Description
Summary I am looking to hire an experienced freelancer or automation expert to set up a complete cold calling automation system with AI outbound calling, lead tracking, follow-up logic, and campaign control. Before applying, please provide: Examples of your past cold calling automation projects Live links, demo videos, screenshots, or case studies Details of the software/tools you will use Your exact method and workflow for this setup What access, documents, and information you will need from my side Please do not apply with a generic proposal. I need someone who has real experience in AI calling, automation workflows, lead pipelines, follow-up logic, and campaign control. Project Scope I need the following cold calling automation system to be created: 1. Lead Management System Setup Set up a proper lead management system where all leads can be tracked and managed easily. The system should include: Lead import system Lead status tracking Lead pipeline stages Notes and call history Lead source tracking if possible Easy lead filtering and management Clear record of every call result The freelancer can recommend the best platform for this, such as a CRM, Airtable, Google Sheets, custom dashboard, or any other suitable system. 2. AI Outbound Calling Flow Setup Set up an AI outbound calling flow using my placeholder calling script. The AI should be able to: Call leads automatically Introduce the offer/service Ask basic qualifying questions Identify interested and not interested leads Ask for management or decision maker when required Handle simple objections End calls professionally Save call results inside the lead management system Please explain which AI calling software you will use, such as: Twilio Vapi AI Bland AI Retell AI OpenAI Make Zapier n8n Airtable Google Sheets Any other recommended platform Also explain why your chosen software is best for this setup. 3. Sample Test Campaign with 10–20 Leads Before full launch, I want a sample test setup with around 10–20 leads. The test should confirm: Calls are going out correctly AI script is working properly Lead statuses are updating Interested leads are captured Email notifications are working Duplicate number checking is working Follow-up logic is working 4. Lead Pipeline Setup Create a proper lead pipeline with these stages: New Lead Called Interested Not Interested Follow-up Required Management Contact Required Management Not Available Custom Plan Requested Appointment / Callback Needed Closed / Completed The pipeline should be simple, clean, and easy to manage. 5. AI Logic for Management / Decision Maker The AI should ask for the management person or decision maker when needed. For example, if the person who answers the call is not the decision maker, the AI should ask: Who is the right person to speak with? Is the manager available? What is the best time to call back? Can we get the manager’s name or direct number? Can we send information by email? All answers should be saved inside the lead management system. 6. Follow-up Logic if Management Is Not Available If management is not available, the system should automatically move the lead to a follow-up stage. The follow-up should include: Follow-up date/time Call back reminder Lead note update Optional email/SMS follow-up if needed Status update in the pipeline 7. Email Notification Setup Set up email notifications when: A lead is interested A lead requests a custom plan A lead asks for management contact A lead wants a callback A lead provides important business details The notification should be sent to my email or team email immediately. 8. Email Format Setup The email notification should follow this format: Subject: New Interested Lead / Custom Plan Request Lead Details: Lead Name: Phone Number: Business Name: Email Address: Call Status: Plan Requested: Management Contact: Best Follow-up Time: Call Summary: Notes: Lead Record Link: Please also suggest improvements to this format if needed. 9. Duplicate Number Checking Logic The system must check duplicate phone numbers before calling. I need simple control to pause, start, or stop the campaign. This can be done through: Campaign status field Tags Automation switch Manual approval step Spreadsheet/CRM control Dashboard button Any better method you recommend What I Need From the Freelancer Please include the following in your proposal: Which software/tools you will use Full workflow explanation Timeline for setup Cost of setup Monthly software cost estimate Past project examples with links What you need from my side How you will test the system How you will avoid duplicate calls How I can pause/start campaigns Whether you will provide training or documentation Only apply if you have real experience with AI cold calling automation, AI voice agents, lead management and PLEASE SHARE MUST practical examples to show this in your first proposal so we can get idea what are going to except from you.