End-to-End Automated On-Board Courier System

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We’re building a fully automated On-Board Courier (OBC) workflow using Make.com. All tools, logic, and integrations are predefined — we just need an experienced Make.com automation developer to implement and connect everything.
This project does not require backend coding or hosting — it’s entirely about connecting APIs, building automation logic, and ensuring the workflow runs end-to-end.

Goal
Create an automation that handles the entire courier booking process — from customer call to flight booking and invoicing — using Make.com and the following tools:

  • Voice AI (Vapi.ai) – for collecting shipment details and urgency

  • Twilio – for SMS confirmation

  • Telegram Bot API – for courier group coordination and private confirmations

  • Kiwi Tequila API – for flight search and booking (paid automatically via linked credit card)

  • Google Sheets – for pricing and margins

  • Google Docs / Gmail – for invoicing and communication

  • Airtable or Notion – as CRM to track all orders

System Logic Overview

  1. Voice Intake
    Customer calls via Voice AI (Vapi.ai).
    The AI collects:

  • Origin airport

  • Destination airport

  • Number of pieces and weights

  • Urgency level (“Immediate start”, “within 6h”, or “within 24h”)
    The AI sends the collected data as a structured JSON payload to Make.com via webhook.
    Urgency defines when the offer and courier dispatch will be triggered:

Service | Margin | Dispatch Timing
Emergency | 100% | Immediately
Urgent | 60% | After 6 hours
Standard | 30% | After 24 hours

  1. Pricing and Offer Creation
    Make receives the webhook, validates data, and calculates price:

  • Base rate from Google Sheets price table (fixed)

  • Live flight price via Kiwi API

  • Add profit margin (30%, 60%, or 100%) based on urgency
    Save total price in Google Sheets and CRM (Airtable/Notion).
    Status = Pending Customer Confirmation.

  1. Customer Confirmation
    Send customer an SMS via Twilio with order summary and a confirmation link (or “YES” reply option).
    Once confirmed, update status = Confirmed.
    Schedule courier dispatch trigger according to urgency (immediate / +6h / +24h).

  2. Courier Dispatch (Telegram Workflow)
    At the scheduled dispatch time, Make posts automatically in a Telegram group for couriers:
    “New job: Hamburg → Rome, 2×30 kg, Urgent dispatch. Please message @SkyBridgeCourierBot if available from Hamburg.”
    Couriers reply privately to the bot: “Available from Hamburg for job SKY_2025_00123.”
    The bot then:

  3. Sends full job details privately to that courier.

  4. Keeps the public job post visible for other couriers until one courier sends a final confirmation: “CONFIRM JOB SKY_2025_00123.”
    Once a courier confirms:

  • The courier is locked to that job.

  • Order status = Courier Confirmed.

  • The job post is deleted from the Telegram group.

  • Optionally send message: “Job SKY_2025_00123 has been assigned.”

  1. Flight Search & Booking
    After courier confirmation:

  • Make uses Kiwi Tequila API to find flight options.

  • Customer receives top options via email/SMS and confirms preferred flight.
    Upon confirmation:

  • Make triggers Kiwi API booking (payment automatically processed via linked credit card in Kiwi account).

  • Store booking reference (PNR) and ticket details.

  • Send confirmation to both customer and courier.

  1. Invoicing and CRM Update
    Make generates a PDF invoice via Google Docs, assigns next invoice number from Sheets.
    Email invoice to customer, attach to CRM record.
    Update order status = Invoiced, then Completed.
    Store full event log (timestamps, status changes, courier, flight, etc.).

Technical Requirements

  • Entire flow built inside Make.com.

  • Integrations required:

    • Vapi.ai

    • Twilio

    • Telegram Bot API

    • Kiwi Tequila API

    • Google Sheets / Docs / Gmail

    • Airtable or Notion

  • Workflow must include:

    • Error handling and retries

    • Status tracking and logging

    • Idempotent execution (no duplicates)

    • Automatic urgency-based scheduling (0h / 6h / 24h)

    • Automatic deletion of Telegram job posts after final confirmation

  • All variables (margins, timing, keys, texts) configurable without code.

Deliverables

  1. Working Make.com scenario covering all steps end-to-end.

  2. Fully functional Telegram workflow (group + private bot + job deletion).

  3. Functional urgency scheduling logic.

  4. Proper API connections and documentation (Make export or screenshots).

  5. Test runs for all urgency levels.

1 Like
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Hello @Fynn , welcome to make.com community, I have worked and have experience with Make.com and l will love to collaborate with you on this you can schedule a call Here and you can checkout my upwork profile Here, for my pastworks and certifications

3

Hey Fynn,
This is a really smart workflow plan — I have to say, it’s both creative and efficient. You’ve clearly designed it to save time and streamline the entire OBC process.

I’ve gone through your job scope thoroughly, and it’s definitely something I can help you achieve with Make.com. Everything from the AI voice intake and urgency-based pricing, to Telegram courier coordination, flight booking, and invoicing can be automated cleanly using Make’s modules and API connections.

To tailor the workflow perfectly, could you please clarify a few quick points:

  1. Do you already have API keys ready for Vapi.ai, Kiwi Tequila, and Twilio?

  2. Which platform will serve as your main CRM — Airtable or Notion?

  3. Should the Telegram bot handle both public job posts and private confirmations automatically?

Once I have these details, I’ll draft a clear project quote and workable timeline so you can see exactly how we’ll move from setup to full automation.

If you have time kindly book a short discovery callto align everything — or we can discuss securely through Fiverr Workspace if that’s more convenient.

— Mavin C

4

Hi Fynn, I can certainly help you out on this project.
I would say that your biggest challenge in this workflow is to handle the dependencies between client, courier and flight availability and handling any (non-happy-path) changes that might occur between client request and confirmation (i.e. when booked flight or courier has become unavailable before client confirmation has been received). that might need some more design time if you haven’t thought it through already.

If you are interested to discuss this further, you can book a in a discover call or contact me through dm, duativ.ai or LinkedIn

5

Hello @Fynn ,

Great project! We handle this type of work regularly and have a specialized team of experts with over 5 years of experience across various industries — including customer service, call centers, and doctor appointment booking.

Your requirement immediately caught my attention, and I’m genuinely interested in learning more so we can get started as soon as possible.

Let’s connect over a quick call to discuss your goals and next steps. You can reach us through the following links:
Upwork

LinkedIn

Looking forward to connecting!

Sanjay Aggarwal ~sales@deligence.com