AI Automation Builder (Fractional CFO Workflow)

Title: Zapier + Notion + AI Workflow Builder (Fractional CFO System)

Overview

I run a fractional CFO practice and need a clean, reliable automation system built. This system will handle meeting outputs, action tracking, and weekly client summaries.

The system must be simple, stable, and easy to maintain. I will not be debugging this myself.

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Scope of Work

Build 3 core workflows:

1. Meeting → Action Items → Slack (by client)
• Source: Fathom (meeting summaries)
• Process via OpenAI
• Extract action items + risks
• Send clean summary to correct Slack channel per client

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2. Meeting → Structured Data → Notion
• Store meeting summaries in Notion
• Extract action items into a central Notion database
• Each action item must be a separate entry
• Include fields: Client, Task, Owner, Priority, Status, Due Date, Source

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3. Weekly Client Summary
• Use Notion data (meetings + action items)
• Optionally incorporate high-level inputs from Slack or client trackers
• Generate weekly summary per client using AI
• Store output in Notion

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Tools
• Zapier
• Notion (databases + relations)
• OpenAI / ChatGPT
• Slack
• Fathom

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Requirements
• Strong Zapier experience (multi-step workflows)
• Strong Notion database experience
• Experience using OpenAI in workflows
• Ability to build simple, stable systems (no overengineering)

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Important Constraints
• No custom code unless absolutely necessary
• Keep workflows modular (3 separate pipelines)
• Avoid fragile integrations (especially external trackers)
• System must be easy to maintain

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Deliverables
• Fully working workflows
• Clean Notion database structure
• Slack routing by client
• Loom walkthrough
• Basic documentation

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To Apply

1. Describe a similar system you’ve built

2. How would you ensure this system does not break frequently?

3. What would you NOT automate here and why?

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