Automated Client Acquisition & Property Management System

We are building a fully automated Client Acquisition and Property Onboarding System for a short-term rental management company.
The goal is to centralize and automate every step — from owner acquisition to property publication — using ClickUp, Make.com, and DocuSign with Microsoft Teams notifications.

This project requires an expert who understands complex data architecture, conditional forms, automation logic, relationship-based databases, and error-resilient workflows.

Objectives

The system must automate:

1. Owner Acquisition

One unified intake form (EN + FR)

Automatic detection of existing owners via email

Automatic creation of new owners if not found

2. Property Intake Across 3 Business Models

Sous-location (Guaranteed Rent)

Gestion Totale

Gestion Partielle
Each model has its own custom fields, workflows, and contract templates.

3. Contract Generation via DocuSign

Automatic or manual trigger

Model-specific templates with merge fields

Webhook return flow

Signed PDF attached automatically

Status updates for Owner + Property

4. Onboarding Pipeline Automation

Automatic creation of onboarding tasks

Subtask structure for photos, pricing, PMS integration, channels setup, insurance, etc.

Auto-move to “Published” list after completion

5. Real-Time Notifications

Microsoft Teams messages for:

Form submission

Contract sent

Contract signed

Onboarding started

Onboarding completed

Property published

6. Complete Data Architecture Setup

ClickUp Space, lists, statuses, custom fields

Relationship logic (Owner ↔ Property)

Error logging system

System Structure
ClickUp Space: RENTI – CRM & Onboarding

Lists:

Owners

Sous-location Properties

Gestion Totale Properties

Gestion Partielle Properties

Onboarding

Published Properties

Automation Log

Each list must include all defined custom fields, relationship fields, statuses, and internal logic.

Form Requirements

A single multi-step intake form (FR + EN) with conditional logic:

Section A — Owner Information

First/Last Name, Email (unique ID), Phone, Address, DOB, referral source, ID document, IBAN.

Section B — Property Information

Address, city, type, surface, floor, elevator, beds, capacity, WiFi, access instructions, photos.

Section C — Business Model Selection

Conditional subsections:

Sous-location → financial fields

Gestion Totale → internal fields

Gestion Partielle → responsibilities
(Full field list provided in spec.)

Make.com Scenarios Required
Scenario 1: Intake Flow

Receive form submission

Identify owner by email

Create or update Owner

Create Property

Link via relationship

Send Teams notification

Scenario 2: Contract Flow

Trigger from ClickUp status or button

Select correct DocuSign template

Merge fields

Send for signature

Store envelope ID

Log errors

Scenario 3: Contract Signed Webhook

Receive DocuSign callback

Update ClickUp statuses

Create onboarding task

Attach signed PDF

Notify Teams

Contract Automation Details

DocuSign integration must handle:

Template choice per business model

Merge fields: Owner details, property details, rent/charges, commissions, WiFi, special notes

Webhook return flow

Status transitions

PDF attachment

Error Handling & Logging

All errors must be captured in LIST: Automation Log, including:

Missing required fields

DocuSign failures

Webhook failures

Make.com errors
A Teams alert must also be sent.

Roles & Permissions Setup

Admin: full system + automations

Sales: intake + contract generation

Operations: onboarding + publishing

Clients: no access to ClickUp

Deliverables


All ClickUp lists, statuses, custom fields

Full form with conditional logic

Owner ↔ Property relationship system

3 business model contract templates connected to DocuSign

3 Make.com automation scenarios

Onboarding process (list + subtask structure)

Published list

Teams integration

Error logging system

Complete end-to-end testing of all flows

Documentation:

Loom video walkthrough

Written SOP for internal team

Required Expertise
Must have:

Advanced Make.com scenario building

ClickUp architecture (relationships, formulas, automations)

DocuSign API + template mapping

Webhooks (sending/receiving)

Data validation and scalable architecture

Excellent English (French is a plus)