RFP: AI Systems Engineer & Integration Architect (Consulting Engagement)

Objective

The company seeks an experienced AI Systems Engineer / AI Integration Architect to evaluate, design, and implement a unified AI-driven workflow across HubSpot, Microsoft 365, QuickBooks, and the internal AI suite: Claude, Cowork, Copilot Enterprise, Perplexity, and Breeze AI.

The goal is to eliminate integration conflicts, establish clear AI boundaries, and create a stable, scalable operational architecture supporting RevOps, Finance, and Operations.

Background & Current Environment

The organization currently operates a complex, multi-AI ecosystem involving:

• Claude + Cowork — reasoning and agent execution

• Microsoft Copilot Enterprise — Microsoft Graph orchestration

• Perplexity — retrieval and documentation lookup

• HubSpot AI / Breeze AI — CRM automation

• QuickBooks — billing and invoice lifecycle

• SharePoint — document storage and SOWs

• Microsoft Planner / Tasks — internal execution workflows

A RevOps specialist manages CRM lifecycle, pricing fields, segmentation, and deal flow. However, the current AI environment requires specialized engineering expertise to prevent multi-agent conflicts, ensure proper sequencing, and establish a single source of truth across systems.

Engagement Scope

Systems Audit & Diagnostic

• Evaluate current AI tools, workflows, triggers, and API connections

• Identify conflicts between Claude, Cowork, Copilot, HubSpot AI, and Breeze AI

• Assess HubSpot → Microsoft → QuickBooks → AI data flow

• Review hidden fields, deal-stage logic, and RevOps automation boundaries

• Document integration pain points and failure modes

Architecture Design

• Define a single-source-of-truth workflow across CRM, Finance, and Operations

• Assign clear roles to each AI system: reasoning, execution, orchestration, retrieval, and CRM automation

• Establish AI governance rules to prevent field overwrites and trigger collisions

• Design HubSpot field mapping for:

  • Invoice status

  • Pricing

  • AI integration requirements

  • Microsoft task sync

  • SharePoint sync

  • Hidden RevOps fields

Integration Engineering

Build or refine API-level connections between:

• HubSpot

• Microsoft Graph

• QuickBooks

• SharePoint

• Planner

• Claude / Cowork agents

Create sequencing logic for:

• QuickBooks → HubSpot invoice updates

• SharePoint → HubSpot document sync

• Planner → HubSpot task status

• AI agents → CRM field governance

Implement error checking, fallback logic, and conflict-prevention mechanisms.

AI Workflow Orchestration

• Architect multi-agent workflows that avoid collisions

• Define boundaries for:

  • Claude — reasoning

  • Cowork — execution

  • Copilot — Microsoft orchestration

  • Perplexity — retrieval

  • HubSpot AI — CRM automation only

• Build a governance model ensuring each AI touches only the fields it owns

Documentation & Handoff

• Deliver full architecture diagrams

• Provide integration documentation

• Create operational SOPs for RevOps, AI agents, and internal teams

• Train internal staff on the new architecture

Required Expertise

Candidates must demonstrate:

• Deep experience with multi-AI orchestration

• Expertise in Claude, Cowork, Copilot Enterprise, and Perplexity

• Strong knowledge of HubSpot CRM architecture

• Experience with Microsoft Graph API

• Experience integrating QuickBooks Online API

• Ability to design AI governance models

• Ability to diagnose and resolve AI-agent conflicts

• Experience with enterprise workflow automation

• Strong documentation and communication skills

Deliverables

• Systems audit report

• AI role map and governance model

• Integration architecture diagram

• HubSpot field-mapping blueprint

• API integration plan

• Multi-AI workflow sequencing plan

• Implementation roadmap

• Final documentation and training

Vendor-Proposed Timeline & Work Structure

The company does not dictate timelines to talent.

All consultants must propose:

• Their own project timeline

• Their own milestone structure

• Their own sequencing

• Their own resource plan

• Their own estimated hours or phases

Proposed timelines will be evaluated for clarity and feasibility, but no fixed schedule will be imposed by the company.

This allows the consultant to work within their optimal workflow, methodology, and technical process without external constraints.

Submission Requirements

Interested consultants should provide:

• Relevant case studies

• Technical resume

• Description of experience with Claude, Cowork, and Copilot

• Description of HubSpot and QuickBooks integration experience

• Proposed methodology

• Proposed timeline

• Proposed cost structure

Evaluation Criteria

• Technical depth

• Experience with multi-AI systems

• Experience with HubSpot, Microsoft, and QuickBooks

• Clarity of proposed methodology

• Ability to communicate with RevOps teams

• Cost and timeline alignment