Functional AI Receptionist System Setup

@Microlent

Hello, I am Dr. Rajesh Rolen, PhD in Computer Science & Engineering, with experience of over 20+ years in AI Chatbot Development, AI Development As a preferred freelancer in the top 1%, I have done 400+ projects here on freelancer.com, I have 4.9 ratings out of 5 on average, which showcases my quality of work and timely delivery. Key Highlights: - Free Hosting Support on the Cloud or any desired platform. - Free 3 months of post-delivery support to ensure that our client doesn’t face any challenges after the launch of the project. - Free Dedicated tester on projects to ensure quality delivery, so clients don’t need to act as a tester. - 10+ Years experience UI/UX team to ensure intuitive UI. Portfolio: https://www.freelancer.com/u/Microlent Please open the chat and send me a message, so we can have a more detailed discussion about the project to give you the project timeline and cost. Thank you for considering my services. I look forward to engaging in a productive conversation and understanding how I can be of assistance in bringing your project to life. Regards Rajesh Rolen

@Hrolgar

WhatsApp Business API needs a Meta approved template before you can message someone who hasn't messaged you first, and getting one through review takes a few days, longer if it bounces back. Bad fit for phase one on this budget, better as a phase two add-on once the phone side is proven. For 500 to 600 the honest scope is a phone AI receptionist on Vapi or Retell, whichever gives cleaner UK number handling once I've tested both, behind a Twilio number with n8n running the logic between them. Running cost on top of setup is roughly 5 to 10p a minute for the AI plus Twilio's own per minute rate, worth knowing separately from the build price. Mode switching, off, overflow, AI on, out of hours, is a toggle n8n checks before forwarding or handing off to the AI. Per service routing for plumbing, heating and electrical branches off the same flow so the lead email names the trade. Emergency detection is keyword based, a burst pipe or a gas smell fires a text to whoever's on call rather than sitting in the daily summary. The knowledge base is a doc you edit yourself that the AI reads on each call. ServiceM8 and real booking are phase two, both doable, both would eat the budget before the receptionist works. M1: Twilio number, n8n skeleton, mode switching, £200, 4 days. M2: Vapi/Retell build, per service workflows, emergency detection, lead email, £250, 5 days. M3: daily summary, knowledge base, testing, £150, 3 days.

@arturg6

Hello, "WDI AI OFFICE – £500" - configure a phone-first receptionist with safe service workflows and escalation. I would use Twilio + a voice AI platform + n8n, keeping your accounts, number and data under your control. The setup would capture leads, separate emergencies from normal enquiries, handle ON/OFF/OVERFLOW, send structured emails and provide an editable knowledge base. I built an AI-powered proposal automation engine using ChatGPT integration: https://www.freelancer.com/projects/ai-content-creation/Powered-Modular-Proposal-Engine/reviews For the fixed scope, I would prioritise phone reception, service questions, emergency handling, human transfer, summaries, email alerts, daily reporting and recorded handover. WhatsApp, ServiceM8 and controlled booking would be excluded from V1 unless the selected platform supports them without adding setup work. Which phone platform do you prefer for the V1: Vapi, Retell AI, or should I choose based on reliability and running cost? Looking forward to working with you. Artur Giżycki

@AwaisChaudhry

WDI AI OFFICE - £500 I can configure a practical first version of your AI receptionist using existing services rather than overbuilding custom software. The £500 setup would focus on a reliable phone workflow, structured lead capture, emergency escalation, email notifications, knowledge-base responses, call summaries, and clear OFF/OVERFLOW/AI ON controls. Where feasible, I can also configure a WhatsApp intake workflow and daily summary automation, subject to provider capabilities and account verification. I would use an appropriate combination of AI/API services with Power Automate or comparable Automation tooling, keeping company-owned accounts, numbers, data, prompts, and workflows under your control. I will clearly document subscription, telephony, WhatsApp, AI, and hosting costs before implementation; there will be no hidden developer markup. To keep the scope honest, advanced ServiceM8 integration, unrestricted appointment booking, extensive follow-up logic, and every requested channel feature may need to be staged after the core launch. I will define the included workflows first, configure them, test your listed scenarios, correct setup faults, and provide a walkthrough covering controls, knowledge updates, transcripts, and running costs. I will also provide a concise handover showing which accounts you create, how transfer and callback escalation work, and how to maintain approved responses. Which phone provider, WhatsApp Business setup, and email destination shou

@ShaikhAneesa

WDI AI OFFICE - £500. Hi there, I understand you need a practical AI receptionist/virtual office for WDI Group, with reliability and transparent costs taking priority over an over-engineered custom build. I’m confident I can use proven services such as Twilio + an AI voice platform + OpenAI + Make/n8n to deliver the highest-value working setup within the £500 fixed development budget, while keeping the important accounts and data under your control. My approach is to first configure the UK phone/AI layer with natural conversation, interruption handling, service-specific qualification, emergency recognition, human escalation, call summaries and controlled ON/OVERFLOW/OUT-OF-HOURS modes. Then, I’ll build the lead workflow so genuine calls/WhatsApp enquiries produce structured email notifications containing customer details, service, urgency, summary and transcript/recording links where available, with a daily summary. Finally, I’ll configure the knowledge base, basic WhatsApp workflow where the selected platform supports it, testing scenarios, error handling, and a recorded handover showing you how to operate the system and update approved information. Could you confirm whether you already have a UK business number that supports forwarding, and whether WhatsApp Business/API is already set up? I’m ready to start immediately. Warm Regards, Aneesa.

@carlosd178

WDI AI OFFICE – £500 Hello, I’ve reviewed the full specification and can deliver a practical V1 within your strict £500 setup budget. I would use Twilio + Retell AI/Vapi with n8n/Make and OpenAI where required—not build an expensive voice stack from scratch. V1 will cover UK-English inbound calls, interruptions, service-specific qualification, emergency detection, human transfer/callback fallback, transcripts/summaries, lead emails, daily summaries, and editable knowledge/workflow rules. ON/OFF/OVERFLOW/out-of-hours routing will be configured so you can change modes yourself. WhatsApp can be included subject to Meta/Twilio account approval. Photo collection and structured lead handling are achievable. I would keep ServiceM8 integration and complex diary automation outside the guaranteed £500 scope; controlled calendar booking can be added if remaining setup time allows. I have not included unverifiable claims about previous ServiceM8 work; I can integrate its API as a later phase if required. Delivery: **7–10 days**, including scenario testing, fixes, documentation and screenshare handover. I’ll also include **14 days of post-launch support for setup-related faults**. Accounts likely required: Twilio, chosen voice platform, OpenAI, Meta/WhatsApp, email and automation/hosting as applicable. Best regards, Carlos.

@diektech

Hi — Elias here from Miami. I understand you're looking to implement an AI receptionist system that integrates phone and WhatsApp functionalities. The goal here is to streamline communication while enhancing user experience. What usually matters most is ensuring seamless integration across platforms. A common issue in systems like this is managing real-time interactions and maintaining a consistent user experience. The tricky part is usually the automation logic, particularly in handling various user intents and ensuring reliable performance. My approach would involve structuring the system with a focus on modularity, allowing for easier updates and scaling. I’d prioritize stability and maintainability while ensuring the AI can adapt as user patterns evolve. I’ve developed similar systems that required robust AI integration and user management, giving me insight into potential pitfalls. A few questions to better understand the scope: Q1 – What specific user roles and permissions do you envision for the AI receptionist? Q2 – How do you plan to handle different user interactions across phone and WhatsApp? Q3 – Are there existing systems or platforms you want to integrate with the AI solution? Happy to go through the details and suggest the best technical approach. Looking forward to hearing from you.

@rakhshanz3

As someone who holds a Bachelor's degree in Computer Science, a PhD in AI with almost 20 years of experience in the field, I'm exactly the person you need for this project. With my extensive knowledge and history of creating innovative AI systems, I can guarantee that the AI Receptionist/Virtual Office set-up we create for you will not only meet, but exceeds your expectations. Throughout my career, I've worked on diverse Artificial Intelligence and Machine Learning Solutions, including chatbots and voice agents for customer support and appointment booking. I have proven expertise in developing Natural Language Processing(NLP) systems that are capable of dealing with the level of complexity and natural flow required for your specific needs. Moreover, I have hands-on experience in managing full-stack SaaS applications with CRM integrations and role-based systems which will allow me to expertly handle API integrations your services uses(update if not using) at ease. Apart from being skilled, I pride myself on prioritizing simplicity as much as efficiency while undertaking projects. I aim to create intelligent solutions capable of understanding nuances of different scenarios without overcomplicating things.ạ

@HamparProd

WDI AI OFFICE – £500 For £500 I will fully configure a Retell AI + Twilio + n8n system covering UK phone reception, service-specific qualification, emergencies, quotes, existing customers, human transfer/callback, OFF/OVERFLOW/AI ON/out-of-hours modes, call summaries/transcripts, lead emails, daily reporting and a client-editable knowledge base. WhatsApp AI with photo intake is included if your Meta/WhatsApp account is approved. I can also configure one controlled calendar booking flow with predefined permitted slots. Not included in V1: ServiceM8 write-back, custom dashboard, image diagnosis or complex scheduling. The system uses third-party services in WDI-owned accounts, with no reseller lock-in or monthly payment to me. Running costs: Retell $0.07–$0.31/min, Twilio UK number $3.50/mo + usage, WhatsApp $0.005/message + Meta fees, and n8n Cloud €20/mo. Delivery: 7 days after required account approvals. You retain control of numbers, accounts, data, prompts, workflows and knowledge. Testing, walkthrough, documentation and 7-day setup-fault support are included. ServiceM8: not included in V1; I will not claim previous integration unless verified.

@shakilan4

WDI AI OFFICE – £500 Hi, I can set up a reliable AI receptionist using proven platforms such as Retell/Vapi, Twilio, OpenAI and Make/n8n, with phone + WhatsApp, lead qualification, emergency detection, human transfer, email summaries, ON/OFF/OVERFLOW modes, knowledge base, testing and full handover. I’ll clearly document what is included/excluded within £500 and all third-party costs, with your accounts, numbers and data remaining under your control. I’ll also provide a walkthrough so you can manage the system yourself. Delivery can typically be completed within 7–10 days. I’m happy to discuss your exact workflows and demonstrate relevant AI receptionist work.

@jonasdedzo

Hello, I can set up a practical AI receptionist using reliable third-party tools rather than overbuilding a custom system. For £500, I would focus on a working V1 with a UK-English phone receptionist, lead collection, service-specific workflows, emergency detection/escalation, human transfer, call summaries, email notifications, ON/OFF/OVERFLOW modes, out-of-hours handling, and a manageable knowledge base. If WhatsApp is supported within the selected platform at reasonable cost, I’ll configure that as well. I’ll connect the required services, configure the prompts/workflows, test the agreed scenarios, fix setup issues, and provide a walkthrough showing you how to operate and update the system yourself. I would use a combination such as Retell AI/Vapi + Twilio + OpenAI + Make/n8n, selecting the most suitable option after checking UK phone and WhatsApp requirements. This would be a third-party/automation-based setup, not a fully custom platform. ServiceM8 integration, controlled appointment booking, and advanced follow-ups would be treated as optional if they fit the £500 scope. I will clearly disclose subscription, phone, WhatsApp, AI, hosting, and other usage costs before setup. All important accounts and data can remain under your company control. I don’t want to claim previous examples or ServiceM8 experience that I cannot verify, but I can build and demonstrate the agreed workflow transparently. Looking forward to work with you. Thanks

@Hubready

Hello!, I am a US-based senior software engineer and I’d love to help WDI Group build a functional AI receptionist system that reliably handles phone + WhatsApp, captures leads, and reduces missed opportunities. The real pain point here is not just “making an AI answer,” but making it answer the right way, every time, with clean routing and a smooth handoff when needed. I’d tackle it in phases: define the conversation flow, set up the voice/WhatsApp logic, build the AI decision layer with fallback rules, and then test edge cases so the system feels natural and dependable in real use. I’ve built production automation and AI systems where accuracy, reliability, and practical business outcomes mattered more than demos. This kind of project needs someone who pays attention to the details, because the details are what make the receptionist feel professional instead of frustrating. Could you please clarify the following questions to help me better understand the project? 1) Should the AI handle FAQs, bookings, lead qualification, and call transfers, or only some of these? 2) Do you already have preferred phone and WhatsApp providers, or would you like me to recommend the best setup? 3) When the AI is unsure, should it hand off to a human, request a callback, or just capture the message? If you want, I can help you shape the exact workflow first so the build is clean and done right from the start. James Zappi

@adeelpirzada

Hi, I am Adeel. I built MyHeartLine, an AI voice agent platform that calls people on a schedule, holds a natural conversation, then transcribes, summarises and routes the result to the right people with alerts for anything urgent. That is the same shape of problem as your receptionist, just a different domain. For £500 I would use Retell or Vapi for the phone conversation layer, n8n for the routing logic and email leads, and keep WhatsApp and ServiceM8 as a phase two once the phone side is proven. Mode switching and knowledge base updates would sit in a simple dashboard you control. I would start with the phone receptionist and emergency handling first, since that covers most of your urgent leads. Everything stays under your own accounts and numbers. Which service line generates the most emergency calls for you currently, plumbing or heating?

@shayankhan333

WDI AI OFFICE – £500 Retell AI for the phone layer and 360dialog for WhatsApp Cloud API, glued with n8n, gives you the most reliable build at this budget. I'll wire the four call modes, per-service intent routing with emergency flagging, lead emails plus one daily digest, all under your accounts so nothing sits on mine. ServiceM8 sync and appointment booking stay as phase two, honestly not safe to promise inside £500 alongside the core. 1. Do you already have a UK number to port, or shall we provision a fresh Twilio DID? 2. Which mode should be the default at handover, Overflow or AI On? Thanks Shayan

@SkillCrafts

I understand you need a robust AI receptionist system for your services company, similar to how many modern businesses leverage AI for efficient customer interaction. My experience includes integrating AI-powered communication platforms, ensuring seamless handling of inquiries and bookings. My approach will focus on maximizing functionality within your £500 budget by leveraging established platforms like Retell AI or Vapi for voice/WhatsApp integration, coupled with Make or n8n for workflow automation. This will allow us to configure intent recognition, script basic conversational flows for appointment scheduling and service inquiries, and route calls/messages effectively, all without extensive custom development. Given the budget, what are your absolute top 2-3 functionalities that must be prioritized for initial setup? I'm confident we can achieve significant value. Let's schedule a quick call to discuss how we can best implement this for WDI Group.

@AneesaIBA

WDI AI OFFICE – £500 Good Day, I have read and understood the project details that you need a reliable AI receptionist for WDI Group covering UK phone calls, lead qualification, emergency handling, WhatsApp, email notifications and simple ON/OFF/OVERFLOW controls within the £500 fixed budget. I can configure an existing platform such as Retell AI, Vapi or Twilio with OpenAI, connected through n8n/Make. I’ll set up UK-English conversations, service-specific workflows, emergency escalation, human transfer, call summaries, transcripts, lead emails and daily reporting. I’ll prioritize the core phone receptionist within £500 and clearly identify optional features such as ServiceM8, appointment booking and follow-ups if they cannot be reliably included. All third-party subscriptions, usage and API costs will be disclosed upfront. Your company will retain control of accounts, phone numbers, data and workflows. I’ll also provide a complete walkthrough covering system controls, knowledge-base updates and operating costs. Please share your current phone setup and WhatsApp status so I can confirm the exact scope and platform. Regards, Rabia Shaikh

@ranjika08

As a seasoned professional with over 12 years of experience in website development, digital marketing, and business automation, I believe I am your perfect fit for this AI Receptionist project. I have a comprehensive understanding of the nuances involved in designing a functional and dynamic virtual office that can handle diverse tasks efficiently. My deep knowledge of different AI platforms such as Twilio, Retell AI, Vapi and OpenAI makes me adept at working with a range of tools to optimize functionality within budget constraints. I greatly appreciate your emphasis on maximizing reliability and functionality within the specified budget. Being well versed in operational controls and preference for existing software, I am confident that I can provide seamless phone reception services with the designated call/response modes appropriately customized as per your workflow needs. Moreover, my proficiency extends to Wha tsApp handling features like responding naturally, collecting customer/job information including photos, qualifying leads efficiently and escalating it to human support as needed. Not only can I develop the UK-English AI receptionist you require but also align different service workflows with corresponding enquiries, recognizing urgent situations like water leaks, gas concerns and electrical emergencies. Let's turn this vision into reality! Use the "HIRE ME" button now!

@Aaleen110

The £500 budget is the constraint here. I will set up your AI receptionist using Twilio for phone and WhatsApp integration, also connecting it to OpenAI for conversational ability. I will build the core logic using Make to handle the workflow, so it can collect name, phone, address/postcode, and job details from callers. I am a Preferred Freelancer with a 5.0 rating over 10 reviews, delivered on time and on budget each time. The main failure point is making the conversation natural enough to collect all the data reliably within the budget. I will use prompt engineering with OpenAI to focus the AI on extracting these specific pieces of information without going off-topic, and I will build error handling into Make so if it misses a detail it can politely ask again. What is the preferred tone of voice for the AI receptionist, formal or casual? Send the details for setting up a Make account so I can begin.

@vladang

WDI AI OFFICE – £500 gets the phone receptionist and WhatsApp live. ServiceM8 waits for phase two. 1. UK phone receptionist, your 11 workflows, emergency flags, transfer with callback, recordings, lead emails, daily summary, four modes, WhatsApp with photos, booking in your windows, walkthrough video. 2. Not included: ServiceM8 and the follow-up message. 3. Retell AI voice, Twilio number and WhatsApp, n8n automation, OpenAI. 4. Third-party, set up for you. 5. No receptionist video yet. My AI work is at InsightSpring, a secure AI SaaS. I'll record a real test call before you release anything. 6. No UK telephony project yet. Twilio sells UK numbers directly. 7. No. 8. You pay vendors directly: Retell minutes, Twilio calls, WhatsApp messages, OpenAI, n8n. Exact prices before you hire, zero markup. 9. Call forwarding on your number: none is OFF, on no answer is OVERFLOW, always is AI ON. Out-of-hours is a schedule. 10. A Google Doc you edit, one-click re-sync. 11. Phone testable in 10 days, handover by 3 weeks. 12. Retell, Twilio, Meta Business, n8n, OpenAI, Google. 13. Yes. Everything in your name. 14. No. 15. All test faults fixed, plus two weeks of small fixes. The agent only quotes what's in your doc, so it never guesses prices or gives unsafe advice. First milestone: phone receptionist passing your plumbing emergency test, released only when it works.