AI-Powered Job Kickoff Automation

Every new project started with the same bottleneck.

Someone had to read through a client's project brief PDF, manually pull out the key details like scope, deliverables, timelines, and contacts, then type it all into the project management system, create the job in the estimating tool, set up the Asana project with the right task structure, and notify the team.

Resource naming and numbering was inconsistent across projects, making it harder to track work and find things later.

It was tedious, error-prone, and ate up time that should have been spent on actual creative work.

A 3-part n8n and Power Automate system that turns a PDF upload into a fully structured project in under two minutes.

The main workflow starts with a simple web form where you upload the client's brief as a PDF. The system extracts the text and sends it to GPT to read and understand the brief, pulling out what the project is about, what tasks need to happen, key deliverables, and timeline. It then looks up the client in an Excel reference sheet, fetches their contacts and active projects from FunctionPoint, and presents a confirmation form with everything pre-filled for review.

Once confirmed, it searches Asana to check if a project already exists. If it does, it creates the tasks and subtasks under the existing project. If not, it creates a new Asana project first, then builds out the full task structure. It also creates the estimate and job in FunctionPoint via their API, with proper status code handling and success/failure feedback forms.

A proof is then created in Ziflow with team members automatically assigned based on the client. A dynamic mapping system determines who should review each proof so the right people are looped in without any manual setup. Finally, four SharePoint folders are automatically created inside the correct Microsoft Teams channel based on which project they belong to in FunctionPoint.

A separate chat-based AI agent lets team members ask questions about briefs in natural language, acting as an interactive assistant for clarifying scope or requirements.