Technical specification (full functionality described)
Project
AI Sales Agent for automatic search of potential clients, personalized email distribution, and lead processing.
The initial business for which the AI Agent is being developed is intended for the project "platform for builders and construction equipment in Germany and the EU. Website: https://prostobau.de/
The goal is to create a fully autonomous system that can operate almost without my involvement and easily switch to any other business niche if necessary.
Overall architecture
The system should be modular.
Each module should operate independently.
For example:
- company search;
- website analysis;
- email search;
- letter generation;
- sending;
- response processing;
- reports.
If it is necessary to replace Apify or OpenAI with another service, this should happen without rewriting the entire system.
Company search sources
At the first stage, use:
In the future, there should be an easy way to connect:
- LinkedIn;
- Facebook;
- Gelbe Seiten;
- Yelp;
- any other sources.
Company search
Every day, the system automatically retrieves about 100 new companies based on the specified search query.
For example:
- Baumaschinenvermietung Bayern
- Bauunternehmen Nürnberg
- Trockenbau München
The search should be fully customizable.
I should be able to change:
- niche;
- country;
- region;
- language;
- search queries;
- number of companies.
Without the help of a programmer.
Duplicate check
Before processing, the company is checked by:
- domain;
- email;
- phone;
- Google Maps URL;
- name.
A company should never receive the first letter twice.
Website analysis
If a website is found, the agent must:
study
- what the company does;
- what services it provides;
- what products it sells;
- operating region;
- contact details;
- possible owner name;
- email.
After analysis, create a brief description of the company.
Email search
Priority:
personal work addresses →
sales →
vertrieb →
kontakt →
info.
If there is no email — skip the company.
Letter generation
Via OpenAI.
Each letter must be unique.
Do not use template-based word replacement.
The letter should consider the content of the website.
Style:
brief
friendly
professional
without pressure
without fabricated facts
maximum 120 words.
Letter check
Before sending, the letter must be automatically checked.
If errors are found:
- mistakes;
- fabricated information;
- too long text;
- poor personalization,
the letter must be recreated.
Sending letters
Do not use the project's corporate email.
Create a separate new domain for outbound email.
For example, a separate similar domain.
Create new mailboxes.
Set up:
It is essential to organize proper email warming.
After warming, aim for about 100 new emails per day.
Emails should be sent gradually throughout the working day.
Not all at once.
Follow-up
After 5 days from the first letter.
Only if:
- no response;
- no bounce;
- the company did not request to stop writing.
Only one follow-up.
After the second letter, the chain ends.
Response processing
The system must automatically:
read incoming letters.
Determine:
- interested;
- not interested;
- request to stop writing;
- automatic response;
- vacation;
- manual response needed.
After a response, automatically stop any further letters.
Database
Store:
- companies;
- websites;
- emails;
- letter history;
- responses;
- statuses;
- search queries;
- errors;
- processing date;
- follow-up.
Dashboard
A convenient web interface (desktop) is needed, not just n8n.
I want to see:
Main
- is the agent working;
- current status;
- how many companies found;
- how many processed;
- how many sent;
- how many responses;
- how many errors;
- how many follow-ups;
- how many interested.
Companies
Table.
Filters.
Search.
History.
Search queries
Add
Delete
Edit
Priority
Region
Country
Number of companies.
Settings
Without a programmer, the following should be changeable:
- OpenAI model;
- email account;
- domain;
- number of letters;
- limits;
- language;
- template;
- sending time;
- number of companies;
- follow-up period;
- business niche.
Logs
All errors.
All actions.
Work history.
Emergency stop
Large button
STOP
After pressing:
immediately stop
- search;
- generation;
- sending;
- follow-up.
Restart
With one button.
Operating modes
Test
Everything is executed except sending.
You can check letters.
Automatic
Fully autonomous operation.
Scaling
In the future, there should be the ability to:
- add multiple email accounts;
- multiple domains;
- multiple projects;
- multiple niches;
- multiple countries;
- multiple languages.
Without a complete system overhaul.
Daily report (organize conveniently, either by email to the owner or in Telegram via a bot)
At the end of the day, automatically receive:
- companies found;
- new;
- duplicates;
- emails found;
- letters sent;
- follow-ups;
- responses;
- interested;
- errors.
Security
Store all API keys securely.
No keys inside the workflow.
Documentation
After project completion, provide:
- launch instruction;
- settings change instruction;
- architecture description;
- export of all workflows;
- access to all services.
Important
The project should be built not only for ProstoBau.
I want to receive a universal platform for client search that can be used in the future for almost any business by simply changing:
- niche;
- search queries;
- letter templates;
- email;
- domain;
- country.
Without involving a programmer.
