Never miss a call
A receptionist that answers every call, books the job, and writes it all down
Most operations-heavy businesses lose more money to unanswered phones than to any marketing problem. We deploy a voice agent that answers on the first ring, knows your services, prices and hours, books into your calendar, and hands off to a human the moment a call deserves one.
Outcomes
What changes in the first month
- Every call answered in seconds — nights, weekends, holidays and lunch hours included
- Appointments and site visits booked straight into the calendar you already use
- Written summary, transcript and caller details in your CRM or spreadsheet within seconds of hang-up
- Automatic SMS and email follow-up on missed calls, so a busy signal never becomes a lost customer
The problem
Why this work stays manual
Voicemail is a leak, not a safety net
Callers looking for a quote rarely leave a message; they call the next company on the list. Any call that reaches voicemail should be treated as revenue walking out the door.
Your best people are your worst switchboard
Owners, dispatchers and technicians get pulled off billable work to answer questions that are the same fifteen questions every week.
Nothing gets written down
Call details live in someone's head or on a sticky note, so follow-ups get missed and there is no record of what was promised.
Capabilities
What the system does
Configured to your rules, your language and your escalation thresholds — not a generic template.
24/7 answering in your voice
The agent is trained on your services, service area, pricing rules, hours and FAQs, and speaks in the tone your customers expect. Multiple languages are available on the same number.
Appointment and site-visit booking
Live calendar availability, buffer rules, travel time and confirmation messages — the caller gets a slot before they hang up.
Qualification and lead scoring
The agent asks the questions your estimator would ask, captures job details, and marks urgent or high-value calls so a human can call back first.
Smart routing and live transfer
Emergencies, existing customers and high-value accounts get transferred to the right person or on-call rotation; everything else is handled end to end.
Missed-call and after-hours recovery
Any call that goes unanswered anywhere in your phone system triggers an instant text-back, an email to the office and a task with the caller's details.
Call intelligence dashboard
Transcripts, recordings, categories, outcomes, booked-job counts and recurring questions — searchable, exportable and summarised for you every morning.
Deployment
How it goes live
- 01
We map how calls should be handled
One working session covers services, pricing guardrails, service area, escalation rules, calendars and what should never be promised on a call.
- 02
We build and voice the agent
We load your knowledge, choose a natural voice, and script the flows for new leads, existing customers, suppliers, spam and emergencies.
- 03
We test against real calls
We run scenario calls with your team, tune the language, and confirm every booking, transfer, note and follow-up lands where it should.
- 04
You forward your number and go live
Keep your existing number and phone system. We can answer everything, only overflow, or only after hours — your choice, changeable any time.
Works with
The software behind it
Built and operated by us, not licensed from someone else
This service runs on software we wrote and keep running. You can see it, and in one case buy it on its own.
Agent Portal
The Agent Portal is the software behind Webkms AI phone reception: a per-client portal with every call's recording, transcript, outcome and cost, plus per-agent billing — passwordless sign-in, no shared logins.
agent-portal.webkms.com
Shopify connector
The Shopify Agent Connector is our middleware between AI agents and Shopify stores: agents look up order status and product details during a conversation, and create or update customer records without ever creating a duplicate.
In production on client storesIn practice
Where this has been deployed
Five brands, one automated back office
A group running five consumer and industrial brands replaced spreadsheet reporting, manual support drafting and lost voicemails with a single automation layer across every storefront.
Read the detail
Every document filed, every renewal caught
Tax letters, utilities, insurance renewals and vendor invoices routed automatically to the right property, with deadlines extracted and reminders sent before anything is due.
Read the detail
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.
Read the detailQuestions we get asked
Will callers know they are talking to AI?
It is a natural-sounding voice agent, and we recommend a short, honest introduction. In practice callers care that someone answered immediately, understood the request and booked them in.
Do we have to change our phone system?
No. You keep your number and your carrier. We take calls by forwarding — all calls, after-hours only, or only what your team does not pick up.
What happens on a call the agent cannot handle?
It transfers to your on-call person or takes a detailed message and immediately notifies your team by SMS and email with a summary and the caller's number.
How fast can it be live?
A single-location business can be answering calls the same week. Multi-location routing, complex pricing rules and CRM write-back usually take one to two weeks.
Ready to scope ai phone reception?
Bring one workflow that eats your week — calls you miss, documents you retype, reports you rebuild. We will map it, tell you what it costs to automate, and what we would do first.