Voice AI + Workflow Automation
AI Appointment & Client Management Platform
An AI-powered appointment and client management system designed to help service businesses handle bookings, customer records, communication, and follow-ups more efficiently.
AI Receptionist
Live call
This week
128
Booked
-42%
No-shows
100%
Answered
Section 01
The Problem
Missed calls, lost bookings
Calls land while staff are with clients, so new enquiries go to voicemail and never come back.
Manual scheduling
Availability is checked by hand across staff, services and time slots — slow and easy to double-book.
Repetitive questions
The same pricing, timing and service questions are answered dozens of times every week.
Disconnected customer data
Confirmations, reminders and client history live in separate places, so follow-ups get forgotten.
Section 02
The Solution
AI Voice Receptionist
Handles customer conversations and booking requests in natural speech.
Real-Time Availability
Checks available staff, services, dates and times before confirming.
Appointment Management
Creates and updates appointments automatically, with no manual entry.
Customer Management
Stores client information and full appointment history in one record.
Automated Communication
Supports confirmation and reminder workflows across SMS and email.
Customer Portal
Customers view and manage their appointments and details themselves.
Section 03
How It Works
Section 04
System Architecture
Customer
Calls or books through the portal
Vapi Voice Agent
Real-time speech, intent and dialogue
n8n Automation
Orchestrates every step and integration
Supabase Database
Single source of truth for the business
Booking / Client Records
Appointments, services and history
Twilio / Notifications
Confirmations and reminders sent out
OpenAI reasoning
Connected to the voice agent and the automation layer — it understands what the customer wants, picks the right service, and writes clean notes back to the database.
Section 05
Tech Stack
Vapi
Voice AI and call handling
n8n
Workflow orchestration
Supabase
Database and application backend
Twilio
Communication / SMS
OpenAI
AI reasoning and conversation
APIs
System integrations
Section 07
What This Project Demonstrates
Voice AI Agents
Designing agents that hold real business conversations.
Workflow Orchestration
Multi-step automations that run without supervision.
API & Database Integration
Connected systems with clean, reliable data.
End-to-End Product Automation
From first call to confirmed, recorded booking.
Let's build
Want something like this for your business?
I build custom AI and automation systems around real business workflows.