Workflow Automation: Trello, Gmail, OpenAI Integration
Budget: €250 – €750 EUR
Project: Automated Quote & Follow-Up System (Trello + Gmail + OpenAI)
Project Description
We are looking for an experienced automation developer to build a workflow that automatically generates and sends client quotation emails based on updates made in Trello.
The system will be used internally by a small team and must be reliable, easy to maintain, and simple to adjust without code changes.
What the System Should Do
An employee works with a client using Trello.
When a price is added to a Trello card, the automation starts.
The system:
Reads all relevant card information
Generates a professional quotation email using OpenAI
Sends the email from the employee’s own corporate Gmail account
Tracks replies and sends follow-ups automatically if needed
Key Functional Requirements
Trello
Each employee uses a separate Trello board
Trigger when a price field or value is added/updated
Data to read:
Card title
Card description
Client contact details
Price
Email Generation
Use OpenAI / ChatGPT to generate:
A complete quotation email
Clear service explanation
Questions if required information is missing
Prompts must be editable without changing code
Gmail
Emails must be sent via each employee’s own Gmail account
OAuth authentication per user (no shared inbox)
Replies must be detected per email thread
Follow-Ups
The system must record when a quote is sent
If the client does not reply after a configurable number of days:
Send an automatic follow-up email
Ability to stop follow-ups when a case is marked as:
Replied
Not interested
Closed
Prompt & Configuration Management
This is very important:
Prompts must NOT be hard-coded
Non-technical staff must be able to:
Edit email text
Add new questions
Adjust follow-up wording
Acceptable solutions include:
Airtable
External config files
Any clear, maintainable alternative
Technical Skills Required
You must have experience with:
Automation tools such as n8n, Make (Integromat), or Zapier
Trello API (webhooks, card updates)
OpenAI / ChatGPT API
Gmail API with OAuth for multiple users
Workflow reliability (logging, retries, error handling)
Deliverables
The final solution must support 6 employees and include:
6 Gmail accounts connected via OAuth
6 Trello boards integrated
Working automation with:
Initial quotation email
At least one follow-up email
Simple way to:
Edit prompts
Change follow-up delays
Basic documentation explaining setup and usage
Timeline
Maximum delivery time: 5 calendar days after project award.
This deadline is strict.
Budget
Please submit a fixed total price.
Optional:
Price for future improvements
Ongoing maintenance (if offered)
What to Include in Your Proposal
Examples of similar automation projects
Which automation platform you will use and why
Confirmation you can meet the 5-day deadline
How you will manage multiple Gmail OAuth accounts
How prompt editing will be handled
Project Description
We are looking for an experienced automation developer to build a workflow that automatically generates and sends client quotation emails based on updates made in Trello.
The system will be used internally by a small team and must be reliable, easy to maintain, and simple to adjust without code changes.
What the System Should Do
An employee works with a client using Trello.
When a price is added to a Trello card, the automation starts.
The system:
Reads all relevant card information
Generates a professional quotation email using OpenAI
Sends the email from the employee’s own corporate Gmail account
Tracks replies and sends follow-ups automatically if needed
Key Functional Requirements
Trello
Each employee uses a separate Trello board
Trigger when a price field or value is added/updated
Data to read:
Card title
Card description
Client contact details
Price
Email Generation
Use OpenAI / ChatGPT to generate:
A complete quotation email
Clear service explanation
Questions if required information is missing
Prompts must be editable without changing code
Gmail
Emails must be sent via each employee’s own Gmail account
OAuth authentication per user (no shared inbox)
Replies must be detected per email thread
Follow-Ups
The system must record when a quote is sent
If the client does not reply after a configurable number of days:
Send an automatic follow-up email
Ability to stop follow-ups when a case is marked as:
Replied
Not interested
Closed
Prompt & Configuration Management
This is very important:
Prompts must NOT be hard-coded
Non-technical staff must be able to:
Edit email text
Add new questions
Adjust follow-up wording
Acceptable solutions include:
Airtable
External config files
Any clear, maintainable alternative
Technical Skills Required
You must have experience with:
Automation tools such as n8n, Make (Integromat), or Zapier
Trello API (webhooks, card updates)
OpenAI / ChatGPT API
Gmail API with OAuth for multiple users
Workflow reliability (logging, retries, error handling)
Deliverables
The final solution must support 6 employees and include:
6 Gmail accounts connected via OAuth
6 Trello boards integrated
Working automation with:
Initial quotation email
At least one follow-up email
Simple way to:
Edit prompts
Change follow-up delays
Basic documentation explaining setup and usage
Timeline
Maximum delivery time: 5 calendar days after project award.
This deadline is strict.
Budget
Please submit a fixed total price.
Optional:
Price for future improvements
Ongoing maintenance (if offered)
What to Include in Your Proposal
Examples of similar automation projects
Which automation platform you will use and why
Confirmation you can meet the 5-day deadline
How you will manage multiple Gmail OAuth accounts
How prompt editing will be handled