Phase 0
Build the demo
before day 1 0/6
Phase 1
Outreach
days 1–7 0/3
Phase 2
Discovery calls & proposals
days 8–14 0/4
Phase 3
Close
days 15–21 0/4
Phase 4
Onboard & deliver
days 22–30 0/5How the system actually works
Call or chat comes in
phone / web
AI answers
voice AI + Intercom AI
n8n orchestrates
workflow glue
Calendar / PMS updates
source of truth
Confirmation sent
SMS / email
n8n also runs the scheduled recall and reactivation sequences on its own — it doesn't wait for a live call to fire.
Tools you need & where to get them
Voice AI — pick one
Synthflow
No-code voice AI agent builder, agency/white-label plans.
Get it at synthflow.ai
Bland AI
Programmable inbound/outbound voice agents, API-first.
Get it at bland.ai
Retell AI
Voice agent platform built for phone-call automation.
Get it at retellai.com
Vapi
Developer-friendly voice AI infrastructure, agency-friendly pricing.
Get it at vapi.ai
Orchestration
n8n
Open-source workflow automation. Self-host or use their cloud; import a template instead of building from a blank canvas.
Get it at n8n.io
Chat & follow-up
Intercom AI
Website chat + SMS/email follow-up, handles FAQ, hands off to booking link.
Get it at intercom.com
Self-hosted alternatives
Chatwoot
Open-source Intercom alternative if you'd rather not pay per-seat.
Get it at chatwoot.com
Pipecat
Open-source voice AI orchestration framework, if you want to self-host the voice layer.
Get it at GitHub — pipecat-ai/pipecat
Vocode
Another open-source voice AI framework, more DevOps work, no per-minute fees.
Get it at GitHub — vocodedev/vocode
Hiring the build-out
OnlineJobs.ph
Filipino VA/contractor market. Search "n8n automation" or "AI voice agent setup."
Get it at onlinejobs.ph
Upwork
Global freelance marketplace, same search terms, slightly higher rates.
Get it at upwork.com
Calendar / practice management
Client's existing PMS
Dentrix, Open Dental, Eaglesoft, or Google Calendar — always the source of truth, never replace it.
Confirm their native API or n8n node before quoting a timeline