs SMS Sent Date to current date and time
This scenario must send once and then stop.
It must not send the same missing-documents message every day.
SCENARIO 5 — START WEEKLY FOLLOW-UP WHEN STATUS BECOMES SUBMITTED
Trigger:
Airtable update or scheduled Make.com logic that detects when HOPE Status becomes Submitted
Required actions:
1. If Date Submitted is empty, set Date Submitted = current date
2. Set Follow-Up Date = current date plus 7 days
SCENARIO 6 — WEEKLY FOLLOW-UP WHILE STATUS REMAINS SUBMITTED
Trigger:
Scheduled Make.com scenario that runs once per day
Required search conditions in Airtable:
- HOPE Status = Submitted
- Follow-Up Date = today
- Phone is not empty
Required action:
Send Twilio SMS with this exact message:
Checking status of your application. Please respond if needed.
After successful send:
1. Set Last Weekly SMS Sent Date = current date and time
2. Set Follow-Up Date = current date plus 7 days
STOP RULE
The weekly follow-up must stop automatically if HOPE Status changes from Submitted to Approved or Denied.
No more weekly follow-up messages may be sent once status is Approved or Denied.
TWILIO REQUIREMENT
If this system is sending SMS messages to US phone numbers using a Twilio 10DLC number, Twilio registration and compliance setup must be completed correctly before final testing.
The freelancer must confirm the Twilio messaging setup is ready for live US delivery testing.
WHAT I MUST BE ABLE TO SEE IN AIRTABLE
I must be able to open Airtable and clearly see:
- the homeowner record
- the HOPE Status
- the deadline
- whether the 14-day alert was sent
- whether the 7-day alert was sent
- whether the missing-documents alert was sent
- when the last weekly SMS was sent
- the next follow-up date
- the risk level
TESTS THAT MUST PASS
TEST 1 — NEW INTAKE TEST
Submit a Jotform test entry.
Expected result:
- Airtable record is created
- mapped fields appear correctly
- HOPE Status defaults to Not Started
- 14-Day Alert Sent is unchecked
- 7-Day Alert Sent is unchecked
TEST 2 — 14-DAY REMINDER TEST
Set HOPE Deadline to exactly 14 days from today.
Make sure 14-Day Alert Sent is unchecked.
Expected result:
- reminder SMS sends successfully
- 14-Day Alert Sent becomes checked
TEST 3 — 7-DAY REMINDER TEST
Set HOPE Deadline to exactly 7 days from today.
Make sure 7-Day Alert Sent is unchecked.
Expected result:
- urgent SMS sends successfully
- 7-Day Alert Sent becomes checked
TEST 4 — MISSING DOCUMENTS TEST
Set Documents Complete to unchecked.
Set Missing Docs SMS Sent Date to empty.
Expected result:
- missing-documents SMS sends successfully
- Missing Docs SMS Sent Date is filled in
TEST 5 — WEEKLY FOLLOW-UP TEST
Set HOPE Status to Submitted.
Set Follow-Up Date to today.
Expected result:
- weekly follow-up SMS sends successfully
- Last Weekly SMS Sent Date is updated
- Follow-Up Date moves forward by 7 days
TEST 6 — WEEKLY FOLLOW-UP STOP TEST
After Test 5, change HOPE Status from Submitted to Approved.
Expected result:
- no further weekly follow-up SMS messages are sent
PROOF REQUIRED
Before project completion, you must show proof of the tests.
Proof must include:
- screenshots of Airtable record results
- screenshots of Make.com scenario runs
- proof of Twilio message execution or delivery log
PROJECT COMPLETION STANDARD
Project is complete only if:
- all fields exist exactly as required
- all scenarios are built
- all SMS messages use the exact required wording
- duplicate alerts are prevented
- weekly follow-up stops correctly
- and all tests pass
If any part does not work exactly as specified, the project is incomplete.
FINAL CONFIRMATION REQUIRED
Reply and confirm all of the following before starting:
1. You understand you are building exactly what is written here.
2. You will not change the system logic unless I approve it first.
3. You understand this is a pass/fail project.
4. You understand payment is released only if all required tests pass.
Reply with:
CONFIRMED