AI receptionist that answers calls, books appointments and takes intake
The agent answers calls you can't take, asks your intake questions, books appointments, puts urgent callers through and texts back anyone who hangs up.
- Reach it by
- Phone
- Text
- Who can use it
- Anyone who calls your business
- Works in
- Your phone line, with call forwarding · Google Calendar or Outlook · Text messaging · HubSpot, or Salesforce on an edition with API access
The problem
You're with a customer, out in the field, or it's after hours. The phone rings, goes to voicemail, and most people hang up without leaving a message. They call the next business on the list.
The ones who do leave a message get a callback hours later, and half of those don't pick up. Every missed call is work you paid to advertise for and didn't get.
What your agent does
- A call you can't take
- Your agent answersYour business name, your intake questions
- Appointment booked
- Urgent callers put throughTo the person you choose
- Hang-ups texted back
- Caller saved with their answers
- Summary to you by textWho called, what they need, what happened
What you get
- Every call answered, day or night
- Every caller hears back, including the ones who hang up
- Appointments on your calendar with the intake already done
- Urgent calls reach a person right away
Who approves what
You write the intake questions, choose what counts as urgent and who gets those calls, and set which appointment slots it can book. Booking into those open slots runs on its own. Quotes, prices it doesn't know and anything unusual go to you as a message, not a promise.
Common questions
- Is it a real person?
- No. It's an AI agent, and it says so if a caller asks. When someone needs a person, it puts them through or takes a message and has someone call back.
- Do I have to change my phone number?
- No. You keep your number and forward calls to the agent when you don't pick up after a few rings, after hours, or all the time.
- What counts as urgent?
- Whatever you say. Common ones are an existing customer with a problem, a caller who says "emergency", or anyone asking for you by name. Those get put straight through.
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How do you automate client intake?
Put every inquiry (calls, forms, emails, referrals) into one queue, ask your intake questions the same way every time, check each one against your rules for fit, then create the client record once, send the engagement letter or contract for e-signature and book the first meeting. A person decides anything that needs judgment.
Read the postHow much does an AI receptionist cost?
AI receptionists are priced per minute, per call or as a flat monthly plan, plus setup. Compare what's included, like booking, CRM updates and monitoring, not just the headline price.
Read the postShould I use an answering service or an AI receptionist?
If you want callers booked straight into your calendar and software at any hour, an AI receptionist fits better. A live answering service mostly takes messages for you to call back. Either beats voicemail, because many callers who reach voicemail just call the next business.
Read the post
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