AI Phone Receptionist
An intelligent phone assistant that answers incoming calls, captures caller information, and schedules appointments when you are busy or out of the office.
The Business Problem
Small business owners miss incoming calls every day while working on jobs, driving between locations, or meeting with customers. When callers reach voicemail, many hang up and immediately phone another provider. Missing calls directly results in uncaptured leads and lost job opportunities.
How It Works
- 1A customer dials your dedicated business phone line during or after operating hours.
- 2The AI receptionist answers promptly using a professional, conversational tone tailored to your business.
- 3The assistant gathers the caller's name, phone number, location, and the specific service they need.
- 4It answers common questions regarding service areas, hours, and standard procedures using approved guidelines.
- 5If the caller wishes to schedule, the assistant checks connected calendar availability and reserves a time slot.
- 6Call recordings, text transcripts, and customer details are automatically logged into your Billy SmartOS dashboard.
What the Customer Receives
- Custom call greeting and conversational flow tailored to your services
- Knowledge base configured with your approved answers and policies
- Integration with your Billy SmartOS booking calendar
- Automated lead creation and notification alerts sent to your phone or inbox
- Configurable business hours, after-hours handling, and weekend routing rules
Setup Requirements
- Dedicated phone line configuration through Billy SmartOS
- Business information worksheet (services, hours, service radius, common questions)
- Connected booking calendar with your approved appointment availability
- Testing and review of conversational responses prior to public activation
Monthly Service Scope
System operates continuously once configured. Monthly maintenance includes review of call logs, adjustments to scripts or hours upon request, and connectivity monitoring. Ongoing AI call minutes are tracked per usage.
Service Pricing & Terms
Every AI Phone Receptionist implementation is quoted based on expected call volume, conversational complexity, and setup requirements. A detailed quote is provided for your review prior to activation.
Frequently Asked Questions
How does the assistant know what to tell callers?
We configure the assistant with your exact business details, services offered, pricing policies, service area, and frequently asked questions before activation.
Can the AI receptionist book appointments directly on my calendar?
Yes. When connected to your Billy SmartOS booking calendar, the assistant presents available openings and schedules appointments in real time.
What happens if a caller asks a question the assistant cannot answer?
The assistant politely notes the caller's inquiry, captures their contact details, and notifies you immediately so you can follow up personally.
Can I use my existing business phone number?
You can keep your existing phone number and set up call forwarding to the Billy SmartOS line when your line is busy or unanswered.