01Context
What this was
Venlyn OS is a live business management PWA for US field-service companies where missed calls and manual qualification directly cost revenue. It combines CRM, scheduling, client records, service rules, and a Vapi AI voice receptionist in one mobile-first product.
02Problem
What was broken
Before
Owners and techs miss calls while on jobs; qualification questions repeat; scheduling is chatty and inconsistent.
What had to change
Leads need structured capture, service-radius validation, calendar-aware booking, and automation the owner can trust from inside the CRM.
- 01Manual lead tracking and forgotten follow-ups
- 02Geographic waste: time spent on out-of-area callers
- 03Compliance and security cannot be bolted on late
The system had to be idempotent, observable, and resilient when AI or maps APIs degrade.
03Solution
What I built
Next.js 15 + React 19 PWA for a fast mobile CRM with Zustand and TanStack Query separating UI state from server state.
Supabase Postgres + RLS for CRM data, API routes for sensitive operations, and database-backed role boundaries.
AI voice pipeline using Vapi webhooks, transcripts, structured intent extraction, qualification states, and deduplicated writes back into clients, appointments, and follow-ups.
Google Maps supports geocoding and distance checks so the product respects the business service area.
04Decisions
Key implementation decisions
- 01
Idempotent CRM writes from voice
Prevent duplicate clients/appointments; transactional creation with validation layers before commit.
- 02
Realtime-first UX
Subscriptions + optimistic updates so owners see calls and CRM changes without refresh.
- 03
Radius logic with graceful edge cases
Borderline addresses become follow-up tasks instead of hard rejections-preserves leads professionally.
- 04
Compliance by design
CCPA-oriented flows: access controls, deletion paths, audit trails for AI-touched records.
05Impact
Operational impact
- Fewer missed calls via always-on voice intake.
- Faster, consistent qualification without owner time on every ring.
- Clear follow-up queue for borderline or escalated cases.
- Owners operate from one CRM instead of spreadsheets plus voicemail.
06Results
Results
- Structured lead and appointment data from phone conversations.
- Improved response discipline through automated logging and follow-up tabs.
- Location-aware handling reduces wasted dispatches.
- Live deployment at venlynos.com with security and compliance patterns built for US field-service operations.
07Stack
Technology stack
- Frontend
- TypeScript, React 19, Next.js 15, PWA (SW, manifest), TanStack Query, Zustand
- Backend
- Supabase (Auth, PostgreSQL, RLS), Next.js API routes
- AI & telephony
- Voice webhooks, NLP/intent pipeline, conversation state machine
- Maps
- Google Maps Platform (geocoding, distance/radius)
- Compliance
- CCPA-oriented controls, audit logging, secure secret handling