AI Reception & Lead Handling
Every enquiry. Taken care of.
Voice and WhatsApp agents that pick up enquiries in seconds, ask the qualifying questions your team would, book appointments into the calendar and hand off to a person when it matters.
On this page
Who it helps
- Service businesses that take bookings or quotes by phone and WhatsApp: clinics, estate agents, trades, salons, legal and financial practices.
- Operations teams with a shared inbox or reception line that is busiest exactly when staff are with customers.
- Sales teams running ad campaigns that generate more conversations than they can answer within minutes.
Problems it addresses
Enquiries arrive by phone and WhatsApp all day, and most teams can only answer between other jobs. Slow replies lose prospects; missed calls lose bookings.
- Enquiries answered hours later, or not at all, because everyone was busy.
- Calls going to voicemail at peak times, with no callback record.
- Qualifying questions asked inconsistently, so the CRM has half the information.
- Appointment bookings that need three messages back and forth to confirm.
- No clear rule for when an automated reply should stop and a person should step in.
What the engagement includes
A voice agent on your phone number and a WhatsApp agent on your business number, sharing one set of rules, one calendar and one CRM. Both know when to stop and pass to a human.
- Discovery of your enquiry types, qualifying criteria and booking rules.
- Conversation design for voice and WhatsApp, including tone, languages and fallbacks.
- Integration with your calendar, CRM and telephony or WhatsApp Business account.
- Human handoff paths: live transfer, callback request, or a summarised ticket for your team.
- Test conversations against real scenarios before launch, then a monitored launch period.
- Handover: documentation, admin access to every account, and a change process.
A concrete example
Faster first responses, fewer missed enquiries, cleaner CRM records, and staff time back for the conversations that need a person.
Illustrative scenario: property viewing enquiry on WhatsApp
IllustrativeSample conversation written to show the intended flow. Not a transcript from a live deployment.
Supported integrations
Anything with an API is a candidate. These are the ones we work with most; if your tool is not listed, ask, and we will confirm before you commit.
- WhatsApp Business Platform (Meta Cloud API)
- Twilio, Vonage and SIP telephony
- Google Calendar, Microsoft 365 and Calendly
- HubSpot, Pipedrive, Zoho and custom CRMs
- Practice and booking systems via API
- Slack, Microsoft Teams and email for handoffs
Delivery expectations and cost drivers
A first working agent on a test number is usually demonstrable within the first fortnight of a build. Go-live depends mostly on integration access and how many enquiry types you want covered at launch.
What drives the price
- Number of enquiry types and booking rules to cover.
- Whether the CRM and calendar have usable APIs, or need workarounds.
- Voice, WhatsApp, or both, and how many languages.
- Compliance needs, such as recording consent or identity checks.
Ongoing costs after launch
Ongoing costs are mostly third-party usage: telephony minutes, WhatsApp conversation fees charged by Meta, and language-model usage. We set these accounts up in your name and estimate monthly usage in the proposal.
Ongoing support
After launch we monitor conversations for an agreed period, tune the rules with you, and document everything. Ongoing support is optional and priced separately.
Questions about AI Reception
What happens when the agent cannot help?
It says so and hands off. Depending on the channel that means transferring the call, taking a callback request, or sending your team a summary with the full conversation so nobody repeats themselves.
Will callers know they are speaking to an AI?
Yes. The agent introduces itself as an automated assistant. Being upfront keeps trust and, in some jurisdictions, is a legal requirement.
Do we need an official WhatsApp Business account?
Yes. We build on the WhatsApp Business Platform, which requires a verified business and a dedicated number. We guide you through the application; the account is yours.
Can it use our existing phone number?
Usually. Existing numbers can be forwarded or ported to a telephony provider that supports voice agents. We confirm the options during discovery.
Related
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Custom AI Product Development
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Voice Agents
Phone agents that answer on the first ring, handle bookings and common questions, and transfer to your team with context when a call needs a person.
Next step
Talk to us about AI Reception.
Tell us what you are dealing with. We reply by email to arrange a short call, then send a written scope and price before any work starts.