AI Receptionist Service for Automotive Businesses
Budget / Salary$250–750
TypeFreelance project
LocationRemote
Posted1 hour ago
Only USA, UK, Au, NZ Country Freelancers
a focused AI receptionist service for independent automotive appearance businesses in the United States, initially targeting PPF, window tint, ceramic coating and vehicle wrap shops.
We are looking for an experienced Voice AI automation specialist to personally build a working, demonstration-ready MVP within seven calendar days.
This is not a request to develop a complete SaaS platform, mobile application or custom CRM. The objective is to create a reliable, realistic and easily replicable AI receptionist that can be demonstrated to prospects and subsequently configured for the first paying pilot customers.
Preferred platform: Retell AI.
Vapi or another platform may be proposed only if you can clearly explain why it is better for this specific MVP in terms of reliability, setup speed, appointment handling, call transfer, SMS and ongoing cost.
Required MVP functionality
The AI receptionist must:
* Answer inbound calls on a US phone number
* Clearly identify itself as an AI assistant for the automotive shop
* Answer basic questions using a business-specific knowledge base
* Provide information about services, business hours and location
* Handle enquiries relating to PPF, window tint, ceramic coating and vehicle wraps
* Collect the caller’s name, telephone number, vehicle make/model/year, requested service and preferred appointment time
* Check calendar availability and book an appointment when appropriate
* Offer a callback request when direct booking is not possible
* Send an SMS or email confirmation to the caller
* Send a structured lead summary to the business owner
* Transfer the call to a human when required
* Handle unknown questions without inventing information
* Record the call outcome, transcript and collected lead data
* Store the lead information in a simple system such as Google Sheets, Airtable or another lightweight solution
* Be easy to duplicate and customize for future pilot customers
The initial MVP may use fictional shop information. We will provide or approve the sample business details, services, working hours, frequently asked questions and escalation rules.
Important limitations
The agent must not:
* Invent prices, discounts, services or available appointment times
* Promise work completion dates
* Give technical advice about vehicle treatment when the information is not included in the knowledge base
* Confirm an appointment without checking actual availability
* continue answering when the situation requires human intervention
* Collect unnecessary sensitive information
A safe fallback response and human escalation process must be included.
Required deliverables
1. A working US demo telephone number
2. Complete inbound Voice AI agent
3. Automotive-specific conversation flow
4. Configured knowledge base
5. Lead qualification and data-capture workflow
6. Google Calendar or Cal.com appointment integration
7. Callback-request workflow
8. SMS or email confirmation workflow
9. Business-owner notification and call-summary workflow
10. Human call-transfer functionality
11. Call recordings, transcripts and outcome tracking
12. Simple lead log in Google Sheets, Airtable or an agreed alternative
13. Export or copy of all prompts, workflows and configurations
14. Written documentation explaining the setup
15. A short recorded walkthrough showing how to customize the system for another automotive shop
16. Full handover of all accounts, configurations and project assets
All main platform accounts must be created under, transferred to or fully controlled by the client. The finished system must not depend on an account that remains exclusively under the freelancer’s ownership.
Testing and acceptance criteria
Before final approval, the system will be tested across at least 30 simulated calls, including:
* New PPF enquiry
* Window-tint enquiry
* Ceramic-coating enquiry
* Vehicle-wrap enquiry
* Price question
* Unknown service
* After-hours call
* Appointment request
* Unavailable appointment time
* Callback request
* Request to speak with a human
* Caller changing details during the conversation
* Question not covered by the knowledge base
* Noisy or unclear caller
* Interrupted or abandoned call
The MVP will be accepted when:
* Required lead information is captured correctly in at least 90% of applicable tests
* The agent does not invent prices, services or appointments
* Calendar bookings and callback requests are recorded correctly
* Notifications and confirmations are delivered correctly
* Human transfers and fallback scenarios work reliably
* Calls, transcripts and outcomes are recorded
* The conversation is natural enough for a real prospect demonstration
* No critical unresolved errors remain
Project structure
Fixed budget: $700
Delivery period: Maximum seven calendar days
Milestone 1 – Architecture and call-flow approval: $100
Final technical stack, conversation map, required integrations and estimated recurring costs.
Milestone 2 – Working MVP: $450
Working US demo number, Voice AI agent, knowledge base, lead capture, calendar/callback workflow, notifications and human transfer.
Milestone 3 – Testing, corrections and complete handover: $150
Acceptance testing, correction of identified issues, documentation, recorded walkthrough and transfer of all project assets.
No paid tool, subscription or external service may be purchased without prior written approval. Please identify all expected third-party and recurring costs in your proposal.
Who we are looking for
You should have direct hands-on experience with:
* Retell AI, Vapi or comparable Voice AI platforms
* Inbound AI receptionists
* Prompt and conversation-flow design
* US telephone-number configuration
* Calendar integrations
* SMS or email automation
* Call transfer and escalation
* Webhooks and API integrations
* Lead capture and lightweight CRM workflows
* Voice-agent testing and debugging
You must personally implement the project. No subcontracting or delegation is permitted without prior written approval.
Application instructions
Please begin your proposal with the words:
“AUTOMOTIVE VOICE MVP”
Then answer all screening questions and include at least one relevant example of a Voice AI agent that you personally built.
Generic AI-generated proposals that do not address the required workflow, technical architecture and delivery timeline will not be considered.
a focused AI receptionist service for independent automotive appearance businesses in the United States, initially targeting PPF, window tint, ceramic coating and vehicle wrap shops.
We are looking for an experienced Voice AI automation specialist to personally build a working, demonstration-ready MVP within seven calendar days.
This is not a request to develop a complete SaaS platform, mobile application or custom CRM. The objective is to create a reliable, realistic and easily replicable AI receptionist that can be demonstrated to prospects and subsequently configured for the first paying pilot customers.
Preferred platform: Retell AI.
Vapi or another platform may be proposed only if you can clearly explain why it is better for this specific MVP in terms of reliability, setup speed, appointment handling, call transfer, SMS and ongoing cost.
Required MVP functionality
The AI receptionist must:
* Answer inbound calls on a US phone number
* Clearly identify itself as an AI assistant for the automotive shop
* Answer basic questions using a business-specific knowledge base
* Provide information about services, business hours and location
* Handle enquiries relating to PPF, window tint, ceramic coating and vehicle wraps
* Collect the caller’s name, telephone number, vehicle make/model/year, requested service and preferred appointment time
* Check calendar availability and book an appointment when appropriate
* Offer a callback request when direct booking is not possible
* Send an SMS or email confirmation to the caller
* Send a structured lead summary to the business owner
* Transfer the call to a human when required
* Handle unknown questions without inventing information
* Record the call outcome, transcript and collected lead data
* Store the lead information in a simple system such as Google Sheets, Airtable or another lightweight solution
* Be easy to duplicate and customize for future pilot customers
The initial MVP may use fictional shop information. We will provide or approve the sample business details, services, working hours, frequently asked questions and escalation rules.
Important limitations
The agent must not:
* Invent prices, discounts, services or available appointment times
* Promise work completion dates
* Give technical advice about vehicle treatment when the information is not included in the knowledge base
* Confirm an appointment without checking actual availability
* continue answering when the situation requires human intervention
* Collect unnecessary sensitive information
A safe fallback response and human escalation process must be included.
Required deliverables
1. A working US demo telephone number
2. Complete inbound Voice AI agent
3. Automotive-specific conversation flow
4. Configured knowledge base
5. Lead qualification and data-capture workflow
6. Google Calendar or Cal.com appointment integration
7. Callback-request workflow
8. SMS or email confirmation workflow
9. Business-owner notification and call-summary workflow
10. Human call-transfer functionality
11. Call recordings, transcripts and outcome tracking
12. Simple lead log in Google Sheets, Airtable or an agreed alternative
13. Export or copy of all prompts, workflows and configurations
14. Written documentation explaining the setup
15. A short recorded walkthrough showing how to customize the system for another automotive shop
16. Full handover of all accounts, configurations and project assets
All main platform accounts must be created under, transferred to or fully controlled by the client. The finished system must not depend on an account that remains exclusively under the freelancer’s ownership.
Testing and acceptance criteria
Before final approval, the system will be tested across at least 30 simulated calls, including:
* New PPF enquiry
* Window-tint enquiry
* Ceramic-coating enquiry
* Vehicle-wrap enquiry
* Price question
* Unknown service
* After-hours call
* Appointment request
* Unavailable appointment time
* Callback request
* Request to speak with a human
* Caller changing details during the conversation
* Question not covered by the knowledge base
* Noisy or unclear caller
* Interrupted or abandoned call
The MVP will be accepted when:
* Required lead information is captured correctly in at least 90% of applicable tests
* The agent does not invent prices, services or appointments
* Calendar bookings and callback requests are recorded correctly
* Notifications and confirmations are delivered correctly
* Human transfers and fallback scenarios work reliably
* Calls, transcripts and outcomes are recorded
* The conversation is natural enough for a real prospect demonstration
* No critical unresolved errors remain
Project structure
Fixed budget: $700
Delivery period: Maximum seven calendar days
Milestone 1 – Architecture and call-flow approval: $100
Final technical stack, conversation map, required integrations and estimated recurring costs.
Milestone 2 – Working MVP: $450
Working US demo number, Voice AI agent, knowledge base, lead capture, calendar/callback workflow, notifications and human transfer.
Milestone 3 – Testing, corrections and complete handover: $150
Acceptance testing, correction of identified issues, documentation, recorded walkthrough and transfer of all project assets.
No paid tool, subscription or external service may be purchased without prior written approval. Please identify all expected third-party and recurring costs in your proposal.
Who we are looking for
You should have direct hands-on experience with:
* Retell AI, Vapi or comparable Voice AI platforms
* Inbound AI receptionists
* Prompt and conversation-flow design
* US telephone-number configuration
* Calendar integrations
* SMS or email automation
* Call transfer and escalation
* Webhooks and API integrations
* Lead capture and lightweight CRM workflows
* Voice-agent testing and debugging
You must personally implement the project. No subcontracting or delegation is permitted without prior written approval.
Application instructions
Please begin your proposal with the words:
“AUTOMOTIVE VOICE MVP”
Then answer all screening questions and include at least one relevant example of a Voice AI agent that you personally built.
Generic AI-generated proposals that do not address the required workflow, technical architecture and delivery timeline will not be considered.
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