Routine
Books your calendar and texts a confirmation.
How it works
How your AI receptionist handles every call and chat
It follows one simple path: answer, ask a few questions, then book the job or get a person. Here's each step, and the rules you control.
On the call, we'll tell you straight if this isn't a fit for your shop.
The full call path
Customer calls or chats
On your business number or website chat widget.
PhoneWebsite chatAI answers
Friendly voice or instant chat reply, any hour. Missed calls get a text-back: “Sorry we missed you—how can we help?”
AI gathers details
Emergency or routine? Name, address, and what's going on. It can also answer business and website questions from your approved info.
Right path for the job
Emergency
Transfers the call or alerts your on-call tech immediately.
You get the summary
Text or email with the details and full conversation.
Gas smell or emergency → a person, right away.
Your rules decide what counts as an emergency and who gets the handoff.
Step by step
1
It answers
Calls get a friendly, natural voice, and chats get an instant reply. The greeting says it's your shop's AI assistant and that the call may be recorded. If anyone asks for a person, it connects them or takes a message, whichever you choose.
2
It asks a few questions
First: is this an emergency or routine? Then the basics: name, phone, address, and what's going on. Along the way it can answer from your approved business info and website content.
3
Routine work gets booked
Tune-ups, quotes, and non-urgent repairs go on your calendar in the time windows you set, and the customer gets a confirmation text.
4
Emergencies get a person
No heat, no AC, a gas smell, a leak, or a caller who wants a person: the call is transferred to you or your on-call tech, or they get an alert right away. For a gas smell, it tells the caller to get outside first and call 911 or the gas company.
5
You get the details
Every call and chat ends with a text or email to you: who called, where they are, what they need, what was booked, and the full conversation.
Knowledge
What it knows
It's trained on your website and the business info you approve—not live browsing. Callers and chat visitors get straight answers from that material; when something isn't covered, it takes a message and texts you.
- Services, service area, hours, and how you schedule jobs
- Pricing ranges, trip charges, estimates, financing, warranties, and policies you choose to share
- What to expect on a visit, when you've documented it
- Chat answers grounded in the pages on your website (trained content, not live browsing)
When a call slips through
Missed calls get a text back
If a call gets missed (the caller hangs up early, or the line is busy), they get a text from your business number: 'Sorry we missed you. How can we help?' When they reply, your AI receptionist picks up the conversation and asks the same questions.
Texts only go to people who contacted you. They're registered under your business name, and replying STOP always works.
Text from Your Shop Heating & Air
Sorry we missed you. How can we help?
Sent right after the missed call
Your call
You choose when it answers
After hours
Your office answers during business hours. Nights and weekends go to your AI receptionist.
Overflow
Your line rings first. If nobody picks up, or you're already on a call, your AI receptionist answers.
Every call
It answers every call and hands off anything that needs a person.
What callers hear
Every greeting tells callers up front that it's an AI and that the call may be recorded. You approve the wording before it goes live. Here's the kind of greeting we start from:
Example greeting Thanks for calling Your Shop Heating & Air. I'm the shop's virtual assistant, an AI, and this call may be recorded and transcribed for quality and scheduling. If this is an emergency, like a gas smell, a water leak, or no heat, just say 'emergency.' How can I help you today?
Your shop's name, your emergency rules, your wording.
What we need from you
Your part takes about 30–60 minutes, by our estimate. We do the building.
- Your website and Google Business Profile
- Your service area, hours, and emergency rules
- Who gets handoffs, and how: a transfer, a text, or an email
- Access to your calendar, or we'll set one up for you
- Anything it should or shouldn't say about pricing
- A little time to test it with us before it goes live
After go-live, we stay on it
Every month we send you a short report and go over it together: what came in, what got booked, what got handed off, and anything it didn't handle well. Then we update its answers and rules.
If something changes in your business, like new hours, a new service, or a holiday schedule, tell us and we'll update it.
Want to hear how it would work for your shop?
On a 20-minute call, we'll walk through your rules and how your calls would be handled.