sales@dasinfomedia.com 
Client:
| Client | PermitNinja |
|---|---|
| Location | Greater Tampa Bay Area, Florida, USA |
| Industry | Construction & Permitting Services |
| Services | Workflow Automation, Business Process Automation, Systems Integration |
| Solution | Automated Intake-to-Execution Workflow |
| Technology | Microsoft Power Automate, Twilio, QuickBooks Online, Coordinate HQ, Microsoft 365, Lovable, React |
| Project Type | AI Workflow Automation |
Dasinfomedia partnered with PermitNinja to design and implement an intelligent, end-to-end workflow that connects the company’s website, project management system, and accounting platform into a single automated pipeline, turning a multi-day manual process into a fast, consistent, and low-maintenance operation.
The Challenge:
New project requests were captured by the website form but sat unattended in an inbox for days before anyone acted on them. Once picked up, every request had to be manually re-entered into the project management system and separately handled for quoting and billing.
PermitNinja needed to: Eliminate the delay between a customer submitting a request and the business o acting on it.
- Remove duplicate, manual data entry between the website, project management, and accounting systems
- Replace an ad-hoc quoting method with a clear, professional estimate-and-approval step
- Ensure every approved project was set up consistently, with the right files and tasks in place
- Reduce the owner’s day-to-day coordination burden
Without a connected workflow, valuable time was lost to manual handoffs, and the owner was pulled into repetitive coordination instead of higher-value work.
The Solution:
Dasinfomedia built a custom automated workflow tailored to how PermitNinja actually operates, designed to be reliable, transparent, and easy to maintain.
When a customer submits a request on the PermitNinja website, the details are captured instantly into a structured Microsoft 365 workspace, and the owner receives a real-time SMS notification prompting review. The owner sends a professional quote through QuickBooks Online, and once the customer approves, a single “Execute” action sets the rest of the workflow in motion automatically.
From that one trigger, the system maps the submission data into the correct fields, creates the project in Coordinate HQ, hands off the customer’s files, and assigns the initial tasks – with no manual re-entry required. The result is a clean path from website inquiry to an active, fully set-up project.
| Technology | Description |
| Lovable | The customer-facing website, built with Lovable’s AI-powered builder, hosts the React contact form that serves as the single entry point for every new project request. |
| React Contact Form | Captures each customer inquiry in a structured format, ready to flow directly into the automated pipeline instead of a static inbox. |
| Microsoft Power Automate | The automation engine at the heart of the solution. All workflow logic lives here, including capturing submissions, sending notifications, mapping fields, and orchestrating handoffs between systems. |
| Twilio | Powers real-time SMS notifications that instantly alert the owner whenever a new request is received. |
| QuickBooks Online | Handles professional quoting and billing, providing customers with a clear estimate and approval process before work begins. |
| Coordinate HQ | The project management platform where approved work is automatically converted into projects, tasks, and file structures. |
| Microsoft 365 | Provides secure document storage and a centralized workspace that connects intake, notifications, and project setup. |
The approach was deliberate: keep the moving parts to a minimum, centralize all automation logic in Power. Automate for easy visibility and maintenance, and connect proven business tools rather than introduce complexity. This directly addressed PermitNinja’s need for a solution that runs reliably without demanding constant upkeep.
Deliver all of this in a way that requires minimal ongoing maintenance, after previous automation attempts had proven too complex to sustain.
Key Capabilities
- Real-time SMS notification for owner review
- Professional quoting and billing through QuickBooks Online
- One-action “Execute” trigger to launch project setup
- Automated field mapping and data synchronization
- Automatic project creation in Coordinate HQ
- Automated file handoff and task assignment
Business Outcomes:
The new workflow replaced a slow, manual, multi-system process with a single automated pipeline that moves requests from inquiry to active project in a fraction of the time.
Results
- Eliminated the multi-day intake delay on new requests
- Removed manual re-entry between website, project management, and accounting
- Faster, more professional response to prospective customers
- Consistent, error-free project setup every time
- A clear quote-and-approval step before work begins
- Reduced owner coordination workload
- A low-maintenance, dependable system that runs quietly in the background
- A scalable foundation ready to support future growth
Solution Features
- Website-to-Workflow Intake
- Real-Time SMS Alerts via Twilio
- QuickBooks Online Quoting & Billing
- One-Action Execution Trigger
- Coordinate HQ Project Automation
- Automated Field Mapping & File Handoff
- Task Assignment on Project Creation
The solution frees the owner from repetitive manual coordination, reduces the risk of lost or delayed requests, and gives the business a scalable foundation it can build on as it grows.
Looking to Automate Your Business Operations?
Dasinfomedia helps service businesses replace slow, manual processes with intelligent, connected workflows. From website intake and CRM integration to project management and accounting automation, We build solutions that improve efficiency, reduce manual effort, and support long-term growth.
+1 813 467 8539
sales@dasinfomedia.com