Expected duration: 3 - 4 weeks We are seeking an experienced Excel and automation specialist to take over, troubleshoot, and enhance an existing data management tool, as well as implement automation for invoicing and customer communications.
This project involves improving an Excel-based system currently used to manage student course data, alongside building a streamlined workflow for generating invoices and sending confirmation emails.
An Excel-based tool has already been developed to extract and organise course sales data. It captures key student information, including:
* Full name * Date of birth * Address * Enrolled course * Course start and end dates
**Current functionality includes:**
* Generating student name lists for class registers * Exporting student data for certification purposes * Structuring data for upload to a governing body platform
**Current issue:** The data refresh function is not working correctly. When attempting to update the dataset with the latest orders, an error alert appears and the refresh fails.
**Requirements:**
* Diagnose and fix the refresh/data connection issue * Review and optimise the existing tool * Ensure reliable and efficient data updates * Improve usability where necessary
**Part 2: Invoice & Email Automation**
We also require automation of our invoicing and confirmation email process.
**Current workflow:**
* Order/customer data is exported from our WordPress website * Invoices and confirmation emails are created and sent manually
**Requirements:**
* Automatically generate invoices using order data * Create professional invoice templates (PDF format preferred) * Automatically send confirmation emails to customers * Emails must include accurate course and student details (course name, dates, etc.) * Attach invoices to emails where applicable
**Integration & Workflow:**
* The solution must work with our existing WordPress data exports (CSV format) * We are open to the best technical approach (Excel, Power Automate, VBA, Zapier, Make, or other solutions) * The system should be reliable, easy to use, and suitable for ongoing operational use
**Deliverables:**
* Fully functional and stable Excel tool with working data refresh * Automated invoice generation system * Automated email confirmation system * Clean templates for invoices and emails * Documentation or handover instructions
Please Include in Your Proposal:
* Relevant experience (Excel automation, Power Query, VBA, APIs, or workflow tools) * Examples of similar projects * Your proposed approach/tech stack * Estimated timeframe * Cost estimate
We are looking for someone who can take ownership of this project, resolve existing issues, and deliver a reliable, long-term solution.
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