Project: Trello → ChatGPT → Automated Email + Follow-Ups (Gmail Corporate, n8n/Make) – for 6 Employees
Budget: €250 – €750 EUR
Project: Trello → ChatGPT → Automated Email + Follow-Ups (Gmail Corporate, n8n/Make) – for 6 Employees
Objective
We need an automation that triggers when an employee enters a price in a Trello card.
The system must extract all card details, send them to ChatGPT with a fixed prompt, and generate a complete commercial quotation email for the client.
The system must also:
Send the quotation automatically from the employee’s own corporate Gmail account.
Trigger automated follow-up emails if the client does not reply.
Use an easily editable prompt, capable of:
being improved over time,
detecting missing information,
asking the client for any missing details inside the email.
Workflow Requirements
Each employee has their own Trello board with client cards.
When a price is entered (ideally in a dedicated field), the automation triggers.
The system must pull from Trello:
Card title (dates, route, pets, etc.)
Description (origin, destination, dates, pet data, carrier box, client information, email, phone, etc.)
The price value
The system sends all data to ChatGPT to generate:
A full commercial email in our Woof Airlines style
Price explanation, route summary, pet details, and conditions
Any required questions for missing information
The email must be sent automatically to the client, using:
The responsible employee’s corporate Gmail account (OAuth authentication, not a shared SMTP account)
Optionally: a copy of the sent email should be logged in Trello and/or Airtable.
Follow-Up Requirements
The system must:
Log that a quotation was sent
Detect whether the client replied to that specific email thread in Gmail
If there is no reply after X configurable days (for example 3 and 7 days):
Send an automated follow-up email
The follow-up should also be generated with ChatGPT using a separate, editable prompt
Allow marking each case as:
Replied
Not Interested
Closed
to stop any further follow-ups.
Prompt Management (Critical)
The ChatGPT prompt must:
Not be hard-coded inside the automation
Be editable by non-technical staff
Live in a simple and accessible location, such as:
Airtable
A configuration file
Any visible environment variable
Another user-friendly mechanism
We require:
One prompt for initial quotations
One prompt for follow-ups (minimum)
Prompts must:
Be easy to expand
Allow adding new questions
Automatically ask the client for missing information
Technical Requirements
Mandatory experience with:
n8n, Make (Integromat), Zapier or equivalent automation platforms
Trello API (webhooks, field updates, parsing content)
OpenAI / ChatGPT API
Gmail API with OAuth authentication for 6 separate corporate accounts
Workflow reliability (logging, retries, error handling)
Optional:
Airtable for logging and configuration management
Deliverables (Mandatory)
This solution must work for 6 employees:
Six corporate Gmail accounts connected with OAuth
Six Trello boards integrated into the workflow (or an equivalent structure respecting employee separation)
A fully working automation including:
The first quotation email
At least one automated follow-up email
A simple method to:
Edit prompts
Adjust follow-up delays
Log of quotations sent (as Trello comments and/or Airtable entries)
Short documentation covering:
How to connect new employees
How to modify prompts
How to enable or disable follow-ups
Deadline
Maximum delivery time: 5 calendar days after project award.
This is non-negotiable.
Budget
Please provide a fixed project price.
You may optionally include:
Pricing for additional follow-ups or more features
Monthly maintenance pricing
Proposal Requirements
All proposals must include:
Examples of similar automations you have built (ideally Trello + Gmail + OpenAI)
The automation tool you propose (n8n, Make, etc.) and your reasoning
Confirmation that you can meet the 5-day delivery limit
How you plan to manage 6 OAuth Gmail accounts
How you will implement editable prompts
How you will handle logging and errors
Objective
We need an automation that triggers when an employee enters a price in a Trello card.
The system must extract all card details, send them to ChatGPT with a fixed prompt, and generate a complete commercial quotation email for the client.
The system must also:
Send the quotation automatically from the employee’s own corporate Gmail account.
Trigger automated follow-up emails if the client does not reply.
Use an easily editable prompt, capable of:
being improved over time,
detecting missing information,
asking the client for any missing details inside the email.
Workflow Requirements
Each employee has their own Trello board with client cards.
When a price is entered (ideally in a dedicated field), the automation triggers.
The system must pull from Trello:
Card title (dates, route, pets, etc.)
Description (origin, destination, dates, pet data, carrier box, client information, email, phone, etc.)
The price value
The system sends all data to ChatGPT to generate:
A full commercial email in our Woof Airlines style
Price explanation, route summary, pet details, and conditions
Any required questions for missing information
The email must be sent automatically to the client, using:
The responsible employee’s corporate Gmail account (OAuth authentication, not a shared SMTP account)
Optionally: a copy of the sent email should be logged in Trello and/or Airtable.
Follow-Up Requirements
The system must:
Log that a quotation was sent
Detect whether the client replied to that specific email thread in Gmail
If there is no reply after X configurable days (for example 3 and 7 days):
Send an automated follow-up email
The follow-up should also be generated with ChatGPT using a separate, editable prompt
Allow marking each case as:
Replied
Not Interested
Closed
to stop any further follow-ups.
Prompt Management (Critical)
The ChatGPT prompt must:
Not be hard-coded inside the automation
Be editable by non-technical staff
Live in a simple and accessible location, such as:
Airtable
A configuration file
Any visible environment variable
Another user-friendly mechanism
We require:
One prompt for initial quotations
One prompt for follow-ups (minimum)
Prompts must:
Be easy to expand
Allow adding new questions
Automatically ask the client for missing information
Technical Requirements
Mandatory experience with:
n8n, Make (Integromat), Zapier or equivalent automation platforms
Trello API (webhooks, field updates, parsing content)
OpenAI / ChatGPT API
Gmail API with OAuth authentication for 6 separate corporate accounts
Workflow reliability (logging, retries, error handling)
Optional:
Airtable for logging and configuration management
Deliverables (Mandatory)
This solution must work for 6 employees:
Six corporate Gmail accounts connected with OAuth
Six Trello boards integrated into the workflow (or an equivalent structure respecting employee separation)
A fully working automation including:
The first quotation email
At least one automated follow-up email
A simple method to:
Edit prompts
Adjust follow-up delays
Log of quotations sent (as Trello comments and/or Airtable entries)
Short documentation covering:
How to connect new employees
How to modify prompts
How to enable or disable follow-ups
Deadline
Maximum delivery time: 5 calendar days after project award.
This is non-negotiable.
Budget
Please provide a fixed project price.
You may optionally include:
Pricing for additional follow-ups or more features
Monthly maintenance pricing
Proposal Requirements
All proposals must include:
Examples of similar automations you have built (ideally Trello + Gmail + OpenAI)
The automation tool you propose (n8n, Make, etc.) and your reasoning
Confirmation that you can meet the 5-day delivery limit
How you plan to manage 6 OAuth Gmail accounts
How you will implement editable prompts
How you will handle logging and errors