Voice AI Receptionist

The Problem

A growing service business was missing after-hours calls, losing leads, and spending 10+ hours a week on manual call-backs and appointment scheduling.

The Solution

Built a Voice AI receptionist using n8n and Vapi that answers incoming calls, captures customer details, checks availability, books appointments into Google Calendar, and logs everything in Airtable. The system handles 90% of calls without human intervention. The workflow uses multiple branches for getting slot availability, booking appointments, rescheduling, and cancellations — each routed through conditional logic with error handling.

Key Outcomes

• 10+ hours saved per week on call management
• No missed leads from after-hours calls
• Appointments booked 24/7 without staff
• All data synced to CRM automatically