Google Workspace Automation for a Consulting Firm

The client is a professional services firm that runs on Google Workspace. Three processes took up a large share of administrative time:

• Scheduling meetings needed long email threads and manual calendar checks
• Proposals were assembled by hand from several sources, which slowed responses to prospects
• Onboarding new hires relied on checklists and paperwork that were easy to get wrong

The solution sits on top of the tools the firm already used:

• Google Workspace APIs: Calendar, Sheets, Docs and Drive
• Natural language interface: an AI chatbot so staff can make requests in plain language
• Workflow scripts: Apps Script automations for each business process
• Synchronization: consistent data across calendars, sheets and documents
• Document generation: templates that produce proposals and onboarding paperwork

Each component works on its own, so the firm can extend or replace one without touching the others.

Challenge

Scheduling needed several emails, manual calendar checks and manual updates, and double bookings happened.

Solution

We built a chatbot that handles scheduling end to end:

• Accepts requests in plain language ("Schedule a meeting with the marketing team next Tuesday afternoon")
• Checks availability across departments
• Updates Google Calendar and the tracking sheets
• Answers availability questions immediately
• Handles room and resource booking

Implementation

The scheduler uses Dialogflow for language understanding, Apps Script for calendar changes and a Firebase backend for processing. When the first choice is taken it suggests alternatives.

Challenge

Each proposal was assembled by hand from meeting notes, past work and pricing documents, which was slow and produced inconsistent documents.

Solution

We built a document generation workflow that:

• Extracts key requirements from meeting notes and supporting documents
• Pulls in relevant past work, pricing information and team profiles
• Produces a proposal from a master template with consistent branding
• Routes drafts through an approval step
• Leaves the final document in Google Docs for collaborative editing

Implementation

The workflow combines Google Docs templates with extraction logic and a tagging system for finding reusable content.

Challenge

HR managed onboarding by hand, so new hires had inconsistent experiences and access was sometimes provisioned late.

Solution

We built an onboarding workflow with:

• Task assignment and tracking by role and department
• Calendar scheduling for orientation and training sessions
• Generated employment paperwork
• A progress dashboard for HR and managers
• Reminders and completion notifications
• A view where new employees can track their own progress

Implementation

Google Forms collects data, Sheets tracks progress, Calendar schedules sessions and Drive stores documents, all orchestrated with Apps Script. A dashboard gives every stakeholder the same view of each new hire's status.

The stack is centred on Google Workspace:

• Google Apps Script: the automation engine for workflows and integrations
• Calendar API: scheduling and resource management
• Drive API: documents, permissions and versions
• Sheets API: data and reporting
• Docs API: template-based document generation
• Dialogflow: language understanding for the chatbot
• Firebase: backend processing and user management
• Apps Script Web App: dashboards and user interfaces

Authentication and data handling follow Google's recommended practices for Workspace add-ons and scripts.