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Services AI Receptionists & Voice Agents

Your business answers. Even when you cannot.

It picks up, works out what the caller needs, books them in, writes it down and texts them the confirmation. You find out afterwards, from a message, while you carry on with the job you were doing.

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Ringing Northridge Roofing 9:47pm, Tuesday

    What it worked out

    Intent
    Listening
    Urgency
    Listening
    Details
    Listening
    Customer
    Listening
    Appointment
    Listening
    Your systems
    Listening
    Follow-up
    Listening

    Running silently. Press play to hear the voice.

    An example call, put together to show the shape of one. The voice is generated, the business is invented, and nothing here is a recording of a real customer.

    1. Good evening, Northridge Roofing. Dave has finished for the day, but I can help. What's happened?
    2. There's water coming through my ceiling. I think the roof has gone after that storm.
    3. That sounds urgent. Is it still coming in now, and whereabouts are you?
    4. Yeah, into a bucket. I'm on Riverside Road, number forty two.
    5. Thanks. I can get Dave to you first thing tomorrow, half past eight, or Thursday at two.
    6. Tomorrow morning, please.
    7. Booked for half past eight. I'll text you the confirmation now, and Dave will ring when he's on his way.
    1. Afternoon, Ridgeline Heating and Air. How can I help?
    2. My air conditioning has stopped working completely and the house is boiling.
    3. Sorry about that. Is the unit running at all, or is there nothing happening?
    4. Nothing at all. No noise, no fan, nothing.
    5. Understood. What's the address, and is anyone home this afternoon?
    6. Eleven Harper Close. I'm here all day.
    7. I've put you down for a call out between two and four today. You'll get a text with the engineer's name.
    1. Good morning, Fairfield Dental. How can I help?
    2. I've cracked a tooth and I'm hoping you've got something tomorrow.
    3. I can look at tomorrow for you. Are you registered with us already?
    4. Yes, under Owen Ellis.
    5. Thank you. I can offer ten past nine tomorrow, or quarter past three.
    6. Ten past nine, please.
    7. That's booked, and I'll text the confirmation. If it gets worse tonight, ring the practice and we'll flag it as urgent.
    1. Good afternoon, Halloran and West. How can I help?
    2. I was in a car accident yesterday and I want to talk to somebody about it.
    3. I can take a few details and book you in with one of the solicitors. Can I start with your name?
    4. Emmett Shaw. My mobile ends four one nine.
    5. Thank you. Was anyone injured, and has an insurer been in touch yet?
    6. I've got whiplash. The insurer rang this morning.
    7. Noted. I've booked you a consultation on Thursday at eleven. I'm not able to advise on the claim itself, the solicitor will do that.

    The expensive part is not the call. It is the job behind it.

    Nobody rings a builder to chat. They ring because they need something, and if nobody picks up they ring the next name on the list. You never hear about the ones you lost, which is exactly what makes it hard to take seriously.

    A Tuesday now

    You are on a roof, under a sink, or in front of a customer.

    1. 08:12MissedYou were driving
    2. 10:40VoicemailNo message left
    3. 12:05AnsweredYou stopped work for it
    4. 14:26MissedYou were up a ladder
    5. 16:58MissedTwo calls at once
    6. 21:47After hoursStorm damage, went elsewhere
    The same Tuesday, with it

    Same calls. You did not stop once.

    1. 08:12BookedGutter clean, Thursday
    2. 10:40QualifiedOut of your area, told politely
    3. 12:05AnsweredExisting job, question answered
    4. 14:26BookedSurvey, Monday morning
    5. 16:58Both answeredIt does not queue
    6. 21:47EscalatedStorm damage, texted to you

    An illustration of one day, not a measurement of yours. What it costs you is a number only your own call log can give, and it is the first thing we look at together.

    Then it does the bit you would have done at eleven at night.

    Hanging up is the halfway point. A call that ends in a note you have to type up later has not really saved you anything.

    1. 01

      The appointment lands in the calendar.

      On the right day, with the address, the job and the access notes attached, and blocked out for however long that kind of work actually takes.

    2. 02

      It writes the customer into your records.

      A new contact, or the existing one updated, with where the call came from so you can see which of your adverts are earning their keep.

    3. 03

      The confirmation text goes out.

      Straight away, while they are still holding the phone, and again the night before so they are in when you turn up.

    4. 04

      You get the summary.

      What they wanted, what was agreed, and anything it could not answer, written out properly. Not a voicemail you have to listen to twice.

    5. 05

      The next thing starts itself.

      A quote drafted, a survey raised, a supplier notified, a review requested after the job. Whatever normally happens next can happen without you starting it.

    Four kinds of call. It takes all of them.

    Most phones ring for the same handful of reasons. We build for those first, and everything unusual has somewhere to go.

    01

    Somebody new

    The call that is worth the most and gets missed the most.

    • Answers what you do and whether you cover themYour services, your patch, your hours. Not a guess.
    • Finds out what the job actually isThe questions you would ask, in the order you would ask them.
    • Works out whether it is worth your timeYour rules, so the wrong jobs get a polite no rather than your Saturday.
    • Books itInto a real slot, of the right length, on a day you are near them.
    • Writes them into your recordsWith the source, the notes and the job type already filled in.
    02

    Somebody you already know

    The calls that eat an afternoon and are worth nothing new.

    • Moves an appointmentReschedules, cancels and puts the freed slot back.
    • Says where their job is up toIf your system knows, it can tell them.
    • Answers the same six questionsHours, parking, what to move, whether you take cards.
    • Puts the right ones throughTo the person or the department that should have it.
    03

    Nights, weekends and all at once

    The hours nobody is paid to sit through, and the ten minutes when everyone rings.

    • Picks up at any hourOr only outside yours, or only after five rings. Your choice, changeable.
    • Takes every call at the same timeIt does not have a queue, because it is not one person.
    • Knows a real emergency from a TuesdayYour definition of urgent, not a generic one.
    • Wakes someone when it shouldA text, a call, or a note for the morning, depending on what it is.
    04

    Calls you make

    It does not only pick up. It can ring out.

    • Rings a new lead back in a minuteWhile they are still on your website, not the next morning.
    • Chases the quote you sentThe follow-up nobody in the business enjoys doing.
    • Confirms tomorrow's appointmentsSo the day does not start with two empty slots.
    • Goes back to old customersThe annual service, the repeat job, the list nobody has time to work.

    A machine when that is fine. A person when it is not.

    The worst thing an automated phone system can do is refuse to let you out of it. Everyone has been trapped in one, and it is the reason people distrust the whole idea.

    So the escape hatch is the first thing we build, not the last. Ask for a person and you get one. Say something it does not understand twice and it stops trying. Sound upset and it stops trying sooner.

    If nobody is there to take the handover, it says so honestly, takes the message properly, and tells them when somebody will ring back. That is a worse outcome than reaching you. It is a much better one than a dead line.

    1. The call comes in

      It answers, in your business's name.

    2. It works out what they want

      From what they say, not from a menu of five options.

    3. It can deal with it

      Answered, booked, updated, confirmed. The call ends and the work has already started.

      It cannot, or they want a person

      It puts them through, rings whoever is on call, or takes a proper message and tells them when to expect you.

    It only knows what you tell it.

    That is the point, not a limitation. A voice agent that improvises about your prices is worse than no voice agent, so this one works from a set of things you have approved, and says it does not know when it does not.

    • ServicesWhat you do, what you do not, and the jobs you would rather not take
    • PatchWhere you go, how far, and what changes past that
    • HoursWorking hours, out of hours, bank holidays, the week you are away
    • Diary rulesJob lengths, travel time, who does what, how far ahead to book
    • MoneyCall out charges, the ranges you are happy to quote, what waits for a survey
    • QuestionsWhat it must find out before a job goes in the diary
    • AnswersThe things people always ask, in your words
    • HandoverWho to ring, and what counts as urgent enough to ring them

    So when somebody asks:

    Do you come out to Ashgrove, and what would you charge to look at it?

    It answers from Patch and Money:

    Ashgrove is about forty minutes, so there is a call out charge on that side. For a leak I would expect the visit and a written quote, and Dave will confirm the price before he starts anything.

    Ask it something outside those blocks and it will tell you it does not know, take your number, and put it in front of a person. It is built to hand over rather than to invent.

    It has to reach your diary, or it is just a nice voice.

    Answering the phone is the easy half. The value is in what it can touch afterwards, so we wire it into whatever you already run on.

    In

    Your phone number

    Kept as it is, forwarded to us. Nothing on your cards or your van has to change.

    Through

    The agent, with your rules

    Out to
    • Your calendar
    • Your customer records
    • Text messages
    • Email
    • Your booking system
    • Whatever runs after that

    We connect to most of what a business already runs on, from the calendar and customer records everybody uses down to the scheduling tool nobody outside your trade has heard of. Tell us what you run on the call and we will tell you straight whether it plugs in, needs a workaround, or does not fit. We would rather say so at the start than find out in week three.

    Will my customers know?

    Some will, some will not, and we are not going to tell you otherwise. It talks at a normal speed, lets you interrupt it, follows what you said thirty seconds ago, and does not make you say representative four times.

    What it will not do is claim to be a person. Ask it directly and it tells you. We are not trying to catch anybody out, and a business that gets caught doing that has spent its reputation to save a receptionist's wage.

    The bar we are aiming at is not being mistaken for a human. It is being more use than a voicemail, faster than a callback, and pleasant enough that nobody minds having used it.

    • It says it is an assistant if it is asked
    • You can talk over it and it stops
    • It keeps up with someone changing their mind
    • It hands over the moment a person is asked for
    • It will say it does not know
    • Recording and consent are set up to suit where you trade

    Where it earns its keep.

    Anywhere the phone is how the work arrives, and the person best placed to answer it is the person least able to.

    • Trades and home servicesRoofing, plumbing, heating, electrical, cleaning, grounds work. The phone rings while you are holding something with both hands.
    • Appointment businessesDental, clinics, salons, veterinary. The desk is with a patient and the phone is not.
    • Professional servicesLegal, property, insurance, accountancy. First contact, details taken properly, consultation booked. The advice stays with the person qualified to give it.
    • Motor tradeServicing, repairs, bodywork, hire. Bookings, courtesy cars, and telling people their car is ready.

    How we get from your phone to this.

    The first step is free, takes twenty minutes, and is mostly us listening.

    1. 01

      We listen to what your phone actually does.

      What people ring about, what you wish they would stop ringing about, and what should happen after each kind of call. Your call log tells us most of it.

    2. 02

      We write down what it is allowed to say.

      Services, patch, hours, prices, the questions it must ask and the answers it may give. You read it and correct it before it speaks to anybody.

    3. 03

      We build it and wire it in.

      The voice, the questions, the routing, and the connections to your diary, your records and your texts.

    4. 04

      You ring it and try to break it.

      Then we do the same with the awkward ones: the mumbler, the angry one, the one who wants a person immediately, the one asking something we never thought of.

    5. 05

      It goes live, quietly.

      Usually out of hours first, or only on the calls you miss. You keep answering your own phone for as long as you want to.

    6. 06

      We read the calls and improve it.

      Every month. The ones it handled badly are the useful ones, and they are the ones we go through with you.

    What people ask before they say yes.

    Does it sound like a robot?

    Not like the ones you are picturing. It talks at a normal speed, you can cut across it, and it follows a conversation rather than reading from a tree. Whether it passes for a person depends on the caller and the day, and we will not claim otherwise. Ring the demo number we set up for you and judge it yourself before it ever touches a real customer.

    Can it put someone through to a real person?

    Yes, and that is the first thing we set up. It transfers on request, transfers when it is out of its depth, and rings whoever is on call if the situation warrants it. If nobody picks up, it takes a proper message and tells the caller when to expect a call back rather than leaving them guessing.

    Can it actually book appointments?

    Into your real calendar, in a real slot, with the length that kind of job needs and the travel time around it. It knows who is qualified to do what and where they already are that day. The customer gets a text straight away and a reminder the night before.

    Can I keep my phone number?

    Yes. Your number stays yours and stays where it is. It is forwarded to us under whatever rule you set: always, only when you do not pick up after five rings, only outside your hours, or only when the line is busy. Nothing on your van or your cards has to change, and you can turn the forwarding off yourself.

    What if two people ring at once?

    Both get answered. It is not one receptionist with one pair of ears, so there is no queue and no hold music. That tends to matter most in the ten minutes after a storm, an advert or a bad frost, which is exactly when a normal phone system falls over.

    Does it work with my CRM and diary?

    Usually. The calendar and customer record tools most businesses use will connect, and so will plenty of the trade specific ones through their own connections. Tell us what you run on the first call and we will tell you honestly whether it plugs straight in, needs a workaround, or does not fit. That answer is free and it takes about a minute.

    Can it ring people, not just answer?

    Yes. Calling a new lead back within a minute, chasing a quote you sent last week, confirming tomorrow's appointments, going back to customers you have not seen in two years. Outbound has more rules around it than inbound depending on where you trade, so we set it up to fit and we will tell you where the limits are.

    Can it text people after the call?

    Yes, and it usually should. A confirmation while they are still holding the phone, a reminder the night before, your address and a map, a link to reschedule. It can text back the calls that ring out, too, which is often the cheapest thing on this whole page.

    What if it does not know?

    It says so. It works from what you have approved, and anything outside that becomes a question for a person rather than a guess. You get the question in writing, which is useful in itself: the same one turning up three times is usually something that should have been on the website.

    Can it handle more than one language?

    It can hold a conversation in several, and switch when the caller does. Whether that is worth setting up depends on who actually rings you, so it is a question we ask rather than a box we tick.

    How long until it is answering calls?

    Usually a couple of weeks from the first call. Most of that is not building it, it is agreeing what it may say and testing the awkward calls properly. Rushing that part is how you end up with an assistant that quotes a price you would never have given.

    What does it cost?

    It depends on how many calls you take, how much it needs to do on each one and what it has to connect to. You will hear both numbers out loud on the first call, the setup and the monthly, rather than waiting three days for a proposal. Nothing appears afterwards.

    Am I supposed to get rid of my receptionist?

    No, and we would push back on that. The businesses this works best in already have someone good on the phone who is drowning: the nights and weekends, the ten minutes when four people ring, the fifteenth call this week asking what time you open. Give it those, and the person you employ gets to spend their day on the callers who actually need them.

    Somebody is going to ring you tomorrow. Make sure it gets answered.

    Bring your call log to the twenty minute call and we will go through what is actually coming in. No charge, no slide deck, and you will hear both numbers before you hang up.

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    What usually comes next.