AI Automation Expert Needed: Build Production-Ready AI Receptionist Template Vapi + n8n Contract Type: Fixed-Price Project Budget: To be determined based on experience and proposed approach We're more focused on finding the right expert than hitting a specific price point. Please propose your rate based on the scope outlined below. Quality and expertise matter more than the lowest bid. Timeline: 3-4 weeks Location: Remote Worldwide Project Overview We are an established AI consulting firm scaling our Core Agent System program and need a skilled AI automation expert to build a production-ready, reusable template for an AI Receptionist system. This template will be deployed by our clients with our guidance to automate their inbound phone operations. This is a high-impact project that will be used by dozens of businesses. Your work will directly enable companies to replace traditional receptionist roles with intelligent, 24/7 AI-powered phone systems. What You Will Build You will create a complete, plug-and-play template consisting of: 1. Vapi Voice AI Configuration * Fully configured AI assistant with optimized system prompts * Professional voice interface with proper latency and endpointing settings * Function calling setup for 3 core scenarios appointments, support, lead capture * Knowledge base template structure * Compliance configurations recording disclosure, AI identification, data privacy 2. Three n8n Automation Workflows Appointment Booking Workflow Captures call data → creates calendar events → updates CRM → sends confirmations Support Ticket Workflow Creates helpdesk tickets → generates reference numbers → notifies support team Lead Capture Workflow Stores contact info → adds to nurture campaigns → schedules follow-ups 3. Complete Documentation Package * Step-by-step setup guide client-facing * Customization checklist with clear placeholders * Comprehensive testing protocol * Troubleshooting guide for common issues 4. Template Delivery Package * All configurations exported as importable files JSON where possible * Organized folder structure ready for client deployment * Clear instructions for importing and customizing Required Skills and Experience Must-Have Technical Skills n8n Workflow Automation Expert-level proficiency in building complex, production-ready workflows Vapi Platform Hands-on experience configuring voice AI assistants or similar platforms like Bland.ai, Retell.ai Webhook Integration Deep understanding of webhook-based communication between systems AI Prompt Engineering Ability to write structured, effective system prompts for voice AI with proper routing logic and guardrails API Integrations Experience connecting to common business tools CRMs, calendars, email services Highly Desirable * Experience with HubSpot, Salesforce, or similar CRM platforms * Knowledge of Google Calendar, Calendly, or scheduling APIs * Email automation Gmail API, SendGrid, SMTP * Understanding of voice AI best practices endpointing, latency optimization, interruption handling * Previous template or white-label product development * Technical writing skills for creating clear documentation Professional Requirements * Portfolio or examples of similar automation work * Strong communication skills you will be working from detailed specifications * Attention to detail and commitment to quality * Ability to work independently with minimal supervision * Experience creating reusable, customizable templates not one-off solutions Detailed Scope of Work You will receive a comprehensive 6,300-word specification document that outlines exactly what needs to be built. Your responsibilities include: Phase 1 Foundation Setup Week 1 * Review complete specification document * Set up development environment Vapi and n8n instances * Clarify any questions about requirements * Create project timeline and milestones Phase 2 Vapi Template Development Week 1-2 * Configure AI assistant with professional voice settings * Write and structure system prompt with clear routing logic * Set up function calling for all 3 scenarios * Configure compliance and recording settings * Implement knowledge base template structure * Test voice interactions for naturalness and accuracy Phase 3 n8n Workflow Development Week 2-3 * Build appointment booking workflow with full node configuration * Build support ticket workflow with error handling * Build lead capture workflow with CRM integration * Implement data validation and error notifications * Create modular, reusable workflow components * Test each workflow independently and integrated Phase 4 Documentation and Testing Week 3-4 * Write step-by-step setup guide for non-technical users * Create customization checklist with clear placeholders * Develop comprehensive testing protocol * Write troubleshooting guide for common issues * Perform end-to-end testing minimum 3 complete cycles * Package all deliverables in organized folder structure Phase 5 Quality Assurance and Handoff Week 4 * Address any feedback from internal review * Ensure all placeholders are clearly marked * Verify all exports work correctly * Final testing and validation * Deliver complete package with handoff documentation Deliverables Checklist At project completion, you will provide: Vapi Components * Assistant configuration JSON export or detailed documentation * Complete system prompt with client customization instructions * Function definitions all 3 scenarios * Voice and compliance settings documentation * Knowledge base template structure n8n Components * Appointment booking workflow importable JSON * Support ticket workflow importable JSON * Lead capture workflow importable JSON * Node-by-node workflow documentation * Credential configuration guide Documentation * Complete setup guide PDF or Markdown * Customization checklist fillable format * Testing protocol document * Troubleshooting guide * Glossary of technical terms Quality Assurance * Testing results from 3 or more complete end-to-end tests * Screenshots or screen recordings of working system * List of required third-party accounts and credentials * Estimated monthly operating costs breakdown Package Delivery * All files organized in logical folder structure * README file with quick start instructions * Version control documentation * Handoff meeting to walk through deliverables Success Criteria Your template will be considered successful when: 1. Works Out of the Box A non-technical person can follow the setup guide and deploy a working AI receptionist within 8 weeks 2. Highly Customizable Clear placeholders allow easy customization for any industry or business 3. Production-Ready Includes error handling, compliance features, and professional quality 4. Well-Documented Documentation is clear enough that clients need minimal support 5. Fully Tested All scenarios pass testing protocol without errors 6. Scalable Template can handle growing call volume without breaking What Makes This Project Special * High Impact Your work will be used by dozens of businesses, helping them automate operations and save thousands in labor costs * Clear Specifications You will receive detailed, step-by-step instructions * Creative Freedom While the specifications are detailed, we value your expertise in implementation * Portfolio Piece This is production-grade work you can showcase to future clients * Ongoing Opportunity Strong performers may be considered for additional projects as we scale Working Relationship Communication * Kickoff call to review specifications and answer questions * Weekly progress check-ins 30 to 45 minutes * Available via Slack or email for questions between meetings * Final handoff meeting to review deliverables Payment Structure We propose milestone-based payments: 25 percent upon project start and completion of Phase 1 25 percent upon completion of Vapi template Phase 2 25 percent upon completion of all n8n workflows Phase 3 25 percent upon final delivery and approval of all documentation Phases 4-5 Payment schedule is flexible and can be negotiated based on your preference How to Apply To ensure you are a good fit, please include the following in your proposal: 1. Relevant Experience * Share examples of n8n workflows you have built screenshots or exported JSONs * Describe any voice AI projects you have worked on Vapi, Bland, Retell, or similar * Link to your portfolio or GitHub if applicable 2. Technical Questions * Have you built templates or white-label products before Describe your approach to making them customizable * What is your experience with webhook-based integrations * What CRM and calendar platforms have you integrated with 3. Project Approach * After reading this job description, what do you see as the biggest challenge in this project * How would you ensure the template is truly reusable and not just a one-off build * What is your typical process for testing and quality assurance 4. Logistics * What is your estimated timeline for this project * What is your proposed budget Please provide detailed breakdown * What timezone are you in and what hours are you typically available 5. Questions * What questions do you have about the project * Is there anything in the scope that is unclear Important Notes What We Will Provide Complete 6,300-word specification document detailed instructions Access to test accounts Vapi, n8n, sample CRM Responsive communication and quick feedback Clear decision-making on any scope questions What We Do Not Expect You to Provide Ongoing support after delivery this is a one-time build Live deployment to client systems just the template Custom industry-specific variations template should be customizable Red Flags Please Do Not Apply If You are not comfortable working from detailed specifications You do not have proven n8n experience You cannot commit to the timeline You are looking for ongoing part-time work this is a fixed project Ideal Candidate Profile You are perfect for this role if you are: * A problem-solver who enjoys building systems that work reliably * Detail-oriented and take pride in creating professional, polished deliverables * Experienced with voice AI and workflow automation * Self-motivated and can work independently with clear specifications * Quality-focused and committed to thorough testing * Clear communicator who asks questions when needed Ready to Apply We are excited to find the right person for this project. If you have the skills and experience we are looking for, we would love to hear from you. When you apply, please start your proposal with AI RECEPTIONIST TEMPLATE so we know you have read this entire posting. We will review applications on a rolling basis and aim to make a decision within 5 to 7 days of posting. Selected candidates will be invited to a 30-minute video call to discuss the project in detail before finalizing the contract. Looking forward to working with you.