AI Front Desk

The Problem

Most service businesses miss more calls than they answer. The ones that come in after hours, during lunch, when the team is with another customer... those calls don't leave voicemails. They call the next company on the list.

Industry data puts the number somewhere around 60% of inbound calls going unanswered for small businesses. Each one of those is a potential customer who found you, picked up the phone, and got nothing. For home services companies, legal firms, medical offices, and real estate teams, a single missed call can represent thousands of dollars in lost revenue.

Hiring a receptionist solves part of it. But a full-time receptionist costs $35,000-$55,000 per year before benefits, doesn't work nights or weekends, and still only handles one call at a time.

What AI Front Desk Does

AI Front Desk is a fully configured AI phone system that answers every inbound call to your business, 24 hours a day, 7 days a week. It sounds natural. It understands context. It captures the caller's information, answers common questions, and routes urgent calls to the right person.

When a call comes in:

The AI answers within 2 rings using a voice trained on your business
It greets the caller by your business name and asks how it can help
It handles common questions (hours, services, pricing, location, availability)
It captures the caller's name, phone number, reason for calling, and urgency level
It logs everything to your CRM automatically
If the caller needs a human, it routes to the right team member or takes a message
After the call, it triggers follow-up workflows (text confirmation, email notification to your team, CRM pipeline update)

Your team gets notified in real time. The caller gets a professional experience. Nothing gets lost.

How It Works

The system runs on four layers:

☎

Voice Layer

Retell AI handles the actual phone conversation. Natural-sounding voice, real-time responses, handles interruptions and multi-turn conversations. Not a phone tree. Not "press 1 for sales." An actual conversational AI.

⚙

Conversation Design

Voiceflow manages the conversation logic. What questions to ask, how to handle different scenarios, what to say when someone asks something unexpected, when to escalate to a human. This is custom-built around your specific business.

✉

Communication Layer

Twilio handles the phone infrastructure. Dedicated business phone number (or port your existing number), call routing, SMS confirmation messages to callers, voicemail fallback if needed.

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Automation Layer

n8n connects everything to your existing tools. CRM updates, email notifications, SMS follow-ups, calendar bookings, Slack alerts... whatever your workflow needs. This is the piece that makes it operational instead of just a gimmick.

Packages

Core AI Receptionist

$5,000 setup + $800/mo

AI voice agent configured for your business (hours, services, FAQs, tone)
Dedicated business phone number via Twilio
Inbound call handling 24/7
Caller information capture (name, phone, reason, urgency)
CRM integration (new contact created, tagged, logged)
Real-time email or SMS notification to your team when a call comes in
Post-call SMS confirmation to the caller
Up to 15 FAQ responses programmed
Call recording and transcription logging
Loom walkthrough of the entire system
Written documentation
7-day support window after launch

Best for: Businesses that miss calls after hours and want every lead captured and logged without hiring staff.

Infrastructure cost (client pays): ~$100-200/mo for Retell AI + Twilio based on call volume.

Full AI Front Desk

$8,000 setup + $1,200/mo

Everything in Core AI Receptionist, plus:
Up to 30 FAQ responses programmed
Call routing logic (urgent calls to owner, routine calls to voicemail with transcript)
Appointment booking integration (Calendly, GHL, Acuity, or custom)
Automated follow-up sequence triggered after each call (SMS + email, 3-touch)
After-hours vs business-hours call handling (different scripts, different routing)
Weekly call summary report (total calls, leads captured, common questions)
Dashboard in Google Sheets or Airtable for call tracking and lead status
14-day support window after launch
2 rounds of script revisions based on real call data after launch

Best for: Businesses that want the AI handling the full front desk experience including booking, follow-up, and reporting.

Infrastructure cost (client pays): ~$150-300/mo for Retell AI + Twilio based on call volume.

AI Front Desk + Outbound

$8,000 setup + $1,500-2,000/mo managed

Everything in Full AI Front Desk, plus:
Outbound call automation (appointment reminders, no-show follow-ups, review requests)
Multi-location support (different scripts and routing per location)
CRM pipeline automation (lead scoring, stage progression based on call outcomes)
Monthly optimization (script updates based on call data, new FAQ additions, conversion tracking)
Priority support

Best for: Multi-location businesses or high-volume operations that want a fully managed AI phone system with ongoing optimization.

Infrastructure cost (client pays): ~$200-400/mo for Retell AI + Twilio based on call volume.

What's Not Included

Outbound cold calling or sales dialing (this is inbound capture and follow-up, not a sales floor)
Custom mobile app development
Hardware (desk phones, headsets, etc.)
The monthly software subscriptions (Retell AI, Twilio, CRM). I build the system, you own the tools.

Timeline

Core AI Receptionist: 7-10 business days from kickoff to live
Full AI Front Desk: 10-14 business days from kickoff to live
AI Front Desk + Outbound: 14-21 business days from kickoff to live

Kickoff starts after the first milestone payment and receipt of all access credentials.

Payment

50% to start, 50% on delivery and handoff. Monthly fees begin after the system is live and confirmed working.

Industries This Works Best For

Home Services

Plumbing, HVAC, roofing, cleaning, landscaping. High call volume, after-hours emergencies, missed calls cost $500-$2,000+ per lead.

Legal Firms

Personal injury, family law, criminal defense. 72% of clients hire the first lawyer who responds. Cases are worth $10,000-$50,000+. One captured call per week pays for the entire system.

Medical and Dental Practices

Patient calls after hours, appointment scheduling, insurance questions, HIPAA-compliant call handling.

Real Estate Teams

Buyer inquiries, showing requests, listing questions. Speed to response determines who gets the client.

Insurance Agencies

Quote requests, claims intake, policy questions. High call volume with repeatable Q&A patterns.

What Happens After Launch

Most clients see patterns in the first 2-4 weeks of call data. Common questions that aren't programmed yet, routing rules that need adjusting, follow-up sequences that could be tighter. Tier 2 includes 2 rounds of revisions. After that, ongoing optimization is available through a monthly retainer or project-based updates.

The natural next steps after AI Front Desk are usually:

Lead nurture sequences (automated email + SMS follow-up for captured leads)
CRM pipeline automation (stage progression, task assignment, reporting)
Review collection automation (post-service review requests)
Reporting dashboards (call volume, lead conversion, ROI tracking)

How to Get Started

We do a short discovery call (15-20 minutes) to understand your business, call volume, and what callers typically ask.
I recommend a tier based on what you need.
You send access to your CRM, phone system, and any tools the AI needs to connect to.
I build, test, and launch the system.
You start answering every call, 24/7, without hiring anyone.

Book a Call →

Book a Call

Pick a time that works for you. No prep needed.