AI Call Manager
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 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.
01The 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.
02It 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.
03It 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.
04It 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.
05It 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.
06You 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.
Try it yourself
Do not take our word for it. Talk to it.
Press the button and have a real conversation with the same engine we deploy for clients. Ask it awkward questions. Interrupt it. Try to trip it up. It takes about ninety seconds and nothing is booked.
A typical booking, start to finish
Hi, I wanted to get a price for solar on my roof.
Of course. Are you looking at a house or a commercial building, and roughly where are you based?
It is my house, out near the ring road.
That is well inside our area. We would need a short survey first — I have Thursday at two, or Friday morning at ten. Which suits you better?
Thursday at two works.
Booked for Thursday at two. You will get a text confirmation in a moment with the surveyor’s name, and a reminder the day before. Anything else before I let you go?
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.
Straight answers
What it will not do.
Every supplier will tell you what their product does. These are the limits, up front, so there are no surprises after you have paid for it.
It will not pretend to be human
If a caller asks directly whether they are speaking to a person, it tells them the truth. That is the law in most places and it is better for you anyway — callers who find out later feel tricked.
It will not invent a price
It quotes only from the price list you give us. If a job falls outside that list, it books a call with you instead of guessing. You will never be held to a number the software made up.
It will not argue with an angry customer
Frustration is detected in the caller’s wording and tone, and the call is handed to a person or a callback is booked, with you alerted immediately.
It will not replace your team
It handles the first two minutes of a conversation. The survey, the technical judgement, the relationship and the sale are still yours — it just makes sure those conversations actually happen.
Two rings. Any hour. Every caller.
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.
- 01Day 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.
- 02Days 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.
- 03Days 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.
- 04Days 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.
Who this is for
Built for businesses where the phone is the till.
If a customer has to reach you before they can pay you, everything below applies to your business.
Solar installers
Quote requests going to voicemail while crews are on a roof
Every enquiry is answered, qualified and booked in for a survey the moment it arrives — including the ones that come at eight in the evening, right after somebody has opened their electricity bill.
Home services & trades
Leads going cold overnight
New enquiries are contacted in under two minutes, day or night, and jobs land in the right crew’s diary with travel time already accounted for.
Auto detailing & garages
Missed calls while your hands are inside a car
Calls are answered and turned into booked slots mid-service, and customers can book from your website without speaking to anybody at all.
Dental & medical clinics
No-shows quietly eating your schedule
Automatic confirmations and reminders cut no-shows, and a cancelled slot is offered to the waiting list before it goes to waste.
Beauty & wellness
Messages and calls piling up between clients
Bookings, rescheduling and follow-ups run themselves across phone, Instagram and WhatsApp while you are with a client.
Professional services
Senior people doing admin instead of billable work
Intake, document chasing, scheduling and invoicing are automated, so the expensive people in the room spend their day on work clients actually pay for.
FAQ
What owners ask us about the call manager.
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