AI Voice Agents. Answer the Calls You Miss, Book the Jobs You Lose
You lose bookings every time the phone rings and nobody can pick up. A voice agent built on Vapi, ElevenLabs or Retell answers instead, books the appointment straight into your calendar, handles rescheduling, takes the enquiry and hands anything else to a person. Every build is bespoke to how your business takes calls; there is no shrink-wrapped agent to buy.
- Callers stop hanging up on voicemail, because something always answers
- Bookings stop living on sticky notes: they land in Google Calendar as the call ends
- Every caller is in your CRM without anyone typing them in
- The calls that need a person reach one, with the context attached
Platforms we work in
How we approach it
The Job Goes to Whoever Answers First
A caller who reaches voicemail is already dialling the next result on Google. The agent answers on the first ring, whether your team is on a job, with a patient or gone for the day, and books the slot while the caller still wants you. That is the call that used to be a missed job.
- Answers at seven in the morning, at lunch and on a Sunday
- Books real slots from your Google Calendar while the caller is on the line
- Takes the enquiry properly when it is not a booking
- Never leaves a caller with "someone will call you back"
Nothing Is Copied From the Phone by Hand
Every booking taken on the phone and typed into the calendar later is a chance to get it wrong, and every caller typed into the CRM afterwards is one that gets skipped when the day gets busy. The agent writes both as the call ends. Calendar and CRM integration are part of every build, not an add-on, because without them the agent has solved nothing.
- Google Calendar read and written live
- HubSpot or your existing CRM updated on every call
- SMS confirmations and reminders through n8n or Make
- The caller says it once
The Wrong Call Never Ends With the Agent
The worry with any agent is the call it should not have taken: the complaint, the emergency, the clinical or legal question. The agent is built to recognise those and hand them to someone on your team, with the context already gathered, so the caller is not asked to start again. It books, reschedules and takes details. It does not pretend to be the practice manager.
- Hand-off rules set with you, call type by call type
- The summary of the call travels with it
- No medical, legal or pricing promises made by the agent
- Transcripts you can read and correct
How we work
Find the calls you are losing
We work out which calls go unanswered, when, and what they were worth: the new-patient call at lunch, the quote request on a Saturday. The agent is designed around those exact scenarios, not around a demo.
Pick the platform that fits your calls
The wrong platform means a voice that grates or a booking flow that cannot do what your diary needs. We choose between Vapi, ElevenLabs and Retell on what your calls require, and tell you why.
Wire it into the tools you already use
An agent that books into a calendar nobody looks at solves nothing. The agent is scripted, given its voice, and connected to Google Calendar, your CRM and SMS through n8n or Make, with hand-off rules set with you, call type by call type.
Break it before your callers do
Real callers are awkward: they change their mind mid-sentence, ring the wrong number, ask for someone by name. We ring it, your team rings it, and what fails is fixed before the number is switched over.
Switch over and keep improving it
The first weeks show where real callers trip it up, and the script is adjusted there. After that, changes are a one-off job or part of a monthly retainer, so the agent keeps up when your business changes.
What is inside this service
- Calls Answered at Any Hour
- Bookings Straight Into the Calendar
- Every Call in Your CRM
- Hand-Off to a Person When It Counts
- Reminders That Cut No-Shows
- Enquiries Taken Properly
- Built Around How You Take Calls
- Call Reporting You Can Read
What each part does
- Calls Answered at Any Hour
- The calls you lose come at seven in the morning, at lunch and on a Sunday, when nobody is at the desk. The agent picks up every one of them, in a voice built on ElevenLabs that callers talk to rather than hang up on.
- Bookings Straight Into the Calendar
- A booking taken on the phone and written down later is a booking that gets lost or doubled. The agent reads your Google Calendar, offers real slots and books the one the caller picks, and reschedules or cancels the same way.
- Every Call in Your CRM
- Your team stops copying calls into the CRM by hand, and stops forgetting to. Caller, reason, outcome and booking land in HubSpot or the CRM you already run as the call ends, on every build rather than as an extra.
- Hand-Off to a Person When It Counts
- The fear with any agent is the call it should not have handled. Ours knows the limits of its brief: a complaint, an emergency or a question it cannot answer goes to someone on your team, with a summary of the call so far.
- Reminders That Cut No-Shows
- Empty slots cost you twice: the job that did not happen and the call to fill it. A confirmation goes out by SMS when the slot is booked and a reminder before it, sent through n8n or Make, so fewer people forget.
- Enquiries Taken Properly
- A voicemail that says "call me back" tells you nothing. For anything that is not a booking, the agent takes the details a person would: name, number, what they need and when. You call back with the facts in front of you.
- Built Around How You Take Calls
- An agent scripted from a template asks your callers the wrong questions in the wrong order. Before a line exists, we listen to how your team answers today: the questions asked, the slots offered, the things you never promise on the phone.
- Call Reporting You Can Read
- You have no idea what the phone brought in this week, because nobody has time to listen back. Every call is transcribed and tagged: booked, enquiry, handed off, missed. You read the week in a minute.
What it changes for you
Fewer Lost Jobs
Callers stop hanging up on voicemail, because the call is answered and booked while they still want you.
A Calmer Front Desk
Your team stops breaking off from patients or jobs to catch the phone, and comes back to a full calendar.
Records Without the Typing
Nobody copies a call into the calendar or the CRM again; both are already right by the time the call ends.
Nothing Promised That You Would Not
The agent cannot say yes to what your team would not, because it stays inside the brief you set and hands off the rest.
What it costs
Custom quote for the build, based on your call volume, calendar and CRM. Optional monthly retainer for changes, improvements and on-call support.
Get a scoped quoteBusinesses we work with
Questions we get asked
Before you commit
It pays off when missed calls cost you jobs. If you take twenty or more inbound calls a week and some go unanswered while your team is busy, the agent is working from day one. Below that, a good voicemail and a fast call-back may be the better spend, and we will say so.
How your calls are answered today, access to your Google Calendar and CRM, and the rules you already work to: slot lengths, what can be booked without a deposit, who handles what. A short call covers most of it.
Vapi or ElevenLabs for most builds; Retell where a use case needs what it does better. You will know which, and why, before the build starts. We do not sell one platform because it is the one we know.
Will it work with our callers
Yes, and it should say so. The voice, built on ElevenLabs, is natural enough that people talk normally, but the agent introduces itself as an assistant. Callers who ask for a person get one.
It hands off. The rules are set with you, call type by call type: a complaint goes to the manager, an emergency to a mobile, a question outside its brief to a call-back. The caller does not repeat themselves, because the summary goes with the transfer.
That is the build. Google Calendar and your CRM are wired in on every agent, and SMS confirmations run through n8n or Make. If your system has no way to connect, we tell you before you commit rather than after.
Cost and commitment
A one-off project price for the build, quoted after we have seen your setup. A monthly retainer is optional, for when you want changes made and someone on call for issues.
No. The build is a project. The retainer is monthly and stops when you tell us to stop.
[n] weeks is typical from brief to live, and most of that is testing against real calls. A simple booking agent on one calendar is at the short end; several locations, several calendars or an unusual CRM take longer.