Talk, Don’t Type: How We Built a Voice-Controlled AI Assistant to Automate Business Operations

Prashant Bellad
Nov 11
4 min read

How many times a day do you find yourself switching between your email, your task manager, your calendar, and your company’s knowledge base, just to complete a single action? You need to find a document, then share it in an email, then create a task to follow up. Each step is a context switch, a small but significant drain on your focus and productivity.

What if you could replace all that clicking, typing, and searching with a single, spoken command? What if you could simply talk to your business, and have it listen, understand, and act?

We turned this "what if" into a reality for a client who needed a unified AI operations assistant. The goal was to create a central system capable of understanding voice commands, performing complex organisational tasks, and retrieving contextual information from internal documents. The result is an intelligent workflow automation system that transforms a simple Telegram chat into a hands-free command centre for business operations.

The Heart of the System: Your Personal AI Operations Hub

At its core, this solution, which we call the PA-Live Workflow, acts as a central operations manager. It listens to your voice commands, figures out what you need, and automatically triggers the right action. No more app-switching, no more manual data entry.

N8N Workflow

How it works is beautifully simple:

You Speak, It Listens: Send a voice message to a Telegram bot. It could be anything from "Create a task for Maya to review the Q3 report" to "Send the latest meeting link to Tom"
The AI Understands: Your voice is instantly transcribed into text. An AI agent (powered by GPT models) then analyses the text to understand your intent. Is it a task? An email? A meeting? A question?
It Routes and Acts: Based on your intent, the system dynamically routes the request to the correct workflow, connecting to tools like ClickUp, Gmail, or Google Calendar to execute the task in seconds.
You Get Confirmation: Once the action is complete, the assistant sends a confirmation message back on Telegram. "Task created," "Email sent," "Meeting scheduled." Done.

This seamless flow turns complex, multi-step processes into a single, fluid conversation.

The Secret Weapon: A Knowledge Base That Actually Knows Your Business

Perhaps the most powerful component of this system is its "intelligent memory" — the Retrieval-Augmented Generation (RAG) Workflow. Think of it as your company’s private, super-powered Google. It doesn’t just search for keywords; it understands the meaning behind your questions and provides accurate, context-based answers drawn directly from your own internal documents.

Here’s how we built this corporate brain:

Automated Learning: The system constantly watches a designated Google Drive folder. When a new document (PDF, Word doc, spreadsheet) is added, it’s automatically ingested, and broken down into meaningful chunks.
Smart Storage: Each chunk is converted into a mathematical representation—an "embedding"—and stored in a Supabase vector database. This allows the AI to find information based on semantic meaning, not just keyword matches. If you ask about "travel expenses," it will find the document on "reimbursement policy".
Intelligent Retrieval: When you ask a question like, “What’s our support email?”, the system converts your query into an embedding, finds the most relevant document chunks from the database, and uses them to construct a precise, accurate answer.
Always Up-to-Date: The knowledge base maintains itself. When a document is updated in Google Drive, the system automatically detects the change, deletes the old information, and embeds the new version. Your AI assistant always has the latest information, with zero manual maintenance required.

Bringing It All Together: Cross-Tool Automation in Action

The true magic happens when the AI Operations Hub (PA-Live) and the Knowledge Base (RAG) work together. The system can chain actions across different tools to fulfil a single command.

Consider this user command: “Send the meeting link to Tom”

Behind the scenes, the AI performs a multi-step automation:

Recognises Intent: It identifies the core tasks: "find a meeting link" and "send an email."
Fetches Knowledge: It queries the RAG knowledge base to find the correct meeting link.
Executes Action: It triggers the Gmail workflow to compose and send an email to Andy with the retrieved link.
Confirms Completion: It reports back on Telegram: "Email with the meeting link has been sent to Andy."

This is the future of workflow automation—intelligent, conversational, and incredibly efficient.

The Business Impact: More Than Just Convenience

By centralising tasks and knowledge into a single, voice-controlled interface, this system delivers transformative benefits:

⏱️ Radical Time Efficiency: Repetitive administrative work that once took minutes is now completed in seconds.
🗣️ Natural, Hands-Free Interface: Users can manage tasks, schedule meetings, and find information while on the go, without the need to touch the keyboard.
📚 Knowledge-Aware Responses: The AI provides answers based on verified, internal company data, eliminating guesswork and misinformation.
💡 A Single Source of Truth: The centralised AI agent combines multiple tools into one intelligent, cohesive system.

Ready to give your business a voice? This project proves that the future of work isn’t about more apps—it’s about smarter, more integrated systems that work for you.

Tech Stack Summary

For those interested in the technical details, here is a quick look at the architecture:

Orchestration: n8n
AI & Language Understanding: LLM models
Voice Transcription: Tools like ElevenLabs
Knowledge Base: Supabase (Vector Database) & OpenAI Embeddings
User Interface: Telegram
Integrated Tools: Google Drive, ClickUp, Gmail, Google Calendar

"Ready to save time, cut costs, and scale your revenue? Write to me at hello@pristineprotech.com to unlock the power of AI automation for your business."