REthink AI / Portfolio / BookingOps
/// case file · 02

BookingOps — an AI-native platform to run and grow a service business.

Built for multi-location service operators. AI voice agents handle dispatch, sales, QA, and customer service. Admins, providers, and customers each get a surface tuned for their work — all reading the same real-time core.

Industry Service operations
Type Web · Mobile · Voice AI
Locations Multi-tenant
Status Shipped · live
admin-bookingops.buildmatic.ai · dashboard
live
BookingOps admin dashboard with revenue, recent bookings, and churn risk alerts
/// the problem

Five tools. No shared brain.

A multi-location service business runs on a stack — booking software here, payments there, accounting in a third place, dispatch in someone's head, comms across SMS and email. Each tool handles one job. None of them know about the others.

So calls get missed at lunch. Compliance docs expire silently. Providers double-book themselves across locations. Lead forms drop into a vendor that doesn't talk to the calendar. Admin teams spend their days reconciling instead of growing. Hiring more people doesn't fix it — every new hand needs a five-app login, and the same coordination work just runs faster.

What scales is software that does the coordination work itself. The brief: build that platform. AI agents that handle the calls, schedule the work, follow up on leads. Dashboards reading the same data the apps write to. One source of truth, multiple surfaces, every location.

"When the tools running your business can't talk to each other, every employee becomes a translator. AI agents and a shared core change the math."
/// the build

One AI-native core. Every surface, in sync.

A single source of truth in PostgreSQL with a NestJS service layer pushing real-time updates over WebSockets. AI voice agents do the work that used to need a call center. Admins, providers, and customers each get a surface tuned for their job — and every change anywhere is visible everywhere, instantly.

F-01
AI voice agents
Four production agents — Operations (Rachel), Sales (James), Quality Assurance (David), Customer Service (Emma). Each with its own number, schedule, voice, and metrics. Calls in, calls out, with structured outputs that flow straight into the booking and CRM data.
F-02
Admin dashboard
Multi-location oversight: revenue, bookings, customers, churn risk, AI Analyst. Switch between locations with one dropdown — Manhattan, San Francisco, Boston, snow ploughing, parking lot ploughing — same dashboard, scoped data.
F-03
Schedule & dispatch
Drag-to-resize calendar across all providers and locations, route-optimized assignment, real-time GPS tracking. Daily, weekly, and monthly views. Real-time conflict prevention.
F-04
Provider mobile app (PWA)
Daily job queue with optimized routes, work checklists, before/after photo capture, payouts. Built as a PWA so providers install it from a link — no app store gate.
F-05
Customer app
Self-service booking with multi-step service wizard, recurring schedules, payment management, in-app messaging, and post-job ratings.
F-06
Compliance & document tracking
Background checks, vehicle reg, insurance, work auth — every required document tracked with expiry alerts and auto-deactivate rules. Location-specific defaults layered on top of organization-wide requirements.
F-07
Integrations & financials
Stripe, QuickBooks Online, Xero, Google Analytics, Yelp, Thumbtack. Webhooks for every booking event. Nine active integrations, 12 webhooks, 99.9% uptime in production.
F-08
Lead capture & pricing engine
Visual lead form builder routed to specific locations. Pricing engine with subscription frequencies, daily/weekly/fortnightly/monthly discounts, per-unit, fixed-fee, and percentage rules.
/// the platform

Inside the system. Surface by surface.

From admin oversight to AI voice agents to the field provider's pocket — every surface reads and writes to the same real-time core.

Weekly booking schedule across providers
/// 01
Schedule
Weekly view across providers, with drag-to-resize bookings.
Customer management with retention KPIs
/// 02
Customers
Champions, at-risk, and churned segments at a glance.
AI voice agents for operations, sales, QA, and customer service
/// 03
AI Voice Agents
Operations, Sales, QA, and Customer Service agents — call logs, success rates, and live tuning controls.
Third-party integrations including Stripe, QuickBooks, and Xero
/// 04
Integrations
Stripe, QuickBooks, Xero — 9 active, 12 webhooks, 99.9% uptime.
Provider compliance and document tracking
/// 05
Compliance
Provider docs, certifications, expiry alerts, blocking rules.
Provider mobile work checklist
/// 06
Provider App — Checklist
Step-by-step job checklist with progress tracking.
Customer mobile booking management with payment details
/// 07
Customer App — Booking
Edit, postpone, skip, cancel — all from one screen.
Visual lead form builder
/// 08
Lead Forms
Visual form builder with location-aware routing.
/// outcomes

Operations on autopilot. Calls answered 24/7.

Replaced a stack of disconnected SaaS tools and the manual coordination work between them. Voice agents now handle calls around the clock. Multi-location operations run from one screen. Compliance auto-blocks providers whose docs lapse, before they pick up a job.

04
AI voice agents in production — Operations, Sales, QA, Customer Service
09
Active integrations — Stripe, QuickBooks, Xero, GA, Yelp, Thumbtack & more
0
Double-bookings — real-time core makes it architecturally impossible
5 wks
From kickoff to live launch — multi-location from day one
/// the stack

Built with.

NestJS Next.js PWA / React Native PostgreSQL WebSockets TypeScript Vapi ElevenLabs Stripe QuickBooks Xero
/// continue

Next case file.

Case file 01 ← Titan ConstructionOps Back All case files →
/// build something like this

AI agents on the phones. One platform on the desk.

Book a free audit. We'll spend 30 minutes on your operations and tell you exactly where AI agents and a connected platform would replace the manual coordination work running your business now.

Book Your Free AI Audit → hello@rethinkai.now