Build Production-Ready AI WhatsApp Clinic Booking System (n8n + Twilio + Google Sheets + OpenAI)

Project Overview We are building a production-ready AI WhatsApp receptionist system for a clinic. The system must automate: appointment booking rescheduling cancellations appointment checking reminders The system must work reliably in both: English Arabic This is an MVP version focused on: ONE clinic ONE doctor WhatsApp only Google Sheets database Google Calendar integration The system MUST be: stable scalable conversational typo tolerant easy for real clinic patients The freelancer MUST deploy and test everything directly on our production n8n instance and ensure the system is fully working without crashes, loops, duplicate bookings, or broken flows. REQUIRED STACK Developer MUST have strong experience with: n8n Twilio WhatsApp OpenAI API Google Sheets API Google Calendar API webhook workflows conversational AI systems session/state management workflow debugging SYSTEM FLOW Patient → WhatsApp → Twilio → n8n webhook → NLP/AI logic → Google Sheets → Google Calendar → WhatsApp response CORE SYSTEM REQUIREMENTS 1. MAIN MENU SYSTEM Bot must use structured guided menu system. Example: Plain text 1️⃣ Book Appointment 2️⃣ Reschedule Appointment 3️⃣ Cancel Appointment 4️⃣ Check My Appointment 5️⃣ Talk to Receptionist Arabic version also required. The system must accept: menu numbers natural language Arabic text English text Examples: “1” “book” “ابي موعد” “change booking” “cancel appointment” 2. BOOKING FLOW System must: ask step-by-step questions show available slots prevent double booking create appointment save to Google Sheets create Google Calendar event confirm booking 3. RESCHEDULE FLOW System must: retrieve existing appointment allow changing date/time update calendar + sheets confirm changes 4. CANCELLATION FLOW System must: confirm cancellation update records remove/update calendar event 5. CHECK APPOINTMENT FLOW Patient can ask: current appointment time date clinic details 6. SESSION MEMORY Workflow must remember: current flow selected option pending confirmation patient state selected appointment time Conversation state handling is REQUIRED. 7. SMART NLP + AI System must support: typos Arabic/English mixed messages natural sentences contextual replies Examples: “reshedl it” “change booking” “ابي اغير الموعد” “cancel no keep it” Recommended approach: rule-based/NLP first OpenAI fallback only if confidence low 8. GOOGLE SHEETS STRUCTURE Need proper sheets for: Patients Appointments Conversation Logs 9. GOOGLE CALENDAR INTEGRATION System must: create events update events delete/update canceled bookings prevent slot conflicts 10. REMINDERS Need: 24h reminder same-day reminder via WhatsApp. 11. HUMAN ESCALATION If AI confidence is low: notify receptionist allow manual takeover 12. LANGUAGE SUPPORT System MUST support: Arabic English mixed bilingual conversations IMPORTANT REQUIREMENTS Freelancer MUST: build directly on our n8n server use our Twilio setup use our production webhook URLs fully test all flows fully debug workflows prevent loops/errors optimize OpenAI usage cost create organized workflow structure provide clean node naming provide scalable structure REQUIRED DELIVERABLES Freelancer MUST deliver: Fully working n8n workflow Google Sheets integration Google Calendar integration Twilio WhatsApp integration AI/NLP handling Full testing completed Error handling No duplicate booking issues Workflow JSON exports Setup documentation Conversation state management Stable production-ready flow VERY IMPORTANT System must: not break during long conversations not lose session state not create duplicate appointments not crash on invalid user input not enter workflow loops BONUS SKILLS Preferred if developer has experience with: clinic booking systems WhatsApp bots Arabic AI systems AI receptionists healthcare automation

Project ID: 40426111