ClickUp AI Call Responder
Budget: $1,500 – $3,000 USD
Click up incoming calls
ClickUp Incoming Calls System
We need to build one AI-driven Incoming Calls system inside ClickUp, with 3 separate workflows based on customer type:
1. Personal
2. New Business
3. Existing Customer
Main Goal
The office should not have to think from scratch every time. Staff should log the incoming call in ClickUp, and the system should immediately tell them:
• what to do next
• what warning applies
• what file to generate
• what exact text or email to send
The system must read the ClickUp task and return:
• internal next step
• ready-to-send text or email
• missing information
1. Personal
This logic is already mostly defined.
Rules for Personal customers:
• 50% deposit required in advance before the order is placed
• Payment accepted by Zelle or credit card
• Credit card payments include a 3.5% processing fee
• There is a $15 warehouse pickup fee
• At the time of pickup, the remaining balance can be paid in cash
• Some items require lead time:
• If the item is in inventory, we have it on hand at the warehouse and pickup can be arranged, sometimes even the next day
• If it is a non-inventory item, it may require 1 to 5 days
• If the order is prepared and the customer does not pick it up, the deposit is nonrefundable
Operational notes:
• Customer should arrive 10 minutes early if pickup coordination is needed
• Pickup and fulfillment timing should depend on whether the item is in stock or special-order
Personal workflow output should include:
• internal next step
• ready-to-send text
• ready-to-send email if needed
• missing information
• any applicable warnings
2. New Business
This is the pricing and quoting workflow for new businesses contacting us.
Goal:
When a new business calls asking for items, the system should search a source file containing all vendor price lists and help the office quickly prepare a quote.
Vendor reference file should include:
• vendor name
• item description
• cost
• item code if available
• date updated
• category
• keyword 1
• keyword 2
• keyword 3
Search logic:
If a new business asks for “Beef Chuck Roll,” the system should search in this order:
• Beef
• then Chuck
• then Roll
It should find matching results across all vendor files and return:
• vendor name
• item description
• cost
Then the system should allow us to choose how to price it:
• 8% margin
• 10% margin
• 12% margin
• or website price if available on our website
After pricing is selected, the system should generate:
• quote file
• ready-to-send text message
• ready-to-send email
• delivery day explanation
• company operation notes
• any other standard new-customer terms we define
New Business output should include:
• requested item(s)
• matched vendor options
• cost
• chosen margin or website price
• final sell price
• text version to send
• email version to send
• missing information
• warnings if applicable
3. Existing Customer
This workflow is different and likely the most valuable operational workflow because it connects incoming call orders to customer order guides, customer notes, delivery rules, payment terms, and final Excel output.
Goal:
When office staff takes an order by phone and logs it in ClickUp, the system should identify the customer, pull that customer’s existing order guide, and build the final order output based on that customer’s normal rules and notes.
What the system should do:
• recognize the customer name
• connect that customer to a stored order guide file
• read delivery day
• read normal delivery time if available
• read customer-specific special instructions
• read accumulated notes and warning notes
• use those notes when reviewing the new order
• understand credit terms for that specific customer
• alert the office if the customer has great terms, whether by time length or open balance amount
• identify whether the customer has a special price list
Examples of customer-specific logic:
• customer does not want frozen beef
• customer needs delivery before a certain hour
• customer requires signature
• customer wants payment collected on delivery
• customer has special unloading instructions
• customer has product-specific restrictions
Important:
The system should not just store notes. It should actively trigger logic from notes.
Example:
If a customer note says “do not use frozen beef,” and the office enters a frozen beef item, the system should flag it before finalizing.
We already have internal files where customer delivery instructions and special requirements are stored by customer, including:
• timing
• payment collection
• signatures
• unloading instructions
• customer-specific notes
We also already maintain customer payment terms in a TermsMap file, which should later be used as part of the existing customer workflow instead of hardcoding every account individually.
Existing Customer output should include:
• final Excel file for that customer order
• customer name
• item list
• requested quantities
• delivery date
• delivery time
• special instructions
• warning notes
• internal office notes
• copy-paste confirmation message for office
• missing information if anything is incomplete
• internal warnings
Recommended Data Sources for Existing Customer:
• customer master table
• customer order guide file
• customer notes file
• customer terms file
• delivery instruction file
Recommended System Architecture
Do not use Make. Build directly on our hosting.
Backend flow:
1. ClickUp Incoming Call task is created
2. ClickUp webhook sends task data to our server
3. Our server reads the task fields
4. The server identifies customer type:
• Personal
• New Business
• Existing Customer
5. Based on customer type, the server runs the correct workflow
6. The server pulls the correct source data:
• Personal rules
• Existing customer order guide and notes
• Vendor price list reference
7. The server sends structured input to the OpenAI API
8. OpenAI returns structured JSON
9. The server writes the result back into ClickUp and creates output files if needed
Suggested Database / File Structure
A. personal_rules
• customer_type
• rule
• internal_action
• customer_message
• exception_notes
B. customer_master
• customer_name
• normalized_customer_name
• customer_type
• terms
• default_delivery_day
• default_delivery_time
• order_guide_file
• notes_file
• active_status
C. customer_notes
• customer_name
• note_type
• note_text
• trigger_keyword
• trigger_logic
• severity
• active
D. customer_order_guides
• customer_name
• item_code
• item_description
• preferred_pack
• delivery_day
• delivery_time
• special_instruction
• default_qty
E. vendor_price_reference
• vendor_name
• item_description
• item_code
• cost
• date_updated
• category
• keyword_1
• keyword_2
• keyword_3
F. standard_new_business_terms
• rule
• customer_message
• internal_action
ClickUp Fields Needed
• Call Type
• Customer Type
• Caller Name
• Business Name
• Phone
• Email
• City
• Item Needed
• Qty
• Pickup or Delivery
• Requested Date
• Payment Method
• Notes From Caller
• AI Workflow Usued
• AI Next Step
• AI Customer Reply
• Missing Info
• Internal Warning
• Final Status
• Output File Link
AI Rules
Very important:
AI should not invent company policy.
AI should only use:
• stored business rules
• stored customer notes
• stored order guide data
• stored vendor pricing data
• stored standard delivery and operation explanations
If data is missing, AI should clearly say what is missing.
Examples of missing info:
• customer not matched
• delivery date missing
• item not found in vendor files
• pricing method not selected
• no customer order guide found
• no special instructions found
• approval needed
Required AI Output Format
Return strict JSON only:
{
"customer_type": "",
"workflow": "",
"internal_next_step": "",
"customer_reply_text": "",
"customer_reply_email": "",
"missing_info": [],
"warnings": [],
"rules_applied": [],
"approval_needed": false,
"output_file_required": true
}
Phase Build Order
Phase 1:
Personal customers
Phase 2:
New Business quoting
This phase requires vendor price file consolidation and keyword-based search logic.
Phase 3:
Existing customers
This is likely the highest-value operational workflow because it connects incoming call orders to customer order guides, customer notes, payment terms, delivery instructions, and final Excel output.
Final Objective
The office should log the incoming call in ClickUp, and the system should immediately tell them:
• what to do
• what warning applies
• what file to generate
• what exact text or email to send
I also cleaned up the phase order so it now follows a more logical build sequence:
• Phase 1 = Personal
• Phase 2 = New Business
• Phase 3 = Existing Customer
ClickUp Incoming Calls System
We need to build one AI-driven Incoming Calls system inside ClickUp, with 3 separate workflows based on customer type:
1. Personal
2. New Business
3. Existing Customer
Main Goal
The office should not have to think from scratch every time. Staff should log the incoming call in ClickUp, and the system should immediately tell them:
• what to do next
• what warning applies
• what file to generate
• what exact text or email to send
The system must read the ClickUp task and return:
• internal next step
• ready-to-send text or email
• missing information
1. Personal
This logic is already mostly defined.
Rules for Personal customers:
• 50% deposit required in advance before the order is placed
• Payment accepted by Zelle or credit card
• Credit card payments include a 3.5% processing fee
• There is a $15 warehouse pickup fee
• At the time of pickup, the remaining balance can be paid in cash
• Some items require lead time:
• If the item is in inventory, we have it on hand at the warehouse and pickup can be arranged, sometimes even the next day
• If it is a non-inventory item, it may require 1 to 5 days
• If the order is prepared and the customer does not pick it up, the deposit is nonrefundable
Operational notes:
• Customer should arrive 10 minutes early if pickup coordination is needed
• Pickup and fulfillment timing should depend on whether the item is in stock or special-order
Personal workflow output should include:
• internal next step
• ready-to-send text
• ready-to-send email if needed
• missing information
• any applicable warnings
2. New Business
This is the pricing and quoting workflow for new businesses contacting us.
Goal:
When a new business calls asking for items, the system should search a source file containing all vendor price lists and help the office quickly prepare a quote.
Vendor reference file should include:
• vendor name
• item description
• cost
• item code if available
• date updated
• category
• keyword 1
• keyword 2
• keyword 3
Search logic:
If a new business asks for “Beef Chuck Roll,” the system should search in this order:
• Beef
• then Chuck
• then Roll
It should find matching results across all vendor files and return:
• vendor name
• item description
• cost
Then the system should allow us to choose how to price it:
• 8% margin
• 10% margin
• 12% margin
• or website price if available on our website
After pricing is selected, the system should generate:
• quote file
• ready-to-send text message
• ready-to-send email
• delivery day explanation
• company operation notes
• any other standard new-customer terms we define
New Business output should include:
• requested item(s)
• matched vendor options
• cost
• chosen margin or website price
• final sell price
• text version to send
• email version to send
• missing information
• warnings if applicable
3. Existing Customer
This workflow is different and likely the most valuable operational workflow because it connects incoming call orders to customer order guides, customer notes, delivery rules, payment terms, and final Excel output.
Goal:
When office staff takes an order by phone and logs it in ClickUp, the system should identify the customer, pull that customer’s existing order guide, and build the final order output based on that customer’s normal rules and notes.
What the system should do:
• recognize the customer name
• connect that customer to a stored order guide file
• read delivery day
• read normal delivery time if available
• read customer-specific special instructions
• read accumulated notes and warning notes
• use those notes when reviewing the new order
• understand credit terms for that specific customer
• alert the office if the customer has great terms, whether by time length or open balance amount
• identify whether the customer has a special price list
Examples of customer-specific logic:
• customer does not want frozen beef
• customer needs delivery before a certain hour
• customer requires signature
• customer wants payment collected on delivery
• customer has special unloading instructions
• customer has product-specific restrictions
Important:
The system should not just store notes. It should actively trigger logic from notes.
Example:
If a customer note says “do not use frozen beef,” and the office enters a frozen beef item, the system should flag it before finalizing.
We already have internal files where customer delivery instructions and special requirements are stored by customer, including:
• timing
• payment collection
• signatures
• unloading instructions
• customer-specific notes
We also already maintain customer payment terms in a TermsMap file, which should later be used as part of the existing customer workflow instead of hardcoding every account individually.
Existing Customer output should include:
• final Excel file for that customer order
• customer name
• item list
• requested quantities
• delivery date
• delivery time
• special instructions
• warning notes
• internal office notes
• copy-paste confirmation message for office
• missing information if anything is incomplete
• internal warnings
Recommended Data Sources for Existing Customer:
• customer master table
• customer order guide file
• customer notes file
• customer terms file
• delivery instruction file
Recommended System Architecture
Do not use Make. Build directly on our hosting.
Backend flow:
1. ClickUp Incoming Call task is created
2. ClickUp webhook sends task data to our server
3. Our server reads the task fields
4. The server identifies customer type:
• Personal
• New Business
• Existing Customer
5. Based on customer type, the server runs the correct workflow
6. The server pulls the correct source data:
• Personal rules
• Existing customer order guide and notes
• Vendor price list reference
7. The server sends structured input to the OpenAI API
8. OpenAI returns structured JSON
9. The server writes the result back into ClickUp and creates output files if needed
Suggested Database / File Structure
A. personal_rules
• customer_type
• rule
• internal_action
• customer_message
• exception_notes
B. customer_master
• customer_name
• normalized_customer_name
• customer_type
• terms
• default_delivery_day
• default_delivery_time
• order_guide_file
• notes_file
• active_status
C. customer_notes
• customer_name
• note_type
• note_text
• trigger_keyword
• trigger_logic
• severity
• active
D. customer_order_guides
• customer_name
• item_code
• item_description
• preferred_pack
• delivery_day
• delivery_time
• special_instruction
• default_qty
E. vendor_price_reference
• vendor_name
• item_description
• item_code
• cost
• date_updated
• category
• keyword_1
• keyword_2
• keyword_3
F. standard_new_business_terms
• rule
• customer_message
• internal_action
ClickUp Fields Needed
• Call Type
• Customer Type
• Caller Name
• Business Name
• Phone
• City
• Item Needed
• Qty
• Pickup or Delivery
• Requested Date
• Payment Method
• Notes From Caller
• AI Workflow Usued
• AI Next Step
• AI Customer Reply
• Missing Info
• Internal Warning
• Final Status
• Output File Link
AI Rules
Very important:
AI should not invent company policy.
AI should only use:
• stored business rules
• stored customer notes
• stored order guide data
• stored vendor pricing data
• stored standard delivery and operation explanations
If data is missing, AI should clearly say what is missing.
Examples of missing info:
• customer not matched
• delivery date missing
• item not found in vendor files
• pricing method not selected
• no customer order guide found
• no special instructions found
• approval needed
Required AI Output Format
Return strict JSON only:
{
"customer_type": "",
"workflow": "",
"internal_next_step": "",
"customer_reply_text": "",
"customer_reply_email": "",
"missing_info": [],
"warnings": [],
"rules_applied": [],
"approval_needed": false,
"output_file_required": true
}
Phase Build Order
Phase 1:
Personal customers
Phase 2:
New Business quoting
This phase requires vendor price file consolidation and keyword-based search logic.
Phase 3:
Existing customers
This is likely the highest-value operational workflow because it connects incoming call orders to customer order guides, customer notes, payment terms, delivery instructions, and final Excel output.
Final Objective
The office should log the incoming call in ClickUp, and the system should immediately tell them:
• what to do
• what warning applies
• what file to generate
• what exact text or email to send
I also cleaned up the phase order so it now follows a more logical build sequence:
• Phase 1 = Personal
• Phase 2 = New Business
• Phase 3 = Existing Customer