AI Voice Dispatcher / AI Call Agent for appliance repair company
We are looking for a developer or a team who can create an AI dispatcher for a home appliance repair company in the USA.
We need an AI voice agent that will take incoming calls from customers, qualify requests, check service areas by ZIP codes, collect customer data, and help schedule technician visits.
What needs to be developed
The AI dispatcher must be able to:
- take incoming calls;
- communicate with the customer in English;
- collect name, phone, address, ZIP code;
- determine city/state by address or ZIP code;
- check if we service this area according to our ZIP code table;
- ask for the type of appliance: refrigerator, washer, dryer, oven, stove, dishwasher, cooktop, freezer, etc.;
- determine if the request fits our services;
- filter out irrelevant requests: grill, RV appliance, truck refrigerator, commercial appliances, small appliances, cleaning service, etc.;
- ask for the appliance brand and describe the problem;
- explain to the customer the terms of service call / diagnostic fee;
- not quote an exact repair cost without diagnostics;
- schedule an appointment or create a request for the dispatcher;
- store call information;
- create a call summary;
- store transcripts;
- send messages to our team via Telegram/email/CRM;
- transfer the call to a live dispatcher in complex cases.
Mandatory call scenarios
The AI must correctly handle the following situations:
- The customer wants to schedule a home appliance repair.
- The customer only wants to know the price.
- The customer is outside the service area.
- The customer asks about an appliance we do not repair.
- The customer is already an existing customer.
- The customer wants to cancel or reschedule an appointment.
- The customer is complaining or asking for a manager.
- The customer does not know their ZIP code.
- The customer asks to speak with a live person.
- The call is from a vendor/partner/technician, not from a customer.
Integrations
Integrations needed with:
- phone system / call tracking system, such as CallRail, Twilio, RingCentral, or similar;
- Google Sheets or Airtable for checking ZIP codes and service areas;
- Google Calendar, CRM, or another scheduling system for appointment booking;
- Telegram, email, or Slack for messaging;
- system for storing transcripts and call recordings;
- preferably — Make/Zapier/webhooks.
What should be stored after the call
After each call, the system should store:
- customer's name;
- phone;
- address;
- ZIP;
- city/state;
- appliance type;
- brand;
- description of the problem;
- source of the call, if available;
- call status: booked, not booked, out of area, wrong appliance, complaint, callback needed, etc.;
- appointment date/time, if booked;
- transcript;
- AI summary;
- recording link;
- reason not booked, if the customer did not book.
AI requirements
The AI must sound natural, polite, and professional.
It is important that it:
- does not argue with the customer;
- does not promise the impossible;
- does not admit fault of the company in case of complaints;
- does not quote an exact repair price without diagnostics.
The AI should also be able to transfer the call to a live dispatcher or create a callback task if the situation is complex.
MVP
At the first stage, we only need an MVP version:
- AI takes calls;
- collects customer data;
- checks ZIP code;
- qualifies the request;
- explains service fee;
- creates booking request or appointment;
- sends messages to the team;
- stores transcript and summary;
- transfers complex calls to a person.
After testing the MVP, we want to move to full automatic appointment booking.
Ideal candidate
We are looking for a specialist who has experience with:
- AI voice agents;
- conversational AI;
- Twilio / CallRail / phone integrations;
- OpenAI / ElevenLabs / Vapi / Retell AI / Bland AI or similar platforms;
- Google Sheets API / Airtable API;
- CRM integrations;
- appointment booking systems;
- webhooks, Make, Zapier;
- automation for service businesses.
Experience specifically with home services, appliance repair, HVAC, plumbing, locksmith, garage door, cleaning, or other local service businesses will be a significant advantage.
What to include in your response
Please include in your response:
- Do you have experience creating AI voice agents?
- What platforms do you propose to use?
- Can you integrate the AI with Google Sheets to check ZIP codes?
- Can you set up appointment booking?
- Can calls be transferred to a live dispatcher?
- Can transcripts and call recordings be stored?
- How much will the MVP approximately cost?
- How much will monthly support cost?
- How much will a minute of AI conversation approximately cost?
- How long will it take to deliver the first working version?
- Do you have examples of similar projects?
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5 days89 USD
5 days89 USD
Hello! My name is Oleg, I am the project manager at Business Atlas. We specialize in developing voice AI agents and automating processes based on low-code architecture (n8n, Make), which allows us to launch MVPs quickly and without overpaying for complex Python code.
Answers to your questions:
1. Experience and stack: Yes, we create voice AI agents. For the core, we offer Vapi or Retell AI + OpenAI (GPT-4o) for logic + ElevenLabs for the perfect American accent. We handle orchestration and integrations through n8n / Make.
2. ZIP code verification: Yes, the AI on the fly calls n8n via webhook, checks the database in Google Sheets/Airtable, and instantly determines the service area.
3. Booking: Yes, we integrate with your Google Calendar or CRM via API for automatic card creation and appointment time recording.
4. Transfer to a human: Yes, using Twilio/Vapi functions, the AI instantly redirects the call to your dispatcher if the client requests a manager or if the situation is unusual.
5. Data storage, transcript, and recording: Yes, after the conversation, n8n automatically retrieves the audio recording, full text, and AI summary, structures the data, and enters it into CRM/Sheets, as well as sends notifications via Telegram/email.
… Cost and timeline estimation for MVP:
• Development cost for MVP: 2500 - 4500 USD (depending on the final number of scenarios and your CRM's API).
• Timeline for the first version: 3 - 4 weeks.
• Support cost: 300 USD / month (monitoring scenarios, optimizing prompts based on actual recordings).
• Cost per minute of AI conversation: approximately 0.15 - 0.22 USD / min (including expenses for Twilio, Vapi, ElevenLabs, and OpenAI).
Message me privately, and we will show you the logic of our systems and discuss the details.
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25 days601 USD
25 days601 USD
We have experience with voice AI agents, telephony, CRM, spreadsheets, and application automation for service businesses.
> For the MVP, I would suggest Vapi or Retell AI for a quicker start, or Twilio and OpenAI Realtime API with ElevenLabs for a more controlled architecture.
> Google Sheets or Airtable for ZIP codes can be connected via API or webhook.
> Appointment booking can also be done through Google Calendar, CRM, or another booking system.
> Transferring to a live dispatcher, transcription, recording links, summaries, and call statuses are included in the MVP.
The cost of the MVP is estimated at 120,000 - 180,000 UAH, with a rate of 150,000 UAH included. Support after the MVP is approximately 18,000 - 35,000 UAH per month depending on the number of changes and monitoring. The cost per minute of AI conversation is usually 0.12 - 0.35 USD per minute plus telephony, depending on the voice, model, and provider. The first working version will take 3 - 4 weeks.
… We would do this as a managed dispatch scenario, not just a bot. The logic should separately handle new requests, existing clients, rescheduling visits, complaints, vendor calls, out of area, and wrong appliance. Here’s the nuance - for the repair business, it’s important that the agent does not quote an exact repair price without diagnostics, does not admit fault for complaints, and timely escalates complex cases to a human. It’s better not to complicate things here =)
> Clarification - what phone system is currently being used - CallRail, Twilio, RingCentral, or another?
> Clarification - is there already an existing calendar or CRM where requests and bookings can be created?
> Examples of experience
> Vorfahr - AI automation and SaaS logic, close to your block with the agent and integrations - https://business.ingello.com/vorfahr
> Fractal - agent processes and automation of complex development - https://business.ingello.com/fractal
> Svit BUS - booking, roles, financial rules, and complex recording logic - https://business.ingello.com/svitbus
> Main page of Ingello for FLH - https://systems-fl.ingello.com/ua-
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1 day223 USD
1 day223 USD
Hello!
We are dZENcode – a full-cycle digital solutions development company: from design and programming to integrations and post-release support. We take on projects from scratch and also engage in the enhancement of existing solutions.
We can create an AI voice agent for you for this task.
1. What integrations and scenarios are needed in the MVP first?
2. Is live transfer to an operator needed right away?
… You can find detailed information about our services and rates on our website:
Freelancehunt
Take a look – after that we can discuss the details and agree on the next step.
⚠️ After clarifying all the details, we will determine the scope, the suitable format of cooperation: task-based, outsourcing, or outstaffing, and the final cost.
With us, projects are guaranteed to reach release:
• 10+ years providing IT services;
• 90+ in-house specialists;
• 250+ public reviews since 2015;
• We support the product under SLA after launch;
• We work under NDA and a contract with the company!
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3 days111 USD
457 3 days111 USD
Good day! We have experience in developing AI voice agents and automating processes for service companies. We can implement an MVP based on Vapi / Retell AI / Twilio + OpenAI:
— receiving incoming calls;
— lead qualification;
— checking ZIP codes via Google Sheets or Airtable;
— collecting customer data;
— appointment booking;
— transferring calls to a live dispatcher;
— saving transcripts, summaries, and call recordings;
— notifications in Telegram, CRM, or email.
… We work with integrations of Twilio, OpenAI, Google Workspace, Airtable, Make, Zapier, and webhook architecture. For an accurate estimate, we need information regarding the phone system, CRM, and booking logic. After familiarizing ourselves with the process, we can propose a stack, timelines, MVP budget, and approximate monthly expenses for AI and telephony.
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24 days601 USD
196 24 days601 USD
We already have a practically ready similar solution for an AI voice agent, which can be quickly adapted for appliance repair and launch the first working MVP. ))
Yes, we have experience with voice AI agents, qualification scripts, transferring complex calls to a human, saving transcripts, summaries, and booking logic.
We can work on Retell AI or Vapi, for telephony - Twilio, CallRail, or RingCentral, for logic - a small own server plus webhooks, Google Sheets or Airtable, Google Calendar or your CRM.
We can integrate Google Sheets for ZIP code verification without any problems.
Appointment booking can be done in two stages - first a booking request with dispatcher confirmation, then fully automated booking after tests.
Transfer to a live dispatcher, transcript, recording link, call summary, and statuses booked, out of area, wrong appliance, callback needed are also included in the MVP.
…
The estimate for the MVP is from $5200.
The first working version will take 3-4 weeks.
Support after launch will be approximately $600-1200 per month, depending on the number of edits, monitoring, and response speed.
A minute of AI conversation usually costs about $0.12-0.35, we can specify more accurately after choosing the platform, voice, and telephony.
Regarding implementation, I wouldn't complicate things.
First, we gather call scripts, service area rules, list of appliance types, prohibited application types, service fee rules, and fallback to a human.
Then we build the agent, test it on typical and awkward dialogues, connect the ZIP table, calendar or CRM, notifications in Telegram, email or Slack, and log all calls.
From your side, you will need to provide service areas, fee rules, examples of real calls or dispatcher scripts, access to telephony, tables, and calendar.
I would like to clarify two points:
- What telephony system do you currently have - CallRail, Twilio, RingCentral, or another?
- Should booking immediately create a confirmed appointment or first a request for dispatcher confirmation?
Similar examples:
- https://business.ingello.com/fractal - AI automation and agent processes, similar in logic to managed solutions.
- https://business.ingello.com/tts - working with voice, speech, and SaaS architecture.
- https://business.ingello.com/svitbus - booking, statuses, roles, and complex recording logic, similar in the appointment part.
The main page of Ingello for FLH - https://systems-fl.ingello.com/ua
I am available here on the marketplace, we can discuss starting the MVP directly in the chat (:---
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13 days578 USD
2116 20 0 13 days578 USD
I understood the specifications: an AI voice agent that takes incoming calls in English, qualifies requests, waits for ZIP based on the service areas table, collects appliance type/brand/problem description, filters out out-of-scope (RV, commercial, cleaning), books appointments in the scheduling system, and writes a summary + transcript in CRM/Telegram. Complex scenarios — cancel, complaint, callback, transfer to a live dispatcher — are also included in the MVP.
This is almost a one-to-one match with the class of tasks I manage in production with a voice-AI assistant for veterinary clinics. I see your tech stack like this.
Telephony. Twilio Programmable Voice is the most flexible option for the US, as there are ready ZIP-lookup tools in Twilio Functions, and live transfer (two-way conference) can be done with just a couple of TwiML instructions. CallRail works well for tracking, but as the main transport for a two-way AI dispatcher, it is limited. RingCentral is an option if already using it, but integration is more complex. I recommend Twilio as the foundation, and CallRail can be added on top for attribution.
ASR and TTS. Deepgram Nova for real-time transcription in English — the lowest latency and best accuracy for appliance brands (they recognize "whirlpool", "kenmore", "sub-zero" well). TTS — ElevenLabs Turbo or OpenAI TTS. For natural sounding plus conversational AI with pauses and backchanneling, a streaming pipeline is important, not batch — otherwise, the client hears unnatural pauses of 2-3 seconds.
Orchestrator. LLM agent with tool-use (Claude or GPT-4o), where each check is a separate tool: check_service_area(zip), classify_appliance(text), get_available_slots(date_range), book_appointment(client_data), transfer_to_human(reason). The LLM decides when and which tool to call, but the rules (not to mention repair costs, not to admit fault, not to argue) are set as hard constraints in the system prompt plus post-filter on output. This is critical — without a hard filter, the model sometimes still breaks on "I apologize for the issue" in the complaint scenario, and this poses a legal risk for the appliance company.
…
ZIP check. Google Sheets via Sheets API is OK for MVP, but with 100+ calls per day, it's better to use Airtable with pagination or your own cache table in PostgreSQL with background synchronization with Sheets. The latency of the Sheets API is unstable, and during a call, a 1.5-second pause spoils the impression.
Storage. PostgreSQL for call records (all fields you listed — name, phone, address, ZIP, appliance, brand, status, appointment, transcript, summary, recording_url, reason_not_booked). Recording — in S3 or B2 with signed URLs. No
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29 days599 USD
15075 32 0 1 29 days599 USD
Good day! My name is Valentyn, and I represent Arctic Web Agency. We are a team that specializes in creating modern and effective solutions for businesses. I can provide examples of our similar work in personal messages. We are ready to take your project to work!
Sincerely,
Arctic Web Team
Freelancehunt
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3 days601 USD
172 1 1 3 days601 USD
Good day. I am ready to complete this project as I have extensive experience in application development.
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30 days601 USD
8589 26 0 1 30 days601 USD
Hello! Yes, I have experience in developing AI voice agents with telephony integration, AI, and automation for service businesses. For your project, I would suggest a custom architecture based on Twilio + OpenAI Realtime API + ElevenLabs/Vapi to achieve the most natural voice, flexible dialogue logic, and the ability to scale the system without the limitations of builders.
We can implement the MVP in stages: call reception, qualification flow, ZIP verification through Google Sheets/API, booking request, transfer to a live dispatcher, saving transcript/call summary, and notifications in Telegram/CRM. We will also implement logic for handling irrelevant requests, complaints, callbacks, and scenarios for existing customers.
It can be deployed on your VPS, with full logging, webhook integrations, and preparation for further automation of appointment booking. The estimated timeline for the MVP is approximately 3–5 weeks, depending on the depth of logic and the number of integrations.
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10 days445 USD
253 10 days445 USD
Greetings! We are a team of developers with a 4-year background in process automation, intelligent bot development, and building complex backend solutions. Your task fully aligns with our profile, and our experience in programming, working with webhooks, and cybersecurity will allow us to launch a stable product for the US market.
For 4 years, we have successfully designed AI voice agents and implemented deep system integrations. For the development of your MVP, we propose a stack with Retell AI or Vapi as the voice foundation, OpenAI for flexible conversation scripting, and Twilio as the communication provider. We will fully cover all technical requirements: we will connect Google Sheets for instant validation of ZIP codes, set up appointment booking, implement a live transfer function for redirecting to a person, and also establish automatic saving of transcripts and call recordings. The cost per minute of AI conversation will be about 0.15–0.23 USD. We are ready to detail the architecture of the future voice agent during a call. We look forward to your message to discuss the technical specifications.
Price: 180,000 UAH for MVP (support – 15,000 UAH/month)
Deadline: 25 days
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10 days445 USD
256 10 days445 USD
Greetings! Our team with 4 years of experience in web programming and API automation is ready to develop an AI dispatcher for you. We have the technical expertise in Python, C#, and JavaScript necessary to create stable voice assistants.
Answers to your questions:
• Experience in creating AI agents: yes, we have been creating AI agents for 4 years, automating and integrating processes.
• Platforms: we offer integration with Retell AI or Vapi along with OpenAI (GPT-4o) and Twilio telephony.
• Google Sheets and ZIP codes: yes, we implement instant database verification via API.
• Appointment booking: yes, we integrate with Calendly, Google Calendar, or your CRM.
• Live transfer: yes, we will set up automatic call transfer to your dispatcher.
• Transcript and call recording: yes, audio, full text, and call summary will be stored automatically.
… • Examples of similar projects: we have experience in programming and working with APIs, ready to demonstrate the architecture on a call.
The cost per minute of AI conversation will be about 0.15–0.23 USD (Twilio, Vapi, and OpenAI rates). Please message us to start working.
MVP price: 4500 USD (support — 500 USD/month)
Timeline to the first working version: 30 days.
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15 days557 USD
258 15 days557 USD
Good day! We have reviewed your request, and the Benefit Studio team is ready to develop a modern and fast eCommerce project on Next.js with a focus on SEO, performance, and scalability.
What we can implement:
• Product catalog with filters, search, and categories
• SEO-friendly architecture (metadata, sitemap, structured data)
• Responsive mobile-first design
• Cart, wishlist, and checkout flow
• Stripe integration + webhook logic
• User authentication and personal account
… • Admin panel / CMS for managing products and orders
• Speed optimization and Core Web Vitals
• Clean and scalable code on Next.js / React
We work with a modern stack and build production-ready solutions that are easily scalable for further project development and SEO promotion.
We are ready to discuss the details in private messages and offer the optimal architecture tailored to your needs.
Best regards, Benefit Studio
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3 days45 USD
726 9 1 3 days45 USD
Hello! Your project looks very promising. I am ready to start working on it and complete it at the highest level.
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Вітаю
Чи можете відповісти на декілька запитань:
- Яка телефонна система зараз використовується: CallRail, Twilio, RingCentral чи інша?
- Потрібно підключатися до вже існуючого номера чи створювати новий номер?
- Чи є зараз CRM? Яка саме?
- Де зараз диспетчер веде заявки: Google Sheets, CRM, email, календар?
- У MVP потрібно одразу створювати appointment чи достатньо booking request для підтвердження диспетчером?
- Чи є готова таблиця ZIP-кодів / service areas?
- Потрібно визначати city/state тільки за ZIP чи ще й валідувати повну адресу?
- Які типи техніки точно обслуговуються?
- Які типи техніки точно не обслуговуються?
- Які бренди обслуговуються / не обслуговуються?
- Як правильно формулювати service call / diagnostic fee?
- Чи є різні fee для різних зон або типів техніки?
- Чи є скрипт живого диспетчера або записи реальних дзвінків?
- Які сценарії обов’язково мають переводитися на людину?
- У які години доступний live dispatcher?
- Що робити, якщо диспетчер недоступний?
- Якою мовою будуть дзвінки: тільки English чи також Spanish?
- Чи потрібно надсилати SMS/email-підтвердження клієнту?
- Чи потрібно враховувати caller ID / source tracking із CallRail?
- Скільки дзвінків на день/місяць очікується?
- Чи потрібно записувати всі дзвінки зі згодою клієнта?
- Де потрібно зберігати записи дзвінків і transcript?
- Чи потрібна адмін-панель для перегляду дзвінків, чи достатньо Google Sheets/Airtable?
- Які метрики потрібні: booked rate, missed calls, out of area, wrong appliance, callbacks?
- Хто буде тестувати дзвінки та затверджувати сценарії?
Дякую
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