Step 1: Discovery + Leak Audit (15–30 minutes) Before we build anything, we identify where you’re losing money.
We review:
Your current call flow (missed calls, hold times, voicemail issues)
Your booking process (how appointments are actually scheduled)
Your follow-up (speed, consistency, message quality)
Your reviews + reputation (how often you ask, when you ask, what happens with unhappy customers)
You leave with:
A clear “leak map” (what’s breaking + what to fix first)
A recommended build plan (Voice AI + Follow-Up + Reviews)
Step 2: System Blueprint (We map your exact workflows) This is where we turn your business into a repeatable set of automations.
We document:
Your services + pricing ranges (what the agent can quote vs. what needs a human)
Your FAQs + objections
Your intake questions (what you must collect before booking)
Your scheduling rules (hours, buffers, lead routing)
Your escalation rules (when to transfer to a person)
Outcome: a clean blueprint that makes your AI sound human and act like a trained team member.
Step 3: Build Your Voice AI Agent (Answer, qualify, book)
Now we build the agent that stops missed calls from becoming missed money.
Your Voice AI can:
Answer inbound calls instantly (24/7 if you want)
Handle FAQs like a receptionist
Qualify the caller (budget, urgency, location, service type)
Book appointments directly on your calendar
Route calls (sales, support, emergencies)
Capture everything in your CRM with notes + transcripts
Important: it’s not “generic AI.” It’s scripted to your business, your rules, and your voice.
Step 4: Build Follow-Up Automations (Speed + consistency wins)
Most businesses lose deals because follow-up is slow, inconsistent, or awkward.
So we build multi-channel follow-up that feels natural and gets replies.
We deploy:
SMS follow-up (instant + timed sequences)
Email follow-up (nurture + reminders + reactivation)
Missed-call text back
No-show + reschedule flows
Lead reactivation for old leads that never booked
Result: leads don’t slip through the cracks—even when your team is busy.
Step 5: Reputation Management System (Get more reviews without being “pushy”)
Reviews are a growth engine… if you ask the right way, at the right time.
We install a system that:
Automatically requests reviews after a successful job/visit
Sends a direct link to your Google review page
Follows up once (politely) if they don’t respond
Diverts unhappy customers to private feedback (so issues get handled before they go public)
Alerts you when there’s a problem so you can recover the customer fast
Result: more 5-star reviews, fewer public complaints, stronger trust online.
Step 6: Testing + QA (We try to break it before customers do)
Before launch, we run real-world tests:
Different caller personalities (angry, confused, rushed, price shopping)
Edge cases (after-hours, wrong service, spam calls)
Booking accuracy (calendar conflicts, buffers, confirmations)
Escalation checks (when to transfer to staff)
We don’t launch until it’s clean.
Step 7: Launch + Optimization (Weekly improvements)
Your first version gets you live fast. Then we improve based on real data.
We optimize:
Conversion rate (calls → bookings)
Drop-off points (where callers hesitate)
Question flow (shorter = better)
Objection handling (price, timing, trust)
Review request timing + wording
This is how the system keeps getting smarter without adding work to your team.
What We Need From You (Simple)
To build your system fast, we’ll request:
Business hours + service areas
Booking calendar access (or booking rules)
Your top FAQs + common objections
Your Google review link
A point of contact for escalations
That’s it. We handle the heavy lifting.