AI Voice Receptionist
Solution showcase: a reference build that shows how we design and deliver this type of system. Every project is tailored to the client’s tools, data and processes.
A natural-sounding AI receptionist that answers every call, day or night. It answers common questions, books appointments straight into the calendar and hands complex calls to a person with a full summary.
The challenge
Service businesses such as clinics, salons, real estate agencies and home services lose bookings when calls go unanswered after hours or during busy periods. Hiring round-the-clock reception staff is expensive, and voicemail rarely turns into revenue.
What the solution does
- Answers inbound calls 24/7 in a natural, on-brand voice
- Answers questions about services, pricing, location and opening hours from an approved knowledge base
- Checks live availability and books, moves or cancels appointments
- Sends SMS or WhatsApp confirmations and reminders
- Transfers urgent or complex calls to staff, with a written call summary
- Logs every call, transcript and outcome in the CRM
How it works
- The caller reaches your existing number, which forwards to the voice agent.
- Speech-to-text turns the caller’s words into text in real time.
- A language model, guided by your business rules, decides what to say and which tool to use.
- Tools connect to the calendar, CRM and messaging so the agent can take real actions.
- Text-to-speech replies in a natural voice, and the full transcript is saved for review.
Tech stack
- Voice AI platform (Vapi or Retell)
- Twilio telephony
- OpenAI / Claude
- Google Calendar or Calendly
- n8n
- HubSpot or GoHighLevel
Who it is for
Clinics, salons, real estate brokers, law firms, home service companies and any business that relies on phone bookings.
Related services
AI Voice Agents · AI Agent Development · n8n Automation
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