FreeWANcer

AI-Powered Freelance Management Bot for Discord

Automates project intake, PRD generation, contract creation, and payment management for freelance design & web services.

Track: Main Build, Try the bot by clicking the discord badge or here!

📋 Table of Contents

Inspiration
Key Features
Tech Stack
Quick Start
Project Workflow
Commands
How to Use
Architecture
Development

Inspiration

Every day, freelancers are not only expected to create great work — they are also forced to become:

admins,
customer service,
project managers,
invoice collectors,
and deadline reminders for themselves.

Research shows that:

freelancers spend an average of 15.3 hours/week on non-billable work,
72% of freelance projects experience scope creep,
85% of freelancers have experienced late payments from clients,
and 43% experience burnout due to long working hours and constant deadline pressure.

We realized that many freelancers are not struggling because they lack skill or creativity, but because they are overwhelmed by repetitive operational work.

That inspired us to build FreeWANcer — an AI-powered operational assistant that helps freelancers manage clients, projects, documentation, scheduling, and payments automatically so they can focus on what truly matters: creating meaningful work.

Key Features

Smart Client Intake

Conversational bot greets clients in Indonesian
Asks smart questions about project type, timeline, and budget
Instant pricing estimates for design & web services
Auto-routes to freelancer team when client is ready

Collaborative Workspace

Private Discord channels for each client-freelancer pair
AI-powered scope clarification and discussion
Full chat history for context and reference
Real-time collaboration without email

Intelligent PRD Generation

AI automatically creates formal Project Requirements Documents from chat
Structured format: deliverables, timeline, revisions, scope limits
Version control — track changes and revisions
Both parties must approve before moving forward

Automated Contracts

PDF contracts auto-generated from approved PRD
Professional legal formatting
Digital signature collection (photo uploads)
Embedded signatures on final document

Payment Management

Invoice DP 50% sent automatically when freelancer submits sketch
Invoice pelunasan 50% sent automatically when freelancer sends watermarked preview
Static Virtual Account — no third-party payment gateway required
AI debt collector: bot automatically reminds unpaid clients daily

Scheduling & Reminders

Daily schedule posted to freelancer channel at configured times
Deadline reminders for approaching projects
Instant schedule update when a new project comes in

Tech Stack

Layer	Technology
Runtime	Node.js 20+
Bot Framework	Discord.js 14.17
AI API	OpenAI-compatible (QwenPaw / OpenRouter / Groq)
Database	SQLite3 (better-sqlite3)
PDF Generation	pdf-lib
Scheduler	node-cron
Environment	dotenv

Quick Start

1. Prerequisites

Node.js 20+
Discord Server with Developer Mode enabled
Discord Bot Token (Discord Developer Portal)
OpenAI-compatible LLM API credentials

2. Installation

# Clone repository
git clone <repo-url>
cd FreeWANcer

# Install dependencies
npm install

3. Configuration

Create .env file in the root directory:

# ── Discord ────────────────────────────────────────────────────────────────────
DISCORD_TOKEN=your_bot_token_here

# ── Channel IDs (right-click channel → Copy Channel ID) ───────────────────────
INTAKE_CHANNEL_ID=          # Where clients type "mulai-disini"
NOTIFICATIONS_CHANNEL_ID=   # Internal freelancer notifications
JADWAL_HARIAN_CHANNEL_ID=   # Daily schedule channel
REMINDER_CHANNEL_ID=        # Deadline reminder channel

# ── Role IDs (right-click role → Copy Role ID) ────────────────────────────────
FREELANCER_ROLE_ID=         # Discord role for freelancers
STAFF_ROLE_ID=              # Discord role for staff/admin

# ── Category (optional) ────────────────────────────────────────────────────────
CLIENT_CHANNELS_CATEGORY_ID=  # Category for private client channels

# ── AI API (OpenAI-compatible) ─────────────────────────────────────────────────
QWENPAW_BASE_URL=https://openrouter.ai/api
QWENPAW_API_KEY=your_api_key_here
QWENPAW_MODEL=qwen/qwen-2.5-72b-instruct

# ── Payment ────────────────────────────────────────────────────────────────────
STATIC_VA_NUMBER=7000108979916425   # Virtual Account number for transfers
PAYMENT_DUE_DAYS=3                  # Invoice due date (days)

# ── Scheduler ──────────────────────────────────────────────────────────────────
SCHEDULE_TZ=Asia/Jakarta
SCHEDULE_DAILY_AT=08:00                  # Daily schedule time (single time)
# SCHEDULE_DAILY_CRON=0 8,13,18 * * *   # OR use cron for multiple times a day
SCHEDULE_REMINDER_CRON=0 9,15 * * *     # Deadline reminders (9am and 3pm)
SCHEDULE_PAYMENT_POLL_CRON=0 */2 * * *  # Payment follow-up check every 2 hours
REMINDER_DAYS_BEFORE=3                  # Remind N days before deadline

# ── Database ───────────────────────────────────────────────────────────────────
DATABASE_PATH=./data/freewancer.sqlite

4. Discord Server Setup

Create these channels in your Discord server and copy their IDs into .env:

Channel	Purpose	Env Variable
`#mulai-disini`	Client intake	`INTAKE_CHANNEL_ID`
`#notifikasi`	Internal alerts	`NOTIFICATIONS_CHANNEL_ID`
`#jadwal-harian`	Daily freelancer schedule	`JADWAL_HARIAN_CHANNEL_ID`
`#reminder`	Deadline reminders	`REMINDER_CHANNEL_ID`

5. Run

# Development (auto-reload on file changes)
npm run dev

# Production
npm start

# Production with PM2
pm2 start src/index.js --name freewancer
pm2 save

Project Workflow

┌─────────────────────────────────────────────────────────┐
│ 1. CLIENT INTAKE                                        │
│ • Client types: mulai-disini in #mulai-disini           │
│ • Private project channel created                       │
│ • AI chats with client to clarify needs                 │
└─────────────────────────────────────────────────────────┘
                          ↓
┌─────────────────────────────────────────────────────────┐
│ 2. PRD GENERATION                                       │
│ • Freelancer types: buat-prd                            │
│ • AI creates PRD from full chat history                 │
│ • Both must approve: setuju-prd                         │
│ • Revision cycle: revisi-prd <note>                     │
└─────────────────────────────────────────────────────────┘
                          ↓
┌─────────────────────────────────────────────────────────┐
│ 3. CONTRACT                                             │
│ • PDF contract auto-generated from approved PRD         │
│ • Both upload signature photo in channel                │
│ • Final signed PDF delivered                            │
└─────────────────────────────────────────────────────────┘
                          ↓
┌─────────────────────────────────────────────────────────┐
│ 4. DP PAYMENT (50%)                                     │
│ • Freelancer types: kirim-sketch                        │
│ • Bot sends DP invoice + Virtual Account number         │
│ • Client transfers → types: sudah-bayar                 │
│ • Freelancer verifies → types: dp-paid                  │
└─────────────────────────────────────────────────────────┘
                          ↓
┌─────────────────────────────────────────────────────────┐
│ 5. EXECUTION & WATERMARK                                │
│ • Freelancer works on the project                       │
│ • Freelancer uploads watermarked preview                │
│ • Freelancer types: kirim-watermark                     │
│ • Bot sends final invoice + Virtual Account number      │
└─────────────────────────────────────────────────────────┘
                          ↓
┌─────────────────────────────────────────────────────────┐
│ 6. FINAL PAYMENT & DELIVERY                             │
│ • Client transfers → types: sudah-bayar                 │
│ • Freelancer verifies → types: lunas-final              │
│ • Freelancer sends original files → Project complete ✓  │
└─────────────────────────────────────────────────────────┘

AI Debt Collector: If a client hasn't paid, the bot automatically sends follow-up reminders to the project channel every few days — getting more firm as time passes.

Commands

Client Commands

Command	Phase	Purpose
`mulai-disini`	Intake (public)	Create private project channel
`setuju-prd`	PRD Review	Approve the PRD
`revisi-prd <note>`	PRD Review	Request a PRD revision
`sudah-bayar`	DP / Final pending	Notify freelancer that transfer is done
`/ai <question>`	Any	Ask AI a question

Freelancer Commands

Command	Phase	Purpose
`buat-prd`	Discussion	Generate PRD from chat history
`setuju-prd`	PRD Review	Approve the PRD
`revisi-prd <note>`	PRD Review	Revise PRD with a note
`deadline YYYY-MM-DD`	Any	Set project deadline
`kirim-sketch`	Execution	Create & send DP 50% invoice
`dp-paid`	DP Pending	Confirm DP payment received
`kirim-watermark`	DP Paid	Send watermark preview + final invoice
`lunas-final`	Final Pending	Confirm final payment received
`test-jadwal`	Jadwal channel	Post daily schedule now
`test-reminder`	Reminder channel	Post deadline reminders now

How to Use

For Clients

Go to #mulai-disini and type mulai-disini
A private channel will be created — describe your project to the AI
Review the PRD and type setuju-prd when happy (or revisi-prd <note> for changes)
Upload a photo of your signature when the contract is sent
Transfer DP to the Virtual Account shown, then type sudah-bayar
Review the watermarked preview — transfer the final amount, then type sudah-bayar again
Receive the final files after freelancer confirms

For Freelancers

Wait for the client to finish chatting — you'll get a ping in #notifikasi
Enter their private channel, discuss scope, then type buat-prd
After both approve, upload your signature photo
Set deadline: deadline 2026-06-01
Upload sketch → type kirim-sketch to send the DP invoice
Once client pays and you've verified: dp-paid
Finish the project → upload watermarked preview → type kirim-watermark
Once client pays and you've verified: lunas-final
Send the original files — done!

Architecture

src/
├── index.js                    # Entry point
├── agent/
│   ├── qwenpaw.js             # OpenAI-compatible AI client
│   └── prompts.js             # System prompts for each phase
├── bot/
│   ├── client.js              # Discord client + event setup
│   └── handlers/
│       ├── onMessage.js       # Main message & command handler
│       ├── onInteraction.js   # Button interaction handler
│       └── onReady.js         # Bot ready event
├── db/
│   └── database.js            # SQLite schema + all queries
└── services/
    ├── channelManager.js      # Channel & role management
    ├── chatHistory.js         # Channel transcript fetching
    ├── contractService.js     # PDF contract generation + signatures
    ├── deadlineParser.js      # Natural language deadline parsing
    ├── handoff.js             # Intake → discussion transition
    ├── invoiceService.js      # Invoice creation + VA formatting
    ├── pdfService.js          # PDF rendering utilities
    ├── prdService.js          # PRD generation & revision
    └── schedulerService.js    # Cron jobs: schedule, reminders, debt collector

Database Schema

clients — registered Discord users

projects — one per client channel; tracks current phase: intake → discussion → prd_review → contract_signing → execution → dp_pending → dp_paid → final_pending → completed

prd_documents — versioned PRD content with approval flags

prd_revision_notes — revision feedback per version

contracts — generated PDF paths + signature status per role

invoices — DP and final invoices with status (pending / paid), due date, and reminder tracking

Development

npm run dev    # Auto-reload on file changes
npm start      # Run normally

Adding Features

New command → src/bot/handlers/onMessage.js
New AI prompt → src/agent/prompts.js
Database change → src/db/database.js
New scheduled job → src/services/schedulerService.js

Debugging

pm2 logs freewancer   # Live logs (PM2)
npm run dev           # Watch console directly

📊 Service Pricing

Service	Starting Price
Logo Design	Rp 300,000
Brand Identity (Logo + Guideline)	Rp 800,000
Landing Page (Design + HTML)	Rp 1,500,000
Website (5 Pages)	Rp 3,000,000
Additional Revisions	Rp 100,000 each

Prices are customizable in src/agent/prompts.js

⚡ Challenges We Faced

Building FreeWANcer came with several technical and product-design challenges:

Setting up AI Agents from scratch and connecting to Discord
Transforming messy client conversations into structured PRDs and contracts
Designing AI prompts that understand project scope and deliverables accurately
Managing multi-step workflows across many phases (intake → payment → delivery)
Building automation while still keeping human collaboration natural
Structuring Discord channels dynamically for project-based collaboration
Designing scalable approval and document-generation workflows
Maintaining project context and chat history for AI reasoning
Preventing AI hallucinations when generating formal project documents

🤝 Contributing

Contributions aren't welcome, as it is not allowed as per the contest rule. But if you want to contribute, you can fork the repo and submit a pull request with your changes. Please ensure your code follows the existing style and includes tests where applicable.