Project Description
WebSite:
GrowthBotz.com
We are building GrowthBotz, a modular AI business automation platform that helps businesses create, replace, or support entire departments with AI.
GrowthBotz is designed to help companies respond faster, capture leads, book appointments, follow up, manage customers, automate admin tasks, run marketing support, and operate from a phone-first command center.
We need a developer or team to help build a clean, reliable, modular, multi-client AI automation system where each department can work independently or connect with other departments when needed.
This system must be built like Lego blocks, not tangled wires. A client may buy one department, several departments, or the full platform. Adding or removing one department should not break the others.
Core Goal:
Build a practical AI business operating system that helps businesses:
- Respond faster to leads
- Recover missed calls and missed opportunities
- Book more appointments
- Reduce admin work
- Automate repetitive communication
- Organize customer history, notes, and tasks
- Run business operations from a phone-first command center
- Support multiple clients with separate data, branding, settings, and integrations
Departments / AI Systems Needed:
1. Lead Capture Department
Captures inbound leads from forms, calls, SMS, website chat, email, or manual entry.
Functions:
- Add new leads
- Validate phone/email
- Save lead profile
- Route lead into pipeline or CRM
- Notify owner/team
- Trigger booking, follow-up, or qualification workflows
2. AI Front Desk / Receptionist Department
Handles customer-facing communication across SMS, phone, web forms, email, and FAQs.
Functions:
- Missed call text-back
- Inbound SMS replies
- FAQ answering
- Basic inquiry handling
- Lead routing
- Human escalation
- Conversation logging
3. Booking & Scheduling Department
Books appointments and keeps the customer and business updated.
Functions:
- Check availability
- Create bookings
- Confirm appointments
- Send reminders
- Handle reschedules
- Sync with calendar systems
- Reduce no-shows
4. Follow-Up & Nurture Department
Automates follow-up for leads, estimates, quotes, cold leads, and dormant customers.
Functions:
- Missed lead follow-up
- Quote/estimate follow-up
- Reactivation campaigns
- Multi-touch SMS/email cadences
- Lead qualification
- Owner alerts when a lead is ready
5. Sales / Outreach Department
Finds, enriches, and contacts potential leads.
Functions:
- Lead search
- Web research
- Email verification
- SMS/email outreach
- Campaign limits and safety caps
- Response classification
- Pipeline updates
- Human alerts
6. Review & Reputation Department
Improves reputation and handles reviews professionally.
Functions:
- Review request flows
- Bad review recovery
- Rating gate logic
- AI-drafted responses
- Human approval before public posting
- Google Business Profile integration if possible
7. Internal Operations Department
Helps the business owner stay organized.
Functions:
- Tasks
- Notes
- Reminders
- Daily summaries
- Pipeline views
- Customer history
- Internal alerts
- Owner command tools
8. Marketing & Content Department
Helps businesses create campaigns, ads, prompts, website ideas, landing page instructions, promotions, and local marketing content.
Functions:
- Ad ideas
- Campaign prompts
- Website prompt generation
- Landing page instructions
- Promotion ideas
- Outreach ideas
- AI-generated strategy based on research
9. Command Center Department
This is very important.
We need a mobile-first command center where the business owner can operate major parts of the business from their phone or desktop.
Command Center should allow the owner to:
- View leads
- Check pipeline
- Launch follow-up campaigns
- Review conversations
- Switch between clients
- Trigger automations
- Create notes/tasks
- Request reports
- Send outreach
- Approve review responses
- Generate ad/content ideas
- Turn departments on/off
- Control one department or the full system
Important Architecture Requirement: Reusable Agents
Most agents should be reusable across multiple departments.
Examples:
Shared LLM Response Agent
Used by:
- AI Front Desk
- FAQ Bot
- Follow-Up Department
- Booking replies
- Review responses
- Email replies
- SMS replies
Shared Profile Lookup Agent
Used by:
- Lead Capture
- Booking
- Follow-Up
- Reviews
- Outreach
- Command Center
Shared Conversation Memory Agent
Used by:
- SMS
- Email
- Voice
- Follow-up
- Appointment reminders
- Support
- Customer history
Shared Notification Agent
Used by:
- New lead alerts
- Qualified lead alerts
- Booking alerts
- Review alerts
- Task reminders
- Campaign updates
Shared Campaign Agent
Used by:
- Follow-up
- Nurture
- Outreach
- Marketing
- Reactivation campaigns
Shared Research Agent
Used by:
- Client onboarding
- Website prompt generation
- Outreach personalization
- Marketing strategy
- Business profile generation
Shared Send Agent
Used by:
- SMS
- Email
- Telegram alerts
- Future channels
The goal is not to duplicate the same logic many times. The system should support reusable services, reusable prompt templates, reusable memory/context tools, and reusable communication modules.
Preferred Technical Direction:
We are open to your recommendation, but the system may include:
- PostgreSQL
- LLM integration
- Webhooks
- Cron jobs
- Manual forms
- Telegram or mobile command center
- Email polling
- Twilio or SMS API
- SendGrid or email API
- Google Calendar
- Gmail / IMAP
- CRM integrations such as HubSpot or Pipedrive
- Voice AI integration
- Web research tools
- Email verification
- Multi-client database structure
The system must be:
- Modular
- Scalable
- Multi-client friendly
- Easy to maintain
- API-first
- Secure
- Well documented
- Built with reusable services
- Able to run departments individually or together
Multi-Client Requirement:
GrowthBotz should eventually support multiple businesses.
Each client needs:
- Separate lead data
- Separate conversation logs
- Separate settings
- Separate brand voice
- Separate integrations
- Separate calendar/CRM/SMS/email settings
- Easy client switching in the command center
Safety & Guardrails:
The system needs strong safety controls.
Required:
- Circuit breaker after repeated failures
- Graceful error handling
- Try/except and timeouts for external API calls
- SMS length control
- Deduplication to prevent double sends
- Human approval where needed
- Conversation logging
- Brand voice controls
- Guardrails for customer-facing replies
- Outreach limits and campaign caps
Suggested Build Phases:
Phase 1:
- Database structure
- Multi-client configuration
- Lead Capture Department
- Missed Call Recovery
- Booking Department
- Follow-Up Department
- Basic Command Center
- Notes/tasks
- Conversation logging
- Shared agents/services
Phase 2:
- Review recovery
- Nurture campaigns
- Outreach tools
- Email verification
- Web research
- Marketing tools
- CRM sync
- Client switching improvements
Phase 3:
- Voice call agent
- Advanced analytics
- More integrations
- Deeper reporting
- Expanded command center controls
- Department enable/disable controls
Deliverables:
1. Technical architecture plan
2. Database schema
3. Reusable agent/service structure
4. Core department workflows
5. API/webhook structure
6. Mobile-friendly command center or Telegram-style command center
7. Testing and acceptance checks
8. Documentation and setup guide
Acceptance Criteria:
The project will be successful when:
- Each department can run independently
- Departments can also work together without conflicts
- Shared agents can be reused across multiple departments
- Client data is isolated properly
- Conversations are logged
- Leads can be captured, stored, followed up with, and booked
- Owner can control key workflows from the command center
- External API failures do not crash the system
- SMS/email/campaign limits are respected
- Human approval flows work where required
- Documentation is clear enough for future developers to continue the project
Ideal Freelancer:
You should have experience with:
- AI agents / LLM workflows
- Backend development
- PostgreSQL
- API integrations
- Webhooks
- SMS/email APIs
- Calendar integrations
- CRM integrations
- Automation platforms
- Multi-tenant SaaS architecture
- Clean documentation
- Modular software design
Bonus experience:
- Telegram bots
- Voice AI APIs
- n8n / Make / Zapier-style workflow systems
- OpenAI / Claude / multi-model LLM integration
- Customer support automation
- CRM/pipeline systems
- Local business automation
Please Include In Your Proposal:
1. Your recommended tech stack
2. How you would structure the system so each department can work alone or together
3. How you would reuse agents across multiple departments
4. Examples of similar AI automation or SaaS systems you have built
5. Estimated timeline for Phase 1
6. Whether you prefer to build from scratch or improve an existing workflow structure
7. Any concerns or suggestions based on this scope
We do not want an overcomplicated system. We want something practical, clean, reliable, and easy to expand.
GrowthBotz should feel like a business owner can hire AI departments one at a time, connect them together, and control everything from their phone.