build automated pipeline from scraper → HubSpot CRM → AI outbound calling + project workflow

I have a working and tested Python-based scraping bot that extracts awarded projects. The scraper is complete and reliable.

I am now looking for an experienced freelancer to build the automation and CRM system on top of this scraped data, with the goal of creating a fully automated outbound ai voice sales pipeline for a subcontracting business.

This is not a scraping job. The scraper already exists. Your task is everything that happens after the data is scraped.

The final system will automatically take scraped project data, organize it in a CRM, build client and project profiles, trigger AI voice calls, record conversations, manage follow-ups, and support estimating and quoting workflows.

This system is being built for a real construction business and must be scalable, reliable, and cleanly structured.

What the System Should Do (High-Level)

The system should automatically:

• Ingest scraped project data from the existing Python scraper
• Create and maintain structured records in a CRM
• Track multiple projects per builder/client
• Track multiple contacts per company (estimators, project managers, etc.)
• Use an AI voice agent to call builders
• Ask for the correct project manager contact
• Request documentation for pricing/quoting
• Log all conversations and outcomes
• Trigger follow-ups automatically
• Support internal estimating and quoting workflows

Step-by-Step System Flow (What You Will Build)
Step 1 – Data Ingestion from Scraper

You will take structured output from the existing Python scraper (JSON or CSV) and ingest it into a CRM system (HubSpot is preferred unless you recommend a better alternative).

You must handle duplicates properly. The same company may appear across many projects, and the same contact may be linked to multiple jobs.

Step 2 – CRM Structure & Data Model

You will design and implement a CRM structure that supports:

• Companies (builders)
• Contacts (estimators, project managers, etc.)
• Projects (awarded jobs)

Each company can have many projects.
Each project can have multiple contacts.
Each contact may appear across multiple projects.

Projects must track awarded date, budget, status, last contact date, next action, and pipeline stage.

Step 3 – Client & Project Profiles

Each builder/company must have a clean profile that shows:

• All current and past projects
• Key contacts and roles
• Communication history
• Current pipeline status

Each project must have its own lifecycle and status tracking.

Step 4 – AI Voice Agent Integration

You will integrate an AI voice calling system (Twilio or equivalent, with AI logic).

The AI agent will:

• Call the estimator contact first
• Ask who the correct project manager is
• Request the project manager’s contact details
• Ask whether they would like pricing/quoting
• Log structured call outcomes back into the CRM

All calls must be recorded or summarized and attached to the relevant project and contact.

Step 5 – Call Outcomes & Automation

Based on call results, the system should automatically:

• Update project status
• Create follow-up tasks
• Schedule callbacks
• Assign internal actions

Examples:
If no answer → schedule retry
If interested → request documents
If not relevant → mark and stop

Step 6 – Document Request & Estimating Workflow

Once a builder agrees to pricing:

• The system should log required documents
• Notify the estimating team
• Track document receipt
• Mark project as “estimating”
• Track quote progress

This does not require building estimating software, only workflow tracking and handoff.

Step 7 – Quote Follow-Up & Tracking

After quoting:

• Track quote sent date
• Schedule automated follow-ups
• Log responses
• Track win/loss outcomes

All of this must be visible inside the CRM.

Step 8 – Reporting & Visibility

You will build dashboards or reports that show:

• Number of projects scraped
• Projects contacted
• Calls completed
• Active quotes
• Wins and losses
• Pipeline value

Technical Expectations

You should be comfortable with:

• CRM APIs (HubSpot preferred)
• Python or Node.js for integration
• Webhooks and automation workflows
• AI voice systems (Twilio, Whisper, GPT, etc.)
• Database-backed systems (Postgres or similar)
• Handling retries, timeouts, and logging

Clean architecture and documentation are important.

What Is Already Done

• Python scraping bot (complete and tested)
• Access to scraped data
• Clear use case and real business application

What Success Looks Like

At the end of this project, the system should run with minimal manual input:

New awarded projects → automatically added to CRM → AI agent calls → outcomes logged → estimating triggered → follow-ups handled → full history retained.

This system will be used daily in a real subcontracting business.

Important Notes

This is a serious, long-term automation project, not a quick script.
I am happy to work collaboratively and iterate, but I expect clear thinking and ownership of the system design.

If you believe HubSpot is not the right CRM, you may propose an alternative, but you must justify it clearly.

How to Apply

Please explain:

• Your experience with CRM integrations
• Your experience with AI calling or voice automation
• How you would structure this system
• Any suggestions or improvements you would make
• Share your pervious completed project and references