Bookings by phone, straight into Square
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.
A pet care business takes most of its bookings over the phone, and each one is entered twice. Once on the call, once again into the CRM later. We built an agent that does both at the time of the call.
The agent asks which service is wanted, grooming, a vet visit or boarding, which staff member the customer prefers, and when. It checks that the slot is free before agreeing to it. New customers are asked for a name, an email and a phone number.
Once the appointment is confirmed, n8n creates the contact in Square CRM and stores the booking metadata in Supabase, so the CRM is up to date before anyone has hung up.
- Voice AI Agent
- Appointment Booking
- Retell AI
- Square CRM
- n8n Automation
- Supabase
- Pet Care
- Staff Scheduling
Solving real problems with smart engineering
Scheduling done by hand, one call at a time
Problem
Every appointment took a staff member off the floor for the length of the call.
Solution
The agent takes the call and books the appointment itself, including the choice of service and staff member.
Square CRM filled in after the fact
Problem
Customer details were typed into the CRM later, which is where a fifth to a third of admin time went.
Solution
n8n creates the Square contact as part of the booking, so there is nothing left to enter afterwards.
The same customer in several systems
Problem
A customer could exist in the calendar, in Square, and in a notebook, with a different phone number in each.
Solution
The agent recognises returning customers and keeps one record per person across Square and Supabase.
Staff availability checked by memory
Problem
Whoever answered had to know who was working and what was already booked.
Solution
Availability is checked before the slot is offered, so the agent never promises a time that is taken.
What happens during a call
The order is fixed, which is what keeps Square and the database agreeing with each other.
The call comes in
The agent answers and greets the customer by name where it knows them.
The call comes in
The agent answers and greets the customer by name where it knows them.
Service
Grooming, a vet visit or boarding.
Service
Grooming, a vet visit or boarding.
Staff and time
The customer picks who they want and when.
Staff and time
The customer picks who they want and when.
Availability check
The slot is checked before it is offered.
Availability check
The slot is checked before it is offered.
Customer details
A new customer is asked for name, email and phone.
Customer details
A new customer is asked for name, email and phone.
Create the customer
An n8n webhook creates the record in Square CRM and Supabase.
Create the customer
An n8n webhook creates the record in Square CRM and Supabase.
Booking
The appointment is booked against the exact timestamp.
Booking
The appointment is booked against the exact timestamp.
Square sync
n8n creates the contact in Square CRM.
Square sync
n8n creates the contact in Square CRM.
Database
n8n stores the booking metadata in Supabase.
Database
n8n stores the booking metadata in Supabase.
What it does
On the call
- 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
After the call
- 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
Inside Pet Care Appointment Booking Agent
Built with
Voice
- Retell AI
- 11Labs (Cimo voice)
Conversation
- GPT-5 for dialogue logic
- GPT-4o-mini for post-call analysis
Automation
- n8n webhooks
CRM
- Square CRM
Data
- Supabase
Availability
- Google Calendar API
What actually changed
Appointments are booked and recorded in the same minute they are agreed, and the CRM stops being a job for the end of the day.
- Service, staff member and time taken in one conversation
- Square CRM updated as part of the booking rather than afterwards
- One customer record across Square and Supabase
- Returning customers recognised and greeted by name
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