Administrative & Secretarial
Planning & Scheduling
We’re looking for a skilled Notion and Zapier Expert to build smart automation and dashboards that help us improve our internal workflows, client tracking, and onboarding process. This is a high-impact project role that can evolve into a long-term engagement for the right person.
Project: Quote Dashboard Automation
Objective:To build a Notion dashboard (integrated with Zapier as needed) that tracks each new client from quote stage to onboarding.
What You Will Build:
A dashboard in Notion to track the quote journey for prospective clients
Stages of each quote (New, Revision 1, Revision 2, Final, Accepted, Rejected)
Ability to store and view quote documents and scope of work
Standardized fields for scope definition, pricing tiers (3-tier system), and onboarding progress
Automation using Zapier to move quotes/stages, send reminders, or trigger Slack/email updates
The Difference This Will Make:
Full visibility into client quote and onboarding lifecycle
Clearly tracks quote versions, stage progression, and final scope
Prevents prospects from slipping through cracks
Streamlines and standardizes onboarding
Brings accountability and scalability to sales operations
Success Criteria:
Dashboard is easy to use, scalable, and adopted by team
Every quote and stage is updated and visible
Scope of project is clearly defined for each client
Integration with Slack/Email ensures notifications are timely
Onboarding is standardized for every new client
Project Focus: Invoice Dashboard Automation
Objective:To create a smart invoicing dashboard to streamline invoicing and collections, reduce dependency on memory, and improve cash flow clarity.
What You Will Build:
Auto invoicing system for weekly/monthly/quarterly clients
Automated emails and follow-ups for payment collection
Dashboard showing weekly performance, billing start & end dates
Integration with Upwork, PayPal, Stripe for tracking
Visual reports for cash flow and budget
Compliance-friendly structure with invoice recordkeeping
The Difference This Will Make:
Ensures invoices are never missed
Collection process becomes more efficient and timely
Delayed payments and recurring dues are easily flagged
Teams have clarity on project timelines and accounts
Unified view of all payment platforms and sources
Transparent budget, cash flow, and AR tracking
Success Criteria:
Automation works without errors
All fixed clients are invoiced timely
Payments are tracked across platforms
Compliance and documentation are maintained
What We’re Looking For
2–5 years of experience working with Notion and Zapier
Proven ability to build customized dashboards and automations
Experience integrating apps like Google Workspace, Slack, PayPal, Stripe, etc.
Strong logic-building and process-thinking mindset
Great communication and documentation skills
Ability to work independently and deliver results within deadlines
Bonus: Experience working with accounting or service-based teams
Why Join Us?
Work directly with a fast-growing international accounting firm
High-impact project with scope for long-term engagement
Flexibility to work remotely
Chance to create meaningful automation and streamline real operations
Friendly and proactive team to collaborate with