Automations with API, Jobtread, Voiceflow and Airtable

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About the Project

I am the owner of JR Pool Pros Inc, a residential pool construction and remodeling company in South Florida managing approximately 40 active jobs at any time. I have already completed the following:

• Built a comprehensive Operations Bible documenting all business workflows, job stages, team structure, construction phases, budget templates, and client communication rules

• Set up a Voiceflow AI agent with a working knowledge base (Claude API)

• Created accounts on Voiceflow, Anthropic Claude API, and Airtable

• The AI assistant already answers business questions correctly — now I need it to take actions

I need a Make.com specialist to build the automation scenarios that connect my Voiceflow AI assistant to my JobTread project management platform, with Airtable as the memory layer. This is a well-documented, clearly scoped project — you will have full reference materials from day one.

What I Need Built

Phase 1 — Read-Only JobTread Access (Priority)

• Connect Make. com to JobTread API using API key authentication

• Build scenarios to read job data — job list, job stages, job details, budgets, tasks

• Enable the assistant to answer questions like ‘what jobs are in permitting right now’ or ‘show me all jobs missing a budget’

• Log all queries and responses to Airtable for memory

Phase 2 — Write Actions in JobTread

• Create new jobs in JobTread via voice or text command

• Update job stages and statuses

• Create and assign tasks within job schedules

• Trigger client message drafts via JobTread’s messaging system

• Update budget line items on command

Phase 3 — Airtable Memory Setup

• Design and build Airtable base structure for assistant memory

• Log every interaction, client preference, job update, and decision

• Connect Airtable data back to Voiceflow so the assistant references past context

Phase 4 — Google Calendar Integration (Bonus if time allows)

• Connect Make. com to Google Calendar

• Auto-create calendar events when job milestones are scheduled

• Update or reschedule calendar events on command

Tech Stack

Tool

Role

Voiceflow

AI agent interface — already built and working

Claude API (Anthropic)

AI brain — already connected to Voiceflow

Make.com

Automation layer — YOUR primary responsibility

JobTread

Project management platform — REST API with full documentation

Airtable

Memory and data logging — account already created

Google Calendar

Scheduling integration — Phase 4

What You Will Receive From Me

• Complete Operations Bible (14-section Word document) explaining every business workflow, job stage, team structure, and rule the assistant must follow

• Session Summary document explaining the full project context and what has been built so far

• Platform Guide with all account details and current plan information

• JobTread API documentation and my API credentials

• Full access to Voiceflow project, Airtable account, and Make. com account

• Clear written scope for each scenario before you build it

:high_voltage: This is one of the most well-documented freelance projects you will receive. You will not be guessing what to build.

Requirements — Must Have

• Proven Make. com experience — please share examples of API integrations you have built

• Experience connecting to REST APIs using API key or OAuth authentication

• Experience with Airtable as a data layer in Make. com scenarios

• Ability to read and work with JSON data structures

• Strong communication — I am non-technical and need clear explanations of what you are building and why

• Available for video call before starting to review the Operations Bible and confirm scope

Nice to Have

• Experience with Voiceflow or other AI agent platforms

• Previous work with construction, trades, or project management software

• Experience with JobTread specifically

• Google Calendar API experience

— COPY EVERYTHING BELOW THIS LINE AND PASTE INTO UPWORK —

About the Project

I am the owner of JR Pool Pros Inc, a residential pool construction and remodeling company in South Florida managing approximately 40 active jobs at any time. I have already completed the following:

• Built a comprehensive Operations Bible documenting all business workflows, job stages, team structure, construction phases, budget templates, and client communication rules

• Set up a Voiceflow AI agent with a working knowledge base (Claude API)

• Created accounts on Voiceflow, Anthropic Claude API, and Airtable

• The AI assistant already answers business questions correctly — now I need it to take actions

I need a Make. com specialist to build the automation scenarios that connect my Voiceflow AI assistant to my JobTread project management platform, with Airtable as the memory layer. This is a well-documented, clearly scoped project — you will have full reference materials from day one.

What I Need Built

Phase 1 — Read-Only JobTread Access (Priority)

• Connect Make. com to JobTread API using API key authentication

• Build scenarios to read job data — job list, job stages, job details, budgets, tasks

• Enable the assistant to answer questions like ‘what jobs are in permitting right now’ or ‘show me all jobs missing a budget’

• Log all queries and responses to Airtable for memory

Phase 2 — Write Actions in JobTread

• Create new jobs in JobTread via voice or text command

• Update job stages and statuses

• Create and assign tasks within job schedules

• Trigger client message drafts via JobTread’s messaging system

• Update budget line items on command

Phase 3 — Airtable Memory Setup

• Design and build Airtable base structure for assistant memory

• Log every interaction, client preference, job update, and decision

• Connect Airtable data back to Voiceflow so the assistant references past context

Phase 4 — Google Calendar Integration (Bonus if time allows)

• Connect Make.com to Google Calendar

• Auto-create calendar events when job milestones are scheduled

• Update or reschedule calendar events on command

Tech Stack

Tool

Role

Voiceflow

AI agent interface — already built and working

Claude API (Anthropic)

AI brain — already connected to Voiceflow

Make.com

Automation layer — YOUR primary responsibility

JobTread

Project management platform — REST API with full documentation

Airtable

Memory and data logging — account already created

Google Calendar

Scheduling integration — Phase 4

What You Will Receive From Me

• Complete Operations Bible (14-section Word document) explaining every business workflow, job stage, team structure, and rule the assistant must follow

• Session Summary document explaining the full project context and what has been built so far

• Platform Guide with all account details and current plan information

• JobTread API documentation and my API credentials

• Full access to Voiceflow project, Airtable account, and Make.com account

• Clear written scope for each scenario before you build it

:high_voltage: This is one of the most well-documented freelance projects you will receive. You will not be guessing what to build.

Requirements — Must Have

• Proven Make. com experience — please share examples of API integrations you have built

• Experience connecting to REST APIs using API key or OAuth authentication

• Experience with Airtable as a data layer in Make. com scenarios

• Ability to read and work with JSON data structures

• Strong communication — I am non-technical and need clear explanations of what you are building and why

• Available for video call before starting to review the Operations Bible and confirm scope

Nice to Have

• Experience with Voiceflow or other AI agent platforms

• Previous work with construction, trades, or project management software

• Experience with JobTread specifically

• Google Calendar API experience

1 Like
2

Hi, your project stood out. you already have the AI answering questions and now need it to take real actions through JobTread, Airtable, and Make.com. I can help you connect Voiceflow to JobTread via API, build reliable read/write scenarios, structure Airtable as a memory layer, and ensure the assistant performs actions like job updates, task creation, and logging interactions seamlessly.

I build Make.com systems with heavy API integrations, JSON handling, and AI agent workflows (Voiceflow, Airtable, custom REST APIs), and I focus on stability, logging, and clean automation architecture. I’m confident I can implement all phases and communicate everything clearly.

You can schedule a call with me here to discuss this better.

3

Hi Jose,

Welcome to the Make community :waving_hand:

This is an extremely well-structured project brief — the fact that you already built an Operations Bible and a working Voiceflow + Claude system shows you’re building this properly.

I specialize in architecture-level Make.com builds, especially API-heavy systems like this.

Relevant Experience

I’ve built:

• REST API integrations using API key and OAuth authentication
• Custom HTTP module workflows with structured JSON parsing
• Voice/AI command → webhook → action systems
• Airtable as persistent memory and logging layer
• Read/write automation layers with safeguards and validation
• Retry and fallback logic for production reliability

I’m very comfortable working directly from API documentation, handling authentication headers, pagination, nested JSON, and structured responses.

How I’d Approach Your Build

Phase 1 – Read-Only JobTread
• Secure API connection via Make HTTP module
• Structured job data retrieval (stages, budgets, tasks)
• Clean response formatting for Voiceflow
• Full query + response logging into Airtable

Phase 2 – Write Actions
• Controlled job creation and updates
• Stage/status updates with validation
• Task creation and assignment logic
• Budget line updates
• Structured safeguards to prevent incorrect writes

Phase 3 – Airtable Memory
• Proper base architecture (interaction log, job context, decisions)
• Bidirectional connection so Voiceflow references historical context

Phase 4 – Google Calendar
• Milestone-triggered event creation
• Update/reschedule logic via command

I build systems modularly so they remain clean and scalable as you grow beyond 40 jobs.

I’m available for a video call to review your Operations Bible and confirm scope before starting.

Looking forward to connecting.

4

Hello @Jose_Rodriguez , welcome to make.com community, I have worked and have experience with Make.com and l will love to collaborate with you on this you can schedule a call Here and you can checkout my upwork profile Here, for my pastworks and certifications

5

Hola @Jose_Rodriguez! I would love to help you with your workflow

We are a small team of make.com experts and have developed plenty of complex integrations. This project should not be a challenge to us.

If you are interested we would love to help you, you can schedule a call in here: Automation Discovery Call | Felipe Saucedo | Cal.com discovery or check our website www.aspirity.com

6

Hi, I can help you turn your Voiceflow assistant from “Q&A” into an assistant that actually reads + updates JobTread through Make.com, with Airtable as the memory/logging layer.

I’ll build modular Make scenarios (not one big workflow) so it’s reliable and easy to maintain as you scale to 40+ active jobs. This includes pulling job/stage/budget/task data, logging interactions in Airtable, and (if needed) adding write actions like creating jobs, updating stages, assigning tasks, and drafting client messages.

:page_facing_up: Check my profile: https://www.upwork.com/freelancers/farhana401

:telephone_receiver: Book a quick call:Calendly - Automaxion

7

Hi Jose,

Welcome to the community.

This is a very well-structured project. The fact that your AI already answers correctly and now needs action-layer execution is exactly where Make.com architecture becomes critical.

I have built API-driven Make systems connecting AI agents, REST platforms, Airtable as memory layers, and structured JSON workflows with proper logging and fallback logic. Your phased approach makes sense, especially separating read logic, write actions, and memory architecture.

A few quick questions:

• How do you want action validation handled before writing to JobTread?
• What level of audit trail do you want inside Airtable?
• Are you planning to scale the assistant beyond internal ops?

Happy to review the Operations Bible with you before building. Kindly provide answers to the above questions so we can get better understanding of the expected outcome,draft out the tools and access needed aswell as time line and pricing.

You can reach me directly at:
folafoluwaolaneye@gmail.com

Website Portfolio: To view my past automation works and related sample click here.

Book a call: https://cal.com/folafoluwa-olaneye-osrofp/30min

Or proceed via my Fiverr workspace:
http://www.fiverr.com/s/qD1jlXZ

Best,
Folafoluwa Stephen
Flowedge Digitals

8

This project stands out because it’s already past the “will AI work?” phase — the assistant answers correctly, and now you need the automation layer to make it act. That’s exactly the kind of build I focus on.

**Why this is a strong fit:**

I work with the Claude API (Anthropic) daily — it’s the backbone of systems I build professionally. I recently architected a multi-API orchestration system for an Amazon seller that pulls data from multiple REST APIs, processes it through structured JSON pipelines, and writes results back to different platforms with full logging. The pattern is very similar to what you need: read from JobTread, process through your AI agent, write back to JobTread, log everything to Airtable.

**How I’d approach your phases:**

- **Phase 1 (Read-Only):** HTTP modules hitting JobTread’s REST API with API key auth. Each endpoint (jobs, stages, budgets, tasks) gets its own scenario so they can be called independently by Voiceflow. Response data gets parsed into structured JSON and logged to Airtable with a timestamp and query context — this becomes your memory layer immediately.

- **Phase 2 (Write Actions):** Validation-first approach — before any write action fires, the scenario checks the current state in JobTread to prevent conflicts (e.g., won’t update a budget if the job stage doesn’t allow it). Every write gets logged with before/after state in Airtable for audit trail.

- **Phase 3 (Airtable Memory):** Table structure with relational links — interactions table, client preferences table, decision log. Each entry references the job ID so the assistant can pull relevant history per job. This is where context-aware responses come from.

- **Phase 4 (Calendar):** Google Calendar API via Make.com’s built-in module. Event creation triggered by milestone status changes in JobTread, with update/reschedule handled through event ID tracking.

**Questions before scoping:**

1. Does JobTread’s API support webhooks for real-time event triggers, or will we need polling-based scenarios?

2. For write actions — do you need approval confirmation before execution (e.g., “Create job XYZ? Yes/No”) or should the assistant execute directly?

3. What’s your current Make.com plan? The number of scenarios and operations across 4 phases will affect architecture decisions.

**About me:**

- Founder of Evara AI (incubated at IIT Bhubaneswar) — custom automation and AI systems

- Claude API is central to the systems I build — not a secondary tool

- 1.5+ years of production API integrations (REST, OAuth2, webhooks, JSON pipelines)

- Time zone: IST (UTC+5:30), available 20+ hours/week

- Happy to review the Operations Bible on a video call before starting

Reach me at: priyanshukumarmaurya2224@gmail.com