AI employee · The Receptionist
Answer More Calls and Book More Qualified Jobs
When your techs are on a roof and the office line is busy, the Receptionist answers. It's an AI receptionist for contractors that asks your intake questions, books within your rules and hands the caller to a person whenever it should. It's built around your service area, your job types and the software you already use.
Built by a roofing company owner in the Phoenix Metro.
- Tells callers it's an AI, every time
- Transfers to a person on your rules
- Works with your phone system and CRM
- Built by a roofing company owner in the Phoenix Metro.
Your phone shouldn't control your day.
Most missed calls aren't anyone's fault. They arrive while the people who'd answer them are doing the work.
Calls land mid-job
Owners and techs can't answer from a crawlspace or a roof, so the call goes to voicemail.
After hours and overflow
Evenings, weekends and peak-season surges overwhelm whoever is on the line.
Voicemail with no owner
Messages pile up and nobody is clearly responsible for calling back.
The same questions, every call
Name, address, problem, urgency, service area, availability: staff ask it all by hand.
Wrong job, wrong slot
A rushed booking puts a big job in a short window or sends the wrong tech.
Your best people stuck on the phone
Your office manager spends the day on intake instead of the work only they can do.
Meet The Receptionist
- AI
What it does
Answers every call, day or night, in a natural voice. Books the appointment straight into your calendar, captures the details your crew actually needs, and texts you the summary. A caller with an emergency gets escalated to a human — fast. Missed-call text-back is built in, so even a hang-up turns into a conversation.
- Human
Never does without approval
Quotes a final price, or promises a date the calendar can't keep.
How a call moves through the workflow
- Automation
Route the call
Your rules decide when the AI picks up: after hours, on overflow, or when nobody answers within a set number of rings.
- AI
Greet and disclose
It says it's an AI assistant for your company, works out what the caller needs and asks your approved intake questions.
- Automation
Apply your rules
Service area, job type, emergency status and existing-customer priority are checked against rules you approve.
- AI
Answer approved questions
Hours, service area and what to expect at the visit. No diagnosis, no prices, no coverage promises.
- Automation
Book or transfer
It books inside your approved availability, or transfers when a rule fires, confidence is low or the caller asks for a person.
- AI
Summarize the call
A short, readable summary of who called, what they need and what was promised.
- Automation
Log and alert
Permitted fields are written to your CRM, the right person is alerted, and a follow-up sequence starts if the caller wasn't booked.
- Human
Your team takes it from there
Dispatch confirms anything unusual, and every escalation lands with a named person.
An example flow. We design yours around your call types, booking rules and escalation path during onboarding.
What's included when you hire the Receptionist
- AI
Trade-specific call map
The intake questions, approved answers and call types for your trade, written with your team.
- Automation
Custom intake and booking rules
Territory, hours, job category, emergency status, duration and tech skills, so the right job lands in the right slot.
- Human
Transfer and escalation paths
Who gets which calls, when, and what happens if they don't pick up.
- AI
Call summaries
Every handled call ends with a summary your team can scan in seconds.
- Automation
CRM logging and alerts
Caller details and outcomes are written where your team already works, with an alert to the assigned person.
- Automation
Monitoring and tuning
We review calls, exceptions and transfers, then adjust the script and rules as you go.
What it will do, and what it won't
- AI
Will: gather approved intake details
Only the questions you sign off on.
- Automation
Will: book within approved availability
Never outside the windows and job types you set.
- Human
Will: escalate urgent or uncertain calls
Low confidence, an emergency rule or “can I talk to a person?” all go to a human: a live transfer during staffed hours, a callback task after hours.
- Human
Won't: diagnose the problem
No repair advice or safety calls over the phone.
- Human
Won't: invent a price or promise coverage
Pricing, warranties and insurance questions go to your team.
- Human
Won't: negotiate scope or commit outside your rules
Anything off-script becomes a task for a person.
Call recording and disclosure wording is reviewed for your situation before launch.
Keep the tools that work
We start with what you already pay for. The AI receptionist works with tools like these through native features, standard integrations or careful custom work, and we'll tell you plainly if something isn't supported.
- ServiceTitan
- Jobber
- Housecall Pro
- GoHighLevel
- Google Calendar
- Your existing business phone number
What we measure, before and after
- AI
Answer rate
Qualified calls answered ÷ qualified calls received.
- Automation
Median first-response time
Time from the call to a useful response, not just a pickup.
- AI
Qualified booking rate
Booked qualified calls ÷ qualified calls.
- Automation
Missed opportunities recovered
Calls that used to go unanswered and now become appointments.
- Human
Transfer success
Appropriate transfers completed ÷ transfers attempted.
- Automation
Exception rate
Calls that needed a correction ÷ calls handled. We report the misses too.
We start from a baseline of your own call data, so you can judge the result yourself.
Fair questions owners ask
It'll sound fake and customers will hang up.
It tells callers it's an AI assistant, keeps the conversation short and offers a person on request. We tune the voice and script with you before it takes a real call.
It won't understand our work.
It only asks the questions you approve and doesn't diagnose. Anything it isn't sure about goes to your team.
What if it makes a mistake?
Every employee is built with hard limits: things it can never do without a human's approval (final prices, discounts, big orders, payment disputes). It also starts in shadow mode, where you review its work before it ever talks to a customer live. And every action it takes is logged.
Will it replace my office staff?
No. It takes the overflow and the repetitive intake so your people can handle the calls that need them.
We already have ServiceTitan or Jobber.
Good. We audit what you have first and configure native features before adding anything new.
What happens to my data?
We'll walk you through which systems hold call data, who can access it and how long it's kept. Our data and AI policy explains the rules we work by.
AI receptionist FAQ
Will callers know they're talking to an AI?
Yes. It identifies itself at the start of every call. Being upfront builds more trust than pretending.
Can it transfer to a real person?
Yes. Transfers happen on your rules: emergencies, low confidence, specific call types, or simply when a caller asks. Asking for a person always works: during staffed hours the call is transferred, and after hours the assistant takes a message and creates a callback task.
What happens if nobody picks up the transfer?
The caller is told someone will call back, the details are logged and the assigned person gets an alert with the summary.
Do we need a new phone number?
Usually not. In most setups calls forward from your existing number on the rules you choose. We confirm what your phone provider supports during onboarding.
Can it handle after-hours emergency calls?
It can apply your emergency rules, such as transferring to the on-call tech or booking the first available slot. It never gives safety advice.
Does it speak Spanish?
Ask us. We'll confirm what's available for your call mix on your fit call.
How long does setup take?
Most first hires are live within a few weeks of the fit call, depending on how quickly we get through the onboarding calls together.
What does it cost?
The Receptionist is from $950/mo, a flat monthly rate. Plus a one-time setup fee per hire, quoted after your fit call. It depends on your business size and how many systems we're connecting. See pricing.
Is there a long-term contract?
No long contracts to get started. Your employees are maintained, monitored, and improved as part of the monthly rate — when the technology gets better, your employees get better.
Flat monthly rate. No hourly billing, no per-call surprises.
Plus a one-time setup fee per hire, quoted after your fit call. It depends on your business size and how many systems we're connecting.
The Receptionist
from $950/mo
Answers every call, day or night, and books the appointment.
Hire the Receptionist
Hire one, or hire the crew. Each additional employee adds to the same setup — your second and third hires cost less to get started than your first.
Where call handling matters most
HVAC
Seasonal spikes, after-hours no-cool and no-heat calls, and estimates that wait while the next truck rolls.
Plumbing
Urgent leaks and routine jobs share one line, so a missed call and a slow follow-up both lose work.
Roofing
Storm weeks fill the phones, and written estimates sit until someone has time to follow up.
Pairs well with
- AI & automation
Missed-Call Text-Back
Built into the Receptionist, so even a hang-up turns into a conversation. The Lead Follow-Up Employee keeps following up.
- Automation
Lead & Estimate Follow-Up
The Lead Follow-Up and Quote Follow-Up Employees answer new leads in under a minute and check in on open estimates on schedule.
- Automation
Workflow Automation
The Operations Coordinator and the Back-Office Employee order materials, schedule crews and send invoices when the job is done.
Which hat comes off first?
Book a 30-minute fit call. We'll map where your hours are going and tell you honestly which employee would pay for itself first.