AI Receptionist
Your phone gets answered. Every time. Even at nine on a Sunday evening.
We put an AI receptionist on your business line. It talks to callers in a natural human voice, answers their questions, works out whether they are a real job, books them into your calendar, and sends you a written summary of every conversation. Live on your existing number in about two weeks.
- Answers within two rings
- Keeps your existing number
- Books into Google Calendar, Outlook or your CRM
- Passes urgent calls straight to you
In plain English
What this actually is
Forget the phrase “AI” for a moment. In practical terms this is a receptionist that lives in software instead of at a desk in your office.
When somebody rings your business number, the call is picked up by a program instead of a person. The caller hears a natural, human-sounding voice — not a menu, not “press one for sales”. They just talk, the same way they would talk to your office manager.
The program understands what they said and answers using the information you gave us about your business: your services, your prices, the areas you cover, your lead times, your guarantees. Then it does something useful — books an appointment, takes the details for a quote, or puts the caller straight through to you.
And it writes everything down. Two minutes after the call ends you have the caller’s name, their number, what they wanted and what was agreed — in your inbox, on Telegram or WhatsApp, or written into your customer list (CRM). Nothing depends on somebody remembering to copy a note off a scrap of paper.
How it works
What happens between the phone ringing and the job being in your diary.
Six steps, about ninety seconds of real time, and none of them need anybody from your team.
1The call comes in
We keep your existing number — nothing on your marketing changes. You choose whether the AI answers everything, or only picks up when nobody in the office has answered within a set number of rings. Most clients start with the second option, so their team always gets first refusal.
2It answers and listens
It greets the caller with your company name and lets them explain what they need in their own words. There is no keypad menu and no hold music. If the caller starts speaking a different language, it switches to that language mid-sentence.
3It asks the questions your best office manager would ask
What is the address. What kind of property. Is this a new installation or a repair. Roughly what size of system. When are you free. How did you hear about us. You give us that list on the first call — it does not invent questions of its own.
4It checks your real calendar
Not a made-up availability list. It reads the live calendar you already use, so it only ever offers slots that genuinely exist — and it can account for travel time, which crew covers which area, and which days you do surveys rather than installs.
5It books and confirms
The appointment goes into your calendar with the customer’s details attached. The customer gets an SMS or WhatsApp confirmation within seconds, and a reminder the day before — which is where most of the no-show reduction comes from.
6You get the summary
Name, number, what they want, what was booked, and the full transcript or recording if you want it. Delivered wherever you actually look during the day: email, Telegram, WhatsApp, or straight into your CRM as a new lead.
What it covers
It is not only for the calls you are missing.
New enquiries
Qualifies the caller against your rules and books a survey or a quote call. The time-wasters get a polite answer; the real jobs land in your diary with the details already collected.
Existing customers
Reschedules appointments, confirms bookings, and answers the “what time are you coming?” calls that interrupt your day without adding a penny of revenue.
Out of hours
Takes the eight o’clock evening call that would have hit voicemail, books it for the morning, and has the customer confirmed before a competitor opens on Monday.
Overflow
When three calls arrive in the same minute, it takes all three at once. There is no queue, no hold music, and no caller deciding you are too busy to bother with them.
Outbound follow-up
It can also ring out: chase a quote nobody responded to, confirm tomorrow’s appointments, or call an old customer about a service that is due.
Handover to a human
Anything urgent, anything angry, and anything outside its rules goes straight to a person — with the context already gathered, so nobody has to start the conversation again.
Getting started
What we need from you, and how long it takes.
The total time you personally spend on this is about two hours, spread over two weeks.
- Day 1 — 45 minutes
One call with you
We record how you want calls handled: your services, your prices, the areas you cover, the questions you always ask, what counts as urgent, and who gets told what. This is the only long meeting in the whole process.
- Days 2–7
We build and train it
We write the conversation rules, connect your calendar and CRM, arrange the number routing with your phone provider, and give it your company’s tone of voice. You do nothing during this week.
- Days 8–10
You test it
You and your team ring it and deliberately try to break it. We adjust the wording and the rules until you are happy. Nothing goes live on your real number until you have signed it off.
- Days 10–14
Live, and watched closely
We switch it on, then read every single call for the first two weeks and keep tuning it. 30 days of support is included at no extra cost.
The numbers
How to work out whether this is worth it for you.
Do not use our figures — use yours. Count the calls you missed last week. Multiply by the share of enquiries you normally win. Multiply that by your average job value. That is what your unanswered phone costs you per month, and for most businesses it is several times what the system costs.
A part-time receptionist
Costs a salary, holiday, sick pay, training and cover — and gives you roughly 40 hours of coverage a week, in one language, when they are not on another call.
This
Costs a one-off build fee and a fixed monthly fee, and gives you 168 hours of coverage a week, in every language your customers speak, on unlimited simultaneous calls.
Payback
Most clients cover the whole build cost with two or three extra jobs they would otherwise never have known about.
FAQ
What owners ask us about the AI receptionist.
No. It uses the same class of voice technology you hear in modern audiobooks and satnavs — it breathes, it pauses, and it can be interrupted mid-sentence like a real person. Most callers do not notice until it tells them. Use the demo above and judge for yourself rather than taking our word for it.
Find out what this would look like in your business.
A free 30-minute call. Tell us where the time and the leads are going, and you will get a straight answer: what we would automate first, what it would cost, and whether it is worth doing at all.
Or explore the other two systems