Building a Voice + Chat + Mail Boat Assistant with Vapi, Make.com, and Custom AI

Role of Make.com

• Make.com makes it easy to connect different services and automate workflows without writing complex backend code. 
• Receive data from Vapi (call/chat events)   
• Trigger workflows like: 
• Creating new custom  records   
• Sending new custom request notifications   
• Updating the third party database   
• Pushing data to CRMs or Google Sheets  etc.

Make allows flexible integration, so we can build logic based on individual client needs, not just standard automation.

 How the Database Works

The assistant uses a custom database to:

• Store the records (for the mai sender, recipient, tracking ID, status etc)   
• Keep user profiles details and past conversations   
• Each client can have a different data schema or workflow, and the assistant adapts accordingly using modular logic layers. 
• This adds contextual memory and supports client-specific decision trees, making the assistant more reliable and useful.

AI Mail Boat Assistant

The Mail Boat Assistant is a smart virtual assistant designed to help businesses automate and streamline their mail and communication workflows. It efficiently handles both incoming correspondence and summarized outgoing replies, ensuring nothing gets missed and responses are prompt and consistent. Whether it’s managing large volumes of emails, summarizing content, or generating intelligent replies, Mail Boat Assistant simplifies communication—so teams can focus on what matters most.

It is designed to:

• Understand and respond to queries about mail status and deliveries. 
• Record incoming mails and store them in a custom database. 
• Trigger workflows via Make.com (e.g., send emails, update CRM, notify team). 
• Work 24/7 without human supervision. 
• Adapt to specific business logic defined by the client.

In addition to handling conversations, the assistant also manages email communication workflows, such as:

• Summarizing incoming emails – Quickly extract the key message or intent from an email.   
• Classifying and sorting emails – Organize messages into categories (inquiries, complaints, orders, support).   
• Detecting spam or irrelevant messages – Filter out unwanted or low-priority mail using AI.   
• Replying with well-structured email responses – Automatically generate clear and professional replies, customized based on the context.   
• Routing emails – Forward messages to the right internal team or system based on content.

These advanced email features make the assistant a complete communication automation tool, not just a chatbot or call responder.

Voice Assistant (Powered by Vapi).

The Voice AI Assistant enables users to handle incoming calls by speaking naturally with an AI-powered agent that understands and responds in real time. Designed for seamless, human-like conversations, it helps businesses automate customer interactions, provide instant support, and improve call efficiency—24/7.

Key Features:

Answer incoming phone calls using an AI voice   

• Understand spoken questions like: 
•  “Has my package been delivered?” 
•  “Can I change the delivery address?”
• Pull relevant data from the database to give accurate responses.   
• Trigger Make.com workflows (e.g., send emails, log tickets, update CRM).   
• Use custom AI flows to reflect the client’s internal processes.

Multi-language support (if needed)

How It Works:

• User dials a phone number linked to the assistant.   
• Vapi captures and transcribes the speech.   
• Assistant logic checks the database or calls Make.com scenarios.   
• Responds using text-to-speech.   
• Stores the entire interaction for review or follow-up.   

Example

• Caller: *“I’m calling to check on my mail delivery status.”*   

• Assistant: *“Sure! Can you provide your tracking ID or phone number linked to the request?”*   

• (Looks up records and responds based on live data.)

Chat Assistant (Web / App Chatbot)

• In addition to voice, the same assistant logic is applied to a chat interface, allowing users to interact via website, app, or support widget.

Key Features:

• Chat-based interface using natural language   

• Instant responses to common queries like: 

• “Where is my mail?” 

• “How do I send a package?” 

• Retrieves data from the same database as the voice assistant   

• Can escalate to a human agent if needed   

• Fully customizable behavior per client (scripts, tone, logic, etc.)

How It Works:

• User opens the chat window.   

• Sends a message — e.g., “What’s the status of my delivery?”.   

• The assistant pulls info from the backend.   

• Replies in real time with helpful, context-aware responses.   

• If needed, triggers backend workflows (via Make.com).

Example:

• User: *“Can you resend my mail confirmation?”*   
• Assistant: *“Sure! I’ve found your email request from October 5th. I’ve just re-sent the confirmation email.”*

Bringing It All Together:

• Here’s how a typical flow works: 

• User makes a voice call or chat request.   

• Vapi processes the input and sends it to my custom AI logic.   

• The assistant checks the database for relevant info.   

• Applies custom client rules (e.g., priority mail, escalations).   

• If needed, triggers a Make.com scenario to take an action.   

• Responds to the user with a natural voice or message.    

• Logs everything for future reference or analytics.

Results

This assistant can:

• Reduce manual effort.   

• Speed up mail and delivery communication.   

• Handle repetitive customer queries.   

• Be trained on specific company workflows.   

•  Adjust to each business’s tone, policies, and processes.