WhatsApp Booking System for Apex Rescue -- 2
Budget: £250 – £750 GBP
Title:
Build Apex Rescue OS — AI WhatsApp Booking + Auto Body Shop Management System
Project Description:
I need a developer/automation expert to build a complete business operating system for my auto body/bodywork business, Apex Rescue Auto Body.
This is not just a WhatsApp booking system. I need a full Auto Body Shop OS that manages the business from first customer message to quote, deposit, booking, job progress, payment, profit tracking and review request.
The final system should be called Apex Rescue OS.
Main Workflow:
Customer messages on WhatsApp → AI reads the message → AI extracts customer/vehicle/job details → AI asks for missing info → vehicle registration API fills vehicle details → Airtable record is created/updated → I review enquiry → I approve quote → Stripe deposit link is sent → deposit is paid → booking is confirmed → job moves through body shop stages → payment/profit/reporting updates.
Tools I want to use:
* WhatsApp Business / WhatsApp Cloud API
* Airtable as CRM/database
* Make.com for automations
* Stripe for deposits/payments
* UK vehicle registration lookup API
* AI/OpenAI for reading and organising customer messages
* Dashboard using Bubble, Lovable, Vercel/React or another suitable platform
There is already an existing Vercel app for Apex Rescue OS. I need the developer to review it and advise whether it should be fixed/finished or rebuilt properly.
AI WhatsApp Customer Intake:
When a customer messages on WhatsApp, the AI should extract and organise:
* Customer name
* WhatsApp phone number
* Email if provided
* Vehicle registration
* Vehicle make/model/colour
* Damage description
* Repair type: bumper repair, scratch repair, dent repair, respray, panel repair, accident damage, alloy repair, etc.
* Customer photos
* Preferred booking date
* Urgency
* Whether they want quote, booking, update or payment link
If details are missing, AI should reply and ask for them, for example:
“Please send your vehicle registration, clear photos of the damage, and your preferred repair date so we can prepare a quote.”
AI should not automatically decide final prices or confirm bookings without my approval. It should collect and organise the enquiry, then I review and approve the quote/booking.
Vehicle Registration API:
I need UK vehicle registration lookup integrated.
When a customer sends their reg on WhatsApp, or I enter it manually, the system should auto-fill vehicle details into Airtable/dashboard, including:
* Registration
* Make
* Model, if available
* Colour
* Fuel type
* Engine size
* Year
* MOT status
* MOT expiry, if available
* Tax status
* First registration date/month
* Body type/trim, if available
If the reg is invalid or cannot be found, the AI should ask the customer to check and resend it.
Developer should recommend the best UK vehicle data API. API keys must be secure and not exposed publicly.
Airtable Database Required:
Please create a clean Airtable base with tables such as:
1. Customers
Name, phone, email, notes, customer status, linked vehicles, linked jobs, total spend.
2. Vehicles
Reg, make, model, colour, fuel, engine size, year, MOT status, tax status, linked customer/jobs.
3. Enquiries
Customer, vehicle, WhatsApp message, damage description, photos, date received, preferred date, status, quote amount, notes.
4. Quotes
Customer, vehicle, job description, labour cost, parts cost, paint/material cost, total quote, quote status, date sent.
5. Jobs
Customer, vehicle, booking date, job description, job stage, total price, deposit, balance, parts cost, materials cost, labour hours, profit, before/during/after photos, internal notes.
6. Payments
Customer, job, Stripe payment link, deposit amount, payment status, balance amount, date paid.
7. Parts / Materials
Job, part name, supplier, cost, ordered date, delivery status, notes.
8. Tasks / Reminders
Job, task name, due date, status, notes.
9. Reviews
Customer, job, review request sent, review link, review status.
Job Stages:
The system should support these stages:
New Enquiry → Details Needed → Quote Sent → Quote Accepted → Deposit Link Sent → Deposit Paid → Parts Ordered → Prep Started → In Paint → Polishing → Ready for Collection → Paid → Review Requested → Complete
I should be able to move jobs between stages from the dashboard.
Dashboard Requirements:
I need a simple mobile-friendly dashboard where I can:
* View all enquiries
* View active jobs
* Move jobs between stages
* See customer and vehicle details
* View uploaded photos
* Enter/approve quote amounts
* Send deposit links
* Track paid/unpaid jobs
* Track deposits and balances
* Track parts/material costs
* Track profit per job
* View monthly/yearly income
* View upcoming bookings/calendar
* Search customers, vehicles and registrations
* See jobs needing action today
Stripe Payment Requirements:
Stripe should handle:
* Deposit payment links
* Balance payment links if needed
* Payment status updates
* Automatic Airtable updates after payment
* Linking payment to the correct customer/job
When I approve a quote, system should create and send a Stripe deposit link by WhatsApp. When paid, Airtable should update and customer should receive booking confirmation.
WhatsApp Automations Required:
1. New WhatsApp message creates/updates Airtable customer/enquiry.
2. AI extracts details, damage info and photos.
3. AI asks for missing details.
4. Vehicle reg API fills vehicle info.
5. Quote accepted creates Stripe deposit link.
6. Deposit link sent through WhatsApp.
7. Stripe payment updates Airtable to “Deposit Paid”.
8. Customer receives booking confirmation.
9. Reminder sent before booking date.
10. Customer gets job updates, for example “In Paint” or “Ready for Collection”.
11. Review request sent after job is complete and paid.
Business OS Reporting:
I want reporting for:
* Total enquiries
* Quotes sent/accepted
* Deposits paid
* Jobs completed
* Total revenue
* Outstanding balances
* Parts/material costs
* Profit per job
* Monthly profit
* Yearly income
* UK tax year forecast, April to March
* Jobs waiting for action
Security & Ownership:
I need full ownership and handover of everything:
* Airtable base
* Make.com scenarios
* WhatsApp Business setup
* Stripe setup
* Vehicle API setup
* AI/OpenAI API setup
* Dashboard/source code
* Vercel/hosting setup if used
* Environment variables/API keys
* Admin login details
* Documentation
Previous developer/admin access must be removed. No backdoor access or shared ownership. API keys must be stored securely.
Deliverables:
Please provide:
1. Fully working Apex Rescue OS
2. AI WhatsApp booking/intake system
3. Airtable CRM/database
4. Make.com automations
5. Stripe deposit workflow
6. Vehicle registration API integration
7. Dashboard for jobs, payments and reports
8. Testing with example customer messages
9. Full handover documentation
10. Short guide/video showing how to use and edit the system
Example Flow:
Customer messages:
“Hi, I need my bumper repaired. Reg is AB12 CDE. I’ve attached photos.”
System should save the customer number, extract the reg, look up vehicle details, save photos and damage notes, create a new enquiry, ask for missing info, and notify me to review.
Then I approve quote → customer gets Stripe deposit link → deposit paid → booking confirmed → job appears inside Apex Rescue OS.
Please reply with:
1. Your recommended setup
2. Whether to fix existing Vercel app or rebuild
3. What accounts/access you need
4. Timeline
5. Fixed price
6. Similar systems you have built
7. Whether you recommend Airtable only or Airtable plus dashboard
Build Apex Rescue OS — AI WhatsApp Booking + Auto Body Shop Management System
Project Description:
I need a developer/automation expert to build a complete business operating system for my auto body/bodywork business, Apex Rescue Auto Body.
This is not just a WhatsApp booking system. I need a full Auto Body Shop OS that manages the business from first customer message to quote, deposit, booking, job progress, payment, profit tracking and review request.
The final system should be called Apex Rescue OS.
Main Workflow:
Customer messages on WhatsApp → AI reads the message → AI extracts customer/vehicle/job details → AI asks for missing info → vehicle registration API fills vehicle details → Airtable record is created/updated → I review enquiry → I approve quote → Stripe deposit link is sent → deposit is paid → booking is confirmed → job moves through body shop stages → payment/profit/reporting updates.
Tools I want to use:
* WhatsApp Business / WhatsApp Cloud API
* Airtable as CRM/database
* Make.com for automations
* Stripe for deposits/payments
* UK vehicle registration lookup API
* AI/OpenAI for reading and organising customer messages
* Dashboard using Bubble, Lovable, Vercel/React or another suitable platform
There is already an existing Vercel app for Apex Rescue OS. I need the developer to review it and advise whether it should be fixed/finished or rebuilt properly.
AI WhatsApp Customer Intake:
When a customer messages on WhatsApp, the AI should extract and organise:
* Customer name
* WhatsApp phone number
* Email if provided
* Vehicle registration
* Vehicle make/model/colour
* Damage description
* Repair type: bumper repair, scratch repair, dent repair, respray, panel repair, accident damage, alloy repair, etc.
* Customer photos
* Preferred booking date
* Urgency
* Whether they want quote, booking, update or payment link
If details are missing, AI should reply and ask for them, for example:
“Please send your vehicle registration, clear photos of the damage, and your preferred repair date so we can prepare a quote.”
AI should not automatically decide final prices or confirm bookings without my approval. It should collect and organise the enquiry, then I review and approve the quote/booking.
Vehicle Registration API:
I need UK vehicle registration lookup integrated.
When a customer sends their reg on WhatsApp, or I enter it manually, the system should auto-fill vehicle details into Airtable/dashboard, including:
* Registration
* Make
* Model, if available
* Colour
* Fuel type
* Engine size
* Year
* MOT status
* MOT expiry, if available
* Tax status
* First registration date/month
* Body type/trim, if available
If the reg is invalid or cannot be found, the AI should ask the customer to check and resend it.
Developer should recommend the best UK vehicle data API. API keys must be secure and not exposed publicly.
Airtable Database Required:
Please create a clean Airtable base with tables such as:
1. Customers
Name, phone, email, notes, customer status, linked vehicles, linked jobs, total spend.
2. Vehicles
Reg, make, model, colour, fuel, engine size, year, MOT status, tax status, linked customer/jobs.
3. Enquiries
Customer, vehicle, WhatsApp message, damage description, photos, date received, preferred date, status, quote amount, notes.
4. Quotes
Customer, vehicle, job description, labour cost, parts cost, paint/material cost, total quote, quote status, date sent.
5. Jobs
Customer, vehicle, booking date, job description, job stage, total price, deposit, balance, parts cost, materials cost, labour hours, profit, before/during/after photos, internal notes.
6. Payments
Customer, job, Stripe payment link, deposit amount, payment status, balance amount, date paid.
7. Parts / Materials
Job, part name, supplier, cost, ordered date, delivery status, notes.
8. Tasks / Reminders
Job, task name, due date, status, notes.
9. Reviews
Customer, job, review request sent, review link, review status.
Job Stages:
The system should support these stages:
New Enquiry → Details Needed → Quote Sent → Quote Accepted → Deposit Link Sent → Deposit Paid → Parts Ordered → Prep Started → In Paint → Polishing → Ready for Collection → Paid → Review Requested → Complete
I should be able to move jobs between stages from the dashboard.
Dashboard Requirements:
I need a simple mobile-friendly dashboard where I can:
* View all enquiries
* View active jobs
* Move jobs between stages
* See customer and vehicle details
* View uploaded photos
* Enter/approve quote amounts
* Send deposit links
* Track paid/unpaid jobs
* Track deposits and balances
* Track parts/material costs
* Track profit per job
* View monthly/yearly income
* View upcoming bookings/calendar
* Search customers, vehicles and registrations
* See jobs needing action today
Stripe Payment Requirements:
Stripe should handle:
* Deposit payment links
* Balance payment links if needed
* Payment status updates
* Automatic Airtable updates after payment
* Linking payment to the correct customer/job
When I approve a quote, system should create and send a Stripe deposit link by WhatsApp. When paid, Airtable should update and customer should receive booking confirmation.
WhatsApp Automations Required:
1. New WhatsApp message creates/updates Airtable customer/enquiry.
2. AI extracts details, damage info and photos.
3. AI asks for missing details.
4. Vehicle reg API fills vehicle info.
5. Quote accepted creates Stripe deposit link.
6. Deposit link sent through WhatsApp.
7. Stripe payment updates Airtable to “Deposit Paid”.
8. Customer receives booking confirmation.
9. Reminder sent before booking date.
10. Customer gets job updates, for example “In Paint” or “Ready for Collection”.
11. Review request sent after job is complete and paid.
Business OS Reporting:
I want reporting for:
* Total enquiries
* Quotes sent/accepted
* Deposits paid
* Jobs completed
* Total revenue
* Outstanding balances
* Parts/material costs
* Profit per job
* Monthly profit
* Yearly income
* UK tax year forecast, April to March
* Jobs waiting for action
Security & Ownership:
I need full ownership and handover of everything:
* Airtable base
* Make.com scenarios
* WhatsApp Business setup
* Stripe setup
* Vehicle API setup
* AI/OpenAI API setup
* Dashboard/source code
* Vercel/hosting setup if used
* Environment variables/API keys
* Admin login details
* Documentation
Previous developer/admin access must be removed. No backdoor access or shared ownership. API keys must be stored securely.
Deliverables:
Please provide:
1. Fully working Apex Rescue OS
2. AI WhatsApp booking/intake system
3. Airtable CRM/database
4. Make.com automations
5. Stripe deposit workflow
6. Vehicle registration API integration
7. Dashboard for jobs, payments and reports
8. Testing with example customer messages
9. Full handover documentation
10. Short guide/video showing how to use and edit the system
Example Flow:
Customer messages:
“Hi, I need my bumper repaired. Reg is AB12 CDE. I’ve attached photos.”
System should save the customer number, extract the reg, look up vehicle details, save photos and damage notes, create a new enquiry, ask for missing info, and notify me to review.
Then I approve quote → customer gets Stripe deposit link → deposit paid → booking confirmed → job appears inside Apex Rescue OS.
Please reply with:
1. Your recommended setup
2. Whether to fix existing Vercel app or rebuild
3. What accounts/access you need
4. Timeline
5. Fixed price
6. Similar systems you have built
7. Whether you recommend Airtable only or Airtable plus dashboard