Case study · Field service & trades
Turning missed calls back into booked work
A crew-based service business went from voicemail and guesswork to every call answered, transcribed, logged and followed up — with bookings made while the caller was still on the line.
Service business with a mobile crew
The situation
What we were dealing with
Inbound calls peaked exactly when the crew was on site and unable to answer. Voicemail collected almost nothing, so demand was lost silently and nobody could quantify it.
Quotes went out and went quiet, because follow-up depended on someone remembering at the end of a long day.
- 24/7
- Answering during jobs, evenings and weekends
- Instant
- Text-back and office task on any unanswered call
- Logged
- Transcript, summary and outcome for every call
Approach
What we built, in order
- 01
Voice agent on the existing number
Calls forward to an agent trained on services, pricing rules, service area and hours; it qualifies, books and transfers emergencies.
- 02
Missed-call text-back
Any unanswered call anywhere in the phone system triggers an immediate SMS and an office task with caller details.
- 03
Written record of every call
Transcript, summary, category and outcome are written to the CRM within seconds of hang-up.
- 04
Quote follow-up sequences
Open quotes are chased automatically on a schedule until won, lost or postponed, with a reason recorded.
Outcome
Where it landed
- No inbound call ends at voicemail, including after hours
- Bookings created during the first call instead of a call-back later
- Quote follow-up happens on schedule regardless of workload
- Call volume, categories and booking rates finally measurable
Modules used
The systems behind this
AI phone reception
AI phone reception for small and mid-size businesses: 24/7 answering, appointment booking, call summaries, smart routing and automatic follow-up on every missed call.
From $59 / monthLaunch package
A fixed-price launch package for new and newly-serious businesses: business phone system, AI receptionist, CRM with automated follow-up, and a fast, search-ready website.
From $4,900 one-time + $349 / monthMore
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