Business Systems & Automation System Setup - 29/03/2026 17:35 EDT

I am NOT looking for a custom built application or heavy development.
I want something clean, lightweight and easy for my team to use.

The goals:
• One place where I can see what’s going on in the business
• Clear task ownership (who is doing what)
• A simple structure to track new jobs, tasks, calls, shared inbox items, documents, vehicle maintenance, timesheets , taffiff spreadsheets, quote spreadsheets and basic KPIs
• Reduce mental load by removing scattered information across emails, calls, WhatsApp and spreadsheets


What you should be skilled in:
• SharePoint Lists (for structured data)
• Microsoft Teams integration
• Power Automate (light, practical automations only)
• Outlook shared mailbox workflows
• Excel (advanced tables, macros, formulas, dashboards)
• Understanding small business operations
• Creating simple systems, not over-engineered solutions

What I’m looking for:
• Someone who can propose the cleanest design
• Practical solutions (not heavy coding, not Power Apps unless essential)
• Something my team will actually use
• A clear, maintainable structure no dependency on custom systems
• Good communication and simple explanations

Business Systems & Automationt Needed — Logistics Business
We are a small logistics and transport business looking for an experienced to help us build a fully automated operational system. We are unsure of the exact process or which tools are best — that is why we need you.
Before we speak we would like you to tell us what you would recommend and why, based on the tools and systems listed below.
What we want to achieve:
One central place where we can see everything — tasks, jobs, calls, emails, invoices, vehicles and performance — mostly automated, simple enough for a non-technical team, and accessible on mobile.
Tools and systems we already have or have used:

Microsoft 365 — Outlook, Teams, SharePoint, OneDrive, Excel, Word, Planner, Power Automate, Power BI, Microsoft Bookings
Vonage — phone system with portal and call data
WhatsApp — team and client communication
Xero — invoicing and accounts
Zoho One — have access but currently unused
Delivery Manager — TMS, staying as is
Canva — design
ChatGPT / Claude , claude cowork , claude code — AI tools

Integrations we need:

Vonage API — automated call logs (who answered, outcome, follow up)
WhatsApp Business API — messages visible or logged in the system
Twilio — if relevant to WhatsApp or SMS automation
Outlook shared mailbox — email ownership and action tracking
Xero — live invoice and financial data
Zapier or Make — connecting everything together
Power Automate — if staying within Microsoft ecosystem

What we need to see in one place:

Tasks with subtasks and sub-subtasks — who owns what
Job history and full activity timeline per client and job
Shared inbox emails — who has picked up and actioned each one
Call logs — automatically pulled from Vonage
WhatsApp messages — logged or visible alongside calls and emails
Outstanding invoices — live from Xero
Vehicle maintenance — MOT dates, servicing, fuel, MPG
Performance metrics and KPIs
One dashboard showing all of the above
Mobile friendly for drivers on the road

Tools we are open to using:

ClickUp
Notion
Monday.com
Airtable
HubSpot
Zapier or Make
Power BI
twillio
Any other tool you recommend

Before we speak, please answer the following:

What would you recommend for our setup and why
Which tools would you use and how would you connect them
What similar systems have you built — please give examples
What is your experience with Vonage, Xero, WhatsApp, Twilio and Microsoft 365
What would the process look like from start to finish
Your fixed price or day rate for the full project

We want a business automation specialist who has done this before, can advise us on the best approach, and can set it all up.
Budget: Open — please quote for full setup


.Please send:
• Examples of similar systems you’ve built
• Your approach to keeping things simple
• Your availability
great english to have good comuniaction when creating

Thanks
Paul