AI Voice Agent + CRM System

1. Opening

This proposal covers a custom AI voice system and CRM build for your fireplace showroom - engineered to capture every call, automate service scheduling, and eliminate the manual follow-up chaos.

2. Your Problem Areas

Right now you're losing service calls worth $275-350 each when the phone rings after hours or during busy showroom times. Your follow-up lady makes calls with zero tracking, technician scheduling requires three phone calls per appointment, and there's no way to know if a customer called twice about the same fireplace or got an estimate six months ago.

Missed Revenue After Hours

Three to four service calls per day go unanswered after 5pm and during peak showroom traffic. No voicemail system, no callback queue.

At $300 average per service call, missing just two calls per week costs $31,200 annually in pure revenue.

Manual Scheduling Bottleneck

Every service appointment requires you to call the technician, check his schedule, call the customer back, then manually log it somewhere.

15-20 minutes per appointment, zero visibility into who's booked when, and customers waiting on hold while you coordinate.

Invisible Follow-Up Process

Your follow-up person calls leads weekly with handwritten notes and no status tracking. You can't measure conversion, can't see pipeline, can't tell which estimates are hot.

Sales falling through because nobody knows who was quoted $8,000 for a fireplace three weeks ago and never got a second call.

Zero Customer History

When a repeat customer calls for service, you're starting from scratch - no record of their fireplace model, past repairs, or maintenance schedule.

Customers explaining the same problem twice, missed upsell opportunities for annual maintenance, and looking unprofessional to people who've spent thousands with you.

3. Your Solution

We're building a VAPI-powered voice agent connected to an Airtable CRM and Google Calendar. The AI answers every call, qualifies service requests, books technician appointments in real-time, and writes every conversation into a searchable customer database. When someone calls about a fireplace repair at 8pm, the system picks up, pulls their service history, checks your technician's calendar, books the slot, and sends confirmations - without you touching anything.

AI Voice Agent (VAPI + Claude Sonnet)

Answers inbound calls 24/7, handles service scheduling, product questions, and appointment booking using natural language trained on your business.

Captures 100% of inbound volume including after-hours calls currently going to voicemail, converting missed calls into booked service appointments.

Airtable CRM

Four-table database tracking Customers, Calls, Estimates, and Service History with automated follow-up reminders and maintenance scheduling.

Your team sees every customer interaction in one place - who needs a follow-up, which estimates are pending, when maintenance is due - without asking you.

Google Calendar Integration

AI checks technician availability during live calls and books appointments directly into shared calendar with customer confirmations.

Eliminates the three-call coordination dance - customers get appointment times in under 60 seconds while still on the phone.

Call Recording + Transcription

Every AI conversation gets transcribed, summarized, and attached to the customer record with full audio playback.

You can search past calls by fireplace model or issue type, verify what was promised, and train new staff on real customer interactions.

Custom API Layer (Vercel)

Serverless backend connecting VAPI to your CRM and calendar, handling webhook processing and data writes in real-time.

The AI doesn't just talk - it writes structured data into your systems during the call, so your CRM updates while the customer is still speaking.

4. Why Us

We've built production AI voice systems for B2B service companies that eliminated 70% of manual outreach workload and deployed multilingual agents handling concurrent call volume at scale. Our technical co-founder brings 15 years of backend engineering - we architect custom API integrations between your voice layer, CRM, and calendar instead of forcing you into templated solutions that don't fit how service businesses actually operate.

70%+ workload reduction

Built automated outbound systems for B2B service companies that cut manual outreach by over 70% while maintaining qualification quality.

Production voice infrastructure

Deployed AI voice agents handling inbound qualification and outbound reactivation in live customer environments with real revenue on the line.

Custom API integration layer

Engineered live connections between AI agents and client dashboards, ticketing systems, and CRMs (Zendesk, HubSpot, custom tools) - not off-the-shelf plugins.

5. Why That Matters to You

• We scope against measurable outcomes - reduced handle time, lower cost per ticket, faster lead response - not feature lists. If we can't tie a build to a number, we don't build it.
• You work directly with the two principals who run the company. One handles strategy and scoping, the other architects and builds every system. No account managers, no layers.
• We build around your existing processes and tools, not around our templates. The CRM is Airtable because your team will actually use it, and the AI integrates with your Google Calendar because that's where your technician lives.
• We've been building AI systems for paying clients for 2+ years with a technical co-founder who's spent 15 years in backend infrastructure. This isn't a side project - it's what we do full-time.

Small team, no fluff, direct access to the people doing the work.

6. Our Team

Bosar Agency is two principals who build custom AI systems for service businesses. One of us handles client strategy, sales, and project scoping. The other is a senior full-stack engineer who architects and builds every system we deploy. When a project needs specialist work - a specific API integration, a complex voice flow - we bring in developers we've worked with for years. No layers, no account managers, no one between you and the people doing the work.

Our technical co-founder spent 15 years building backend infrastructure and engineering systems before we started focusing exclusively on AI automation two years ago. That background shows up in how we build: we don't use templates or force clients into platforms we resell. Every system connects to your actual tools via custom API layers - your CRM, your calendar, your internal dashboards - because that's how you make AI useful instead of just impressive in a demo.

We've built voice agents handling inbound qualification for B2B service companies, automated outbound systems that eliminated 70%+ of manual work, multilingual chatbots running in production across the US and Europe. Best fit: growth-stage businesses with existing revenue who need to handle more volume without hiring more people. We scope every project against a specific outcome - faster response time, lower cost per interaction, eliminated manual steps - and if we can't measure it, we don't build it.

7. What Working With Us Looks Like

01. Onboarding & Data Collection

We send you a checklist to gather Google account access, phone number decision, technician schedules, common service types, and any existing customer data. Takes 1-2 days on your end.

We need your real business context - not generic fireplace knowledge - so the AI sounds like it works for you, not a call center.

02. CRM Build & Voice Agent Setup

We build your Airtable CRM with Customers, Calls, Estimates, and Service History tables, then create the VAPI voice assistant with Claude + ElevenLabs voice. You pick the voice from 2-3 options.

The CRM structure determines what the AI can do - if we build it right, the voice agent can pull service history and book appointments during live calls without asking you.

03. Calendar Integration & Testing

We connect Google Calendar so the AI checks technician availability and books appointments in real-time. Then we test edge cases: hangups, unclear requests, after-hours routing.

Service scheduling only works if the system knows when your technician is free - this integration eliminates the three-call coordination bottleneck you're doing manually now.

04. Training & Go Live

30-minute training call with you and your follow-up person to walk through the CRM, show how to review call transcripts, and set up custom views. Then we activate phone routing to the AI.

Your team needs to trust the system before you rely on it - we walk through real calls, show you how to override the AI if needed, and make sure everyone knows where their data lives.

05. Live Monitoring & Tuning

We monitor the first week of real calls, tune the system prompt based on actual customer interactions, and adjust routing rules if needed.

The first batch of real customer calls always surfaces edge cases we didn't catch in testing - we stay close during launch week to fix them immediately.

06. Ongoing Retainer

Monthly retainer covers VAPI usage, CRM hosting, monitoring, and minor prompt tuning. You get a dedicated Slack channel for requests and a usage dashboard showing call volume and outcomes.

AI systems need continuous tuning as your business changes - new services, seasonal volume spikes, updated pricing - the retainer keeps everything current without project fees every time.

8. Investment

Item	Amount
System Build - AI Voice Agent, Airtable CRM, Calendar Integration, API Layer	$5,000
Total	$5,000

At $300 average per service call, capturing just two additional calls per week pays back the $5,000 setup in under four months. The $300 monthly retainer costs less than one missed service appointment. After six months, you're saving 15-20 minutes per service scheduling interaction, your follow-up person has a system that actually tracks pipeline, and you can see which fireplace models generate repeat service calls - data you can't get today at any price.

9. Services Agreement

1. Recitals

This Services Agreement ("Agreement") is entered into by and between the Client identified in the signature block below and the Service Provider identified in the signature block below. The Service Provider agrees to provide the services described in this proposal ("Services") subject to the terms and conditions set forth herein.

2. Term

This Agreement is effective upon execution by both parties and shall remain in effect until the Services are completed, unless terminated earlier in accordance with this Agreement. Either party may terminate this Agreement with 14 days written notice. Upon termination, Client shall pay for all Services rendered through the termination date.

3. Fees and Payment

Client agrees to pay the fees set forth in the Investment section of this proposal. All invoices are due Net 7 (seven days from invoice date). Late payments shall accrue interest at a rate of 1.5% per month on the outstanding balance. Service Provider reserves the right to pause work if any payment is more than 14 days overdue.

4. Client Responsibilities

Client agrees to provide timely access to all necessary information, systems, credentials, brand assets, and personnel required for the delivery of Services. Delays caused by Client's failure to provide required materials may result in adjusted timelines and additional fees at Service Provider's standard rates.

5. Intellectual Property

All background intellectual property owned by Service Provider prior to this engagement remains the sole property of Service Provider. All deliverables created specifically for Client under this Agreement shall transfer to Client upon receipt of full payment. Service Provider retains the right to use general knowledge, techniques, and methodologies developed during the engagement.

6. Confidentiality

Both parties agree to maintain the confidentiality of all proprietary information shared during this engagement for a period of three (3) years from the date of disclosure. This obligation does not apply to information that is publicly available, independently developed, or lawfully obtained from a third party.

7. Indemnification

Each party agrees to indemnify and hold harmless the other party from any claims, damages, or expenses arising from their breach of this Agreement or negligent acts or omissions in connection with the Services.

8. Limitation of Liability

In no event shall either party's total aggregate liability under this Agreement exceed the lesser of (a) $500,000 USD or (b) the total fees paid or payable under this Agreement in the twelve (12) months preceding the claim. Neither party shall be liable for indirect, incidental, consequential, or punitive damages.

9. General Provisions

Service Provider operates as an independent contractor, not an employee or agent of Client. This Agreement constitutes the entire agreement between the parties and supersedes all prior discussions and agreements. This Agreement shall be governed by the laws of the jurisdiction in which the Service Provider is registered. Any disputes shall be resolved through good-faith negotiation, and if unresolved, through binding arbitration.

10. Execution

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date of the last signature below.