AI Voice Receptionist (Multi-Line / Multi-Brand) – Garage Door Services (USA)

Project Description We are a professional and established garage door services company operating with three different business phone numbers (three related brands). We are looking to implement a professional AI Voice Receptionist as Phase 1 of a larger, long-term operational project. This is not an experimental project. We are a serious business and are looking for a serious, experienced, and committed AI developer who can deliver a high-quality, reliable, and scalable solution. Phase 1 scope is ONLY the AI Voice Receptionist. However, the system must be built correctly from the start, with scalability in mind, since future phases and additional features will follow. _____ Phase 1 – Project Objective Implement an AI Voice Receptionist that: • Answers all inbound calls 24/7 • Schedules, confirms, reschedules, and cancels appointments • Responds clearly to frequently asked questions • Sends SMS and/or email confirmations and reminders • Provides daily and monthly reports • Supports a multi-line / multi-brand setup (3 numbers / 3 identities) • Requires minimal manual intervention _____ Required Features – Phase 1 Scope 1) AI Voice Call Handling • Answer inbound calls professionally with a natural, human-like voice (not robotic) • English and Spanish support • Capture and store caller information: o Name, phone, email (if provided), address/service location o Residential vs commercial o New customer vs existing customer o Emergency vs non-urgent o Reason for call / issue summary • Correct company greeting and identity based on the phone number dialed _____ 2) Multi-Line / Multi-Brand Support (Mandatory) We operate three different phone numbers, each representing a related company/brand. Required model (preferred and most acceptable option): • One platform • Three phone numbers • Three brand identities • Each number answers with its own business name and correct script/branding • Same logic and features across all lines • Ability to generate reports per line and/or combined This corresponds to: one platform, multiple numbers, multiple identities (Option A). _____ 3) Appointment Management • Schedule new appointments (free estimates and service appointments) • Confirm appointments via SMS and/or email • Automated reminders (e.g., 24 hours and/or 2 hours prior) • Reschedule and cancel appointments without human intervention • Prevent double booking • Optional waitlist handling (if no availability exists) _____ 4) FAQ Handling and Call Classification • Answer common customer questions such as: o Business hours o Service areas o Free estimates o Types of services offered (residential/commercial) o Basic policies and general warranty information (high level) • Classify calls as: o New or existing customer o Residential or commercial o Emergency or non-urgent _____ 5) Notifications and Alerts (Admin) • Notify admin when: o New appointments are scheduled o Appointments are canceled or rescheduled o Emergency calls are detected o Caller abandoned / hung up before completion (missed lead recovery) • Notifications delivered via email and/or SMS (propose best approach) ____ 6) Reporting (Automated) • Daily automatic report (sent every day at 6:00 AM) o Calls received (per number and combined) o Appointments scheduled o Cancellations / reschedules o Daily agenda summary o Missed/abandoned call list • Monthly report o Total calls o Appointment volume o Peak call times o High-level conversion indicators (calls → appointments), if feasible within Phase 1 _____ Technical and Implementation Requirements Platform and Services Transparency (Mandatory) The selected developer must clearly explain and document: • Which AI Voice platform is used and why • Which telephony provider is used • Which SMS and email services are used • Any third-party tools required • A clear list of all costs: o One-time setup cost o Monthly platform fees o Usage-based fees (minutes, SMS, etc.) o Any accounts/services we must pay for directly We want a clean, efficient stack. No unnecessary or bloated tools. _____ Admin Access and Ease of Management (Very Important) We do not have technical or AI development experience. The system must be manageable by a non-technical admin and provide: • Full admin access to all platforms and accounts • A clear admin workflow to: o Update business hours o Modify scripts and responses o Add/update FAQs o Adjust appointment rules (availability windows, buffers, etc.) • Documentation and/or training so we can self-manage basic changes Please clearly explain in your proposal: • What we can manage ourselves without coding • What requires developer support • Whether a non-technical admin can make common updates safely • Your recommended support model for “major changes” Our goal: we manage day-to-day updates; we request professional help only for bigger changes. ____ Testing, Quality, and Go-Live • Provide a testing plan (call flows, edge cases, language switching, scheduling accuracy) • Provide a staging/testing period before go-live • Ensure reliable handling of: o Busy times/high call volume o Transfers/escalations (if caller requests human or emergency requires it) o Clear fallback behavior if the AI is uncertain _____ Timeline and Delivery Expectations Please include: • Estimated delivery timeline for Phase 1 • Milestones (design, build, testing, launch) • Post-launch support/warranty period for bug fixes and stabilization We expect: • A functional first version within a realistic timeframe • Proper testing before production launch • Documentation or walkthrough for admin usage ____ Ownership, Rights, and Access (Mandatory) Your proposal must confirm: • We retain full ownership of: o Voice scripts o Logic flows o Configurations created for our business o Data collected (calls, summaries, appointments, reports) • We receive full admin access to all accounts/platforms • No vendor lock-in without prior written disclosure • Confidentiality and NDA respected _____ Flexibility, Iteration, and Collaboration (Mandatory) This project will evolve during development. There will be: • Many refinements to scripts and responses • Adjustments to call flows and scheduling rules • Improvements based on real customer call behavior • Additional ideas and changes as we test and iterate We want a developer who: • Is comfortable with an iterative process • Can adapt quickly and professionally to changes • Provides guidance and best practices • Suggests improvements that make the project stronger and more effective We are open to your recommendations and expect proactive suggestions to improve the final outcome. _____ Admin Independence Requirement (Mandatory) A critical requirement of this project is that, after delivery, we must be able to operate and manage the AI Voice Receptionist independently as non-technical admins. The system must be implemented in a way that allows us to: • Maintain full admin access to all accounts, numbers, and configurations • Make day-to-day updates without coding, including: o Update business hours and holidays o Edit greetings, scripts, and voice prompts o Add/update FAQs and approved answers o Adjust scheduling rules (availability windows, buffers, blackout dates) o Update notification recipients (SMS/email) and reporting recipients • Monitor activity through a dashboard or clear reporting outputs We want to be able to manage the system ourselves for routine changes and operations. We will only request professional/developer assistance for: • Major flow changes or advanced logic updates • Integration changes or additions • Reliability issues, bugs, or unexpected errors • Improvements beyond the agreed Phase 1 scope In your proposal, you must clearly explain: • Which parts we can manage ourselves without coding • Which parts require developer access or technical work • What admin interface or control panel will be used • What documentation/training you will provide so we can self-manage confidently • Your optional support/maintenance model for major changes and ongoing improvements This requirement is mandatory. Proposals that do not address admin independence and handover (accounts, access, documentation) will not be considered. ____ Ideal Candidate Profile • Proven experience with AI Voice / conversational AI / call automation • Experience deploying real business voice agents (not demos) • Strong communication and documentation skills • Organized, reliable, and professional • Willing to support and improve the system long-term This is not a one-time task. If Phase 1 is successful, future phases and expansions will follow. _____ What to Include in Your Proposal Please include: • Relevant experience and examples (AI voice/call automation) • Recommended tools/platforms and your reasoning • Estimated timeline and cost breakdown (setup + monthly + usage) • How admin control will work for a non-technical user • Your testing and go-live process • Your support/maintenance model • Suggestions to improve Phase 1 while keeping it within scope ____ Final Note We are a serious company, and this is a serious project. Quality, structure, and long-term collaboration are extremely important to us. During the development process there will be many changes, refinements, and improvements. We expect an iterative approach, and we are open to suggestions from the selected developer to make the project better, stronger, and more effective. If you are looking for a quick or low-effort task, this project is not the right fit. If you are looking to build a professional, scalable, and well-structured AI Voice Receptionist system, we are interested in working with you. By applying to this project, the freelancer acknowledges and agrees to the budget stated in this listing. Any attempt to renegotiate pricing after being selected or during implementation, without a mutually approved scope change, will result in immediate disqualification.

ID do Projeto: 40171516