Ann Syombua Peter
Administrative Virtual Assistant | Data Entry, Inbox mgt
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AI-Powered Client Enquiry Automation
Project Overview:
I built an AI-powered client enquiry automation workflow using Zapier, Google Forms, Google Sheets, AI by Zapier, Gmail, and Google Calendar.
The goal was to automate the initial handling of client enquiries from receiving the enquiry to understanding the client's needs, sending an acknowledgement, and creating a follow-up task.
The Problem:
Managing client enquiries manually can be repetitive and time-consuming. Each new enquiry needs to be reviewed, categorized, summarized, responded to, and followed up.
Without a structured process, it's easy for enquiries to be delayed or follow-ups to be missed.
The Solution:
I designed a workflow that automates these repetitive administrative tasks while using AI to analyze the information provided by the client.
The automation follows this process:
Client submits enquiry
↓
Google Sheets captures the enquiry
↓
AI analyzes the enquiry
↓
Gmail sends an acknowledgement
↓
Google Calendar creates a follow-up
How It Works:
1. Enquiry Collection.
The client submits their details and enquiry through a Google Form. The information is automatically recorded in Google Sheets.
2. AI Analysis.
AI by Zapier reviews the enquiry and extracts key information such as the service category, priority, concise summary of the client's needs, and recommended next action.
This eliminates the need to manually review every enquiry just to determine what it is about and how it should be handled.
3. Automated Client Response.
After the enquiry is processed, Gmail automatically sends the client an acknowledgement, ensuring they receive a timely response.
4. Follow-Up Management.
The workflow creates a Google Calendar follow-up, helping ensure that the enquiry doesn't get lost after the initial response.
Result:
The completed workflow turns a manual enquiry process into a structured automated system:
Capture → Analyze → Respond → Follow Up
The key improvement is the use of AI as a decision-making layer, rather than simply moving information from one application to another.
This demonstrates how AI automation can reduce repetitive administrative work, improve response consistency, and help businesses stay organized with client enquiries.
Tools Used:
Zapier | AI by Zapier | Google Forms | Google Sheets | Gmail | Google Calendar
Skills Demonstrated:
AI Automation • Workflow Design • Administrative Automation • AI Prompting • Client Enquiry Management • Email Automation • Calendar Automation • Process Optimization
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From Template to Tailored: Rebuilding My Portfolio in Canva
This weekend, I gave my portfolio website a much-needed refresh and I did it all in Canva.
I've always liked Canva as a design tool because it's genuinely an all-in-one shop. You can start from a blank canvas or lean on a template, and either way you end up with something polished. This time, I wasn't starting from scratch I went back into a portfolio site I'd built previously and reworked it with fresh eyes.
Here's what changed:
Home page — updated to better reflect who I am and what I offer today
Services — refined to clearly outline what clients can expect when they work with me
Reviews — added to build trust and show real results
Contact page — streamlined for easy outreach
One detail I was especially intentional about: functionality, not just visuals. I added a navigation bar linked across all pages, so visitors can move through the site smoothly instead of scrolling endlessly. I also linked my email and phone number directly click either one, and it opens straight into an email or a call, no copying and pasting required.
It's a small thing, but it's the kind of detail that makes a portfolio feel professional rather than just pretty.
Take a look at the final design below and let me know what you think!
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Excited to share — I just finished putting together my portfolio website on Canva! 🎉
It walks through my work as a Virtual Assistant and Administrative Specialist, from calendar and inbox management to lead generation and financial data entry along with a few client testimonials and the tools I use day to day.
Would love for you to take a look and let me know what you think.
Always open to new projects and collaborations, so feel free to reach out if you or someone you know could use some administrative support.
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Manual Financial Data Transfer: PDF to Google Sheets (375 Pages)
The Challenge:
A client needed a full year of 2025 financial records spanning 375 pages of PDF documents, accurately transferred into a structured Google Sheet for easier analysis, reporting, and record-keeping. Given the sensitivity and precision required for financial data, the client specifically requested a fully manual, copy-and-paste transfer rather than an automated PDF-to-sheet conversion, to avoid formatting errors, misaligned figures, or data corruption common with auto-extraction tools.
My Approach:
I worked directly through each of the 375 pages, manually reviewing and entering every figure into a clean, organized Google Sheet structure. To maintain accuracy and consistency throughout the project, I:
-Cross-checked each entry against the source PDF before finalizing it.
- Organized the sheet with clear categories and consistent formatting for easy navigation and future reporting.
- Maintained a steady, disciplined workflow to meet a tight three-day turnaround without sacrificing accuracy.
- Flagged any unclear or inconsistent entries in the source material for client review.
Tools Used:
- Google Sheets (data entry, formatting, organization).
- Adobe Acrobat / PDF viewer (source document review).
- Manual data verification techniques (double-entry cross-checking).
The Impact:
The client received a fully accurate, well-organized digital record of their entire 2025 financial data, free from the errors that automated extraction often introduces. This gave them a reliable foundation for financial reporting, auditing, and decision-making, with data they could trust down to the last figure. Completing the transfer within three days also meant the client could proceed with their financial review without delay.
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