AI receptionist

1. 1Your phone rings while you're on a job. Calls to your business line forward to Victoria, set up once with you on the setup call, and she answers with your business name.
2. 2She asks what the caller needs and answers from what you loaded at setup: your services, hours, service area, and the prices or ranges you choose to share.
3. 3A routine job goes into an open slot on your calendar, and the customer gets a text confirmation before you've put your tools down.
4. 4Anything on your urgent list rings straight through to the number you gave us for it.
5. 5Before the appointment, the customer gets a reminder text and can reply to confirm or move it.
6. 6When the call ends, you get a summary to read between jobs: who called, what they need and what was booked. Every call is also recorded, so you can listen back, and logged in the CRM we set up for you, so no customer gets lost or ignored.

Before Victoria takes a real call, we set her up with you, by phone, or in person if you're in the Santa Barbara area.

We load the services you offer and the ones you don't, the towns you cover, your hours, how you book, and the prices or ranges you choose to share.

Together we write your urgent-call rules and pick the number those calls ring: your cell or another number you give us.

When a call matches a rule, such as an active leak, no heat or a customer locked out, Victoria puts it through; other calls get booked or summarized.

Some questions get no answer from Victoria: a restaurant guest asking whether a dish is safe with an allergy, a patient describing symptoms, a tenant with a legal question.

She gives no advice and never decides on her own that a problem can wait.

Your rules decide what happens instead: she puts the call through to your urgent number, passes it to your team as a flagged callback request, or reads wording you wrote, such as “for a medical question, please call your doctor, or 911 in an emergency.”

Then you call in and talk to her yourself, and we adjust anything that doesn't sound like your business before she answers a customer.

Victoria also follows up the leads that never call: your website contact and quote forms, Facebook, Instagram and Google lead ads, comments on your posts and ads, Google Local Services, and Angi and Thumbtack lead alerts.

Each one gets a text, call or email right away, while the customer is still looking, and she books the job from there.

Angi, Thumbtack and Yelp send each request to several businesses at once, so speed decides who gets the job.

Companies that answered an online inquiry within an hour were nearly seven times as likely to reach the decision maker as those that waited even an hour longer (Harvard Business Review, 2011).

Victoria answers Angi and Thumbtack leads within seconds of the alert.

Yelp hides the customer's contact details, so for a Yelp request she lets you know the moment it lands, and you reply in Yelp first.

Google Calendar, Outlook, Calendly, Square, Jobber, Housecall Pro, Mindbody, Open Dental and Buildium can connect directly, so she books straight into yours; we confirm the connection on the setup call.

Systems that need the vendor's approval, like ServiceTitan, Dentrix, AppFolio or OpenTable, we check on that call too.

• Voicemail: costs nothing extra, and it works when the caller leaves a message and you call back before they hire someone else.
• An answering service with human operators: a person follows your script and takes a message, or books if your plan includes it. Pricing is usually by the minute or by the call.
• A self-serve AI answering app: usually a lower monthly bill than Victoria. You sign up, set it up and keep it current yourself.
• A receptionist on staff: great during their shift. Covering the phone every hour of the week takes 4.2 full-time people (168 hours divided into 40-hour weeks).
• Victoria: a price set by your calls (extra calls are billed per call), worked out in the free 2-minute assessment. She answers at any hour in English or Spanish, books the job and sends you the summary, and we do the setup with you.

Plumbers, HVAC and roofing contractors, appliance repair shops, auto shops, property managers, salons, restaurants and pool companies: owner-run businesses where a missed call is a missed job and the phone rings while both hands are busy.

We set businesses up in person in the Santa Barbara area, and by phone anywhere in the U.S.

For dental and medical offices: an answering service that takes patient details needs a business associate agreement (BAA) under HIPAA. We sign a BAA with your practice before Victoria answers patient calls, and your own counsel reviews what else you need; Nathaniel worked at IBM on HCUP, the federal Healthcare Cost and Utilization Project, where the work was HIPAA compliant.

By default, Victoria keeps clinical detail out of texts and summaries: a name, a callback number and a general reason like “tooth pain.”