AI receptionist for service businesses
Calls you can’t take, answered and booked.
An AI receptionist for service businesses that answers missed and after-hours calls, handles common questions, books appointments into your calendar, and sends you the details. Set up and managed by Daniel Parsons.
Keep your existing number · Callers are told they’re speaking with an AI receptionist
Example summary · fictional caller and business
Sam Rivera: estimate to replace a backyard fence
- Received
- Tuesday, 6:42 pm · after hours
- Caller
- Sam Rivera
- Callback number
- (555) 010-0147
- Reason for call
- Estimate to replace a backyard fence
- Details
- About 120 ft of wood privacy fence. The old fence is leaning after a storm.
- Questions answered
- Confirmed their area is in the service area. Gave business hours.
- Appointment
- On-site estimate, Thursday at 2:00 pm
Booked on your calendar
Who it’s for
For owners who can’t always pick up.
- You run a small service business, like tree work, fencing, HVAC, or a similar trade.
- You’re often on a job, driving, or with a customer when the phone rings.
- Calls after hours go to voicemail, and not everyone leaves a message.
- You want the details in writing so you can call people back.
The caller’s side
What a caller hears.
The receptionist says it’s an AI, answers what you’ve approved, takes the details your team needs, and books the visit into an open time on your calendar.
Call the demo line and talk to the receptionist yourself. It answers for a fictional heating and air company, and picks up every call so you can try it any time. Please don’t share real personal details.
Try the receptionist: (334) 539-0157- AI receptionist
Thanks for calling Example Fence Co. I’m the company’s AI receptionist. The team can’t get to the phone right now, but I can answer questions, take your details, or book a visit. How can I help?
- Caller
Hi, I need a quote to replace my backyard fence. Do you come out to Riverside?
- AI receptionist
Yes, Riverside is in our service area. Can I get your name and the best number to reach you?
- Caller
Sam Rivera. 555-010-0147.
- AI receptionist
Thanks, Sam. Roughly how much fence, and what kind?
- Caller
About 120 feet of wood privacy fence. It’s leaning after the storm.
- AI receptionist
Got it. I can book an estimate visit. I have Thursday at 2 pm or Friday at 10 am. Which works better?
- Caller
Thursday at 2.
- AI receptionist
You’re booked for an on-site estimate on Thursday at 2 pm. The team will see it on their calendar with your details. Anything else I can help with?
- Caller
No, that’s it.
- AI receptionist
Thanks for calling, Sam. Talk soon.
What you receive
The details, in writing, ready for a callback.
After each answered call, a summary goes to the email address you choose. You decide who to call back and when.
Who called
Name and callback number, plus when they called.
What they need
The job or question in plain language, with the details they gave.
What they were told
Which of your approved answers the receptionist gave.
Appointments
Anything it booked, with the time and job details, plus any requests to move an appointment.
What’s included
One service, set up and looked after.
- Answering for one location (multi-location plans are quoted)
- AI answering for the missed-call or after-hours routing we agree on
- Answers to your approved questions about services, hours, and service area
- Caller name, callback number, and what they need
- Appointments booked into open times on your calendar
- Requests to move or cancel an appointment, passed to your team
- A clear call summary by email
- Initial configuration, calendar connection, testing, and help setting up call forwarding
- Ongoing maintenance, plus minor updates to business details and answers
Booked on your terms
The receptionist books into open times on your calendar, following the hours, job types, and gaps you set. It works with calendars it can connect to, such as Google Calendar, Outlook, or GoHighLevel.
Requests to move or cancel an existing appointment go to your team. The appointment stays as it is until your staff confirms the change.
Scoped separately
- Connecting a CRM or dispatch software beyond your calendar
- Moving or cancelling appointments directly in your system
- Substantially expanded call workflows
Your number stays the same
Your customers call the number they already have.
Call forwarding on your phone line sends the calls we agree on to the receptionist: typically calls you don’t answer, calls outside business hours, or both.
Carriers and phone systems handle forwarding differently, and not every line supports every option. Before launch I check your existing setup, confirm which routing will work, and help you or your provider switch it on. Then we test it together.
Nothing needs to be installed on your website.
How it works
I do the setup. You check the answers.
- 01
Review your business and phone setup
We talk through your services, hours, service area, and the calls you miss. I look at how your phone is set up and confirm which forwarding option suits it.
- 02
Configure answers, intake, and booking
I set up the receptionist with the answers you approve and the details it should collect, connect your calendar with the times and job types it can book, and agree where summaries are emailed.
- 03
Test it together
We place test calls through the real routing, check the answers and the summaries, and adjust anything that isn’t right before launch.
- 04
Launch, review, and maintain
After launch I review how calls are going, keep the service running, and update business details and answers when they change.
This is a managed service, not software handed over at the end. I stay responsible for keeping it running, and you can send me changes to hours, services, or answers whenever they come up.
Do the math
What are unanswered calls worth to you?
Use your own numbers. The example figures are only a starting point.
Your estimate, per month
- Calls going unanswered
- 35
- Of those, likely customers
- 9
- Work those calls could represent
- $2,167
This is your own estimate, not a promise of results. The receptionist answers those calls and books the callers who want a visit; whether they become customers still depends on your business.
Pricing
A monthly plan sized to your business.
Proposed pricing. Every plan gets the full receptionist. The difference is how many calls and locations it covers.
Small business
$297/month
One location with a lighter call load, such as an owner-operator.
Standard
$497/month
One location with a busier phone and a team or crew to book for.
Multi-location
$1,000+/month
Several locations or high call volume. Quoted after I’ve looked at your calls.
Every plan includes the full receptionist, booking, call summaries, and ongoing maintenance. Which plan fits depends on your call volume. Included usage, any charges for additional usage, and setup terms are confirmed in writing before the service is switched on. Nothing is billed until you’ve agreed to them.
Connecting a CRM or dispatch system, and larger call workflows, are quoted separately once I’ve seen what’s involved.
Talk with DanielQuestions
Before you decide
Can I keep my existing number?
Yes. Customers keep calling the number they already use. Calls are sent to the receptionist through call forwarding on your phone line. Forwarding options vary between carriers and phone systems, so I check your current setup and confirm the right routing with you before launch.
Does this answer all calls or only calls I miss?
The base service covers calls you miss and calls after hours, using the routing we agree on during setup. During the hours you choose, your phone rings for you first. Answering every call isn’t part of the base service.
Will callers know it is AI?
Yes. The receptionist introduces itself as an AI assistant answering for your business. It’s there to answer approved questions and take details, not to pass as a person.
What happens when it can’t answer a question?
It doesn’t guess. It tells the caller that someone from your team will follow up, takes their name, number, and question, and includes it in your summary.
Can it book appointments?
Yes. It books into open times on your calendar, following the hours, job types, and gaps you set. It works with calendars it can connect to, such as Google Calendar, Outlook, or GoHighLevel. If your schedule lives in software it can’t connect to, I’ll tell you before setup, and it takes appointment requests instead.
Can it change existing appointments?
It can take a request to move or cancel an appointment and pass it to you. The existing appointment stays as it is until your staff confirms the change with the customer.
Can it handle emergencies?
It isn’t an emergency or dispatch service and doesn’t send anyone out. We agree what it tells callers in an urgent situation, such as calling 911 or an on-call number you provide.
Do I need to change my website?
No. The service works through your phone line, so nothing needs to be installed on your website.
What do I need to provide during setup?
Your services, hours, and service area; the questions callers usually ask and the answers you’re happy for it to give; the email address for call summaries; and access to your phone settings, or the person who manages them, so forwarding can be set up.
Can you connect it to my existing system?
Connecting your calendar is part of setup. Connecting a CRM or dispatch system is scoped separately once I’ve seen what your system allows. Every call also comes with a summary by email.
Talk with Daniel
Tell me a little about your business and what happens to the calls you can’t take. I’ll reply within one business day, and we can go through your phone setup on a short call.
- 01 · I reply by email within one business day.
- 02 · We talk through your calls and phone setup.
- 03 · You get the confirmed price and terms before anything is switched on.
Prefer email? daniel@thatsautomated.com