Case studiesAI Automation · Voice Agent

Pet Care Appointment Booking Agent

A voice agent for grooming, vet and boarding appointments that books by phone, picks the right staff member and slot, and creates the customer in Square CRM without anyone re-typing it.

Talk to us about a system like this
  • 0%Calls handled
  • 0.0%Complete customer records
  • 0%Synced to Square
  • 0%Less admin time
Industry
Pet care: grooming, veterinary and boarding
Solution
Inbound voice appointment agent
Services
Appointment booking · Availability check · CRM and database sync
Stack
Retell AI · GPT-5 · Square CRM · n8n · Supabase · Google Calendar API
01The story
  1. Before

    A pet care business takes most of its bookings over the phone.

  2. Every one of them entered twice: once on the call, once into the CRM later.

  3. After

    An agent now books the appointment and fills in the CRM itself.

Pet Care Appointment Booking Agent
Voice AI AgentAppointment BookingRetell AISquare CRMn8n AutomationSupabasePet CareStaff Scheduling
02How it works

One call in. Square and Supabase updated. Zero typing.

The agent follows the same nine steps on every call, which is what keeps Square and the database agreeing with each other.

  1. 01 · Caller
    Inbound call

    Someone rings to book or move an appointment.

  2. 02 · Retell AI

    The agent holds the conversation, with GPT-5 behind it.

  3. 03 · n8n
    WebhookCreate userSquareSupabase

    Webhooks create the customer and the appointment.

  4. 04A · Square CRM
    Contact created
    04B · Supabase
    booking metadata saved
  5. 05 · Confirmation
    Appointment booked

    The customer is confirmed without anyone sending anything.

1Answer

  1. 01

    The call comes in: The agent answers and greets the customer by name where it knows them.

  2. 02

    Service: Grooming, a vet visit or boarding.

  3. 03

    Staff and time: The customer picks who they want and when.

2Check

  1. 04

    Availability check: The slot is checked before it is offered.

  2. 05

    Customer details: A new customer is asked for name, email and phone.

3Create

  1. 06

    Create the customer: An n8n webhook creates the record in Square CRM and Supabase.

  2. 07

    Booking: The appointment is booked against the exact timestamp.

4Sync

  1. 08

    Square sync: n8n creates the contact in Square CRM.

  2. 09

    Database: n8n stores the booking metadata in Supabase.

03Sample call

One call. One booked appointment.

An example of the conversation, from the greeting to the confirmation.

  • Service and staff member taken
  • Availability checked before the slot was offered
  • Customer created in Square and Supabase
incoming callKateAI voice agent · example call
DeclineAccept
Tap Accept to hear the call.
04Challenge → Solution

What the phone was costing.

Before

Scheduling done by hand, one call at a time

Every appointment took a staff member off the floor for the length of the call.

After

The agent takes the call and books the appointment itself, including the choice of service and staff member.

Scheduling done by hand, one call at a time
Before

Square CRM filled in after the fact

Customer details were typed into the CRM later, which is where a fifth to a third of admin time went.

After

n8n creates the Square contact as part of the booking, so there is nothing left to enter afterwards.

Square CRM filled in after the fact
Before

The same customer in several systems

A customer could exist in the calendar, in Square, and in a notebook, with a different phone number in each.

After

The agent recognises returning customers and keeps one record per person across Square and Supabase.

The same customer in several systems
Before

Staff availability checked by memory

Whoever answered had to know who was working and what was already booked.

After

Availability is checked before the slot is offered, so the agent never promises a time that is taken.

Staff availability checked by memory
05Inside the system

The receipts.

The slot is checked against the staff diary before it is offered.The contact appears in Square as part of the booking, not after it.The nine steps of a call, grouped the way the call moves.Appointments moved and cancelled on the call, with nobody on the phone.
The slot is checked against the staff diary before it is offered.
06Built with

Eight tools. One agent.

  • Retell AIVoice
  • 11Labs (Cimo voice)Voice
  • GPT-5 for dialogue logicConversation
  • n8n webhooksAutomation
  • Google Calendar APIAvailability
  • Square CRMCRM
  • SupabaseData
  • GPT-4o-mini for post-call analysisConversation
07What actually changed

Appointments are recorded in the minute they are agreed.

No separate round of data entry at the end of the day.

The CRM stopped being a job for later.

Synced after every call
Square CRM0%
Supabase0%
Customer records0.0%
  • 0%
    Calls handledEvery inbound booking call is taken by the agent.
  • 0.0%
    Complete customer recordsName, email, phone and service captured during the call.
  • 0%
    Synced to SquareEach booking creates its contact in Square CRM through n8n.
  • 0%
    Less admin timeNo separate round of CRM data entry after the calls.
08Services

Voice agents for pet care businesses.

Built on Retell AI and n8n, wired into the CRM and the calendar a practice already uses.

Industries
Pet careGroomingVeterinaryBoarding
  • Greets returning customers by name
  • Takes the service: grooming, vet or boarding
  • Takes the preferred staff member and time slot
  • Checks availability before confirming
  • Books and reschedules appointments
  • Collects details from first-time customers
  • Creates the contact in Square CRM through n8n
  • Stores booking metadata in Supabase
  • Sends a confirmation message to the customer
  • Runs a post-call analysis pass over the transcript
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