How it works

One call. Start to finish.

A walkthrough of what happens on every inbound call, the stack underneath it, and what go-live actually looks like. Plain English.

A vintage corded desk phone with the receiver lifted, mid-call, with a laptop in soft focus showing a TrueDial call transcript interface
The call

A typical "my AC stopped working" call.

Total time: about three minutes end to end.

  1. 0:00

    Ring. Pick up.

    Phone rings. Agent answers in under a second with your greeting in your chosen voice. No menu, no hold queue.

  2. 0:05

    Emergency check.

    First listen for gas, smoke, sparks, CO, water flooding. If any trigger, the agent drops the booking flow and runs the 4-step safety script.

  3. 0:15

    What do you need.

    "Tell me what's going on?" Agent captures service type (install vs. repair vs. maintenance), equipment, equipment age. Same questions a good dispatcher would ask.

  4. 0:45

    Urgency + safety check.

    "How long has it been going on?" plus "Anyone in the home elderly or with breathing issues?" Flags urgency tier and captures vulnerability for the tech to see before the visit.

  5. 1:15

    Caller info.

    Name, service address, callback number (asked, never assumed). Stored to your CRM with the right fields populated.

  6. 1:40

    Slot search.

    Agent runs the caller's address against each available tech's prior and next appointment that day via Google Maps live traffic. Only slots that don't create impossible drives come back as options.

  7. 2:10

    Offer + book.

    "I can get someone out tomorrow between 9 and 11, or this afternoon between 2 and 4. Which works?" Caller picks. Agent confirms the diagnostic fee before locking it in.

  8. 2:45

    Wrap and downstream.

    Agent thanks the caller and hangs up cleanly. Appointment lands on the assigned tech's calendar. SMS confirmation goes to the homeowner. Recap email lands in your inbox.

Where we go deeper

Five things a generic AI receptionist doesn't do.

These are the things that decide whether the call books a real appointment or wastes everyone's time.

  1. 01

    Drive-time-aware booking

    Every offered slot is filtered through Google Maps live traffic against the tech's prior and next appointment. If Mike has a 1pm in Stillwater and a 3pm in Forest Lake, the agent doesn't offer a 2pm in St. Paul.

  2. 02

    Per-tech start addresses, skills, and run zones

    Mike starts his day at the shop. Joe starts at his house. Sarah only runs the south zone. Mike does installs and service; Joe is service-only. All captured at setup.

  3. 03

    4-step emergency script

    Gas, smoke, sparks, CO, water — agent interrupts the booking flow and runs: (1) "Are you safe?" → (2) "Get out of the building." → (3) "Call nine-one-one." → (4) "Call us back when you're safe." Address is NOT collected. You get paged immediately.

  4. 04

    Knowledge base for trade questions

    "Do you service heat pumps?" "Do you finance?" "Is the diagnostic fee waived for plan members?" Answered from your KB on the call, not punted to a callback. Built from your website plus the discovery interview.

  5. 05

    Weekly quality review

    Every shop's calls get sampled and graded each week on booking outcome, fee disclosure, drive-time, emergency handling, KB accuracy. Drift gets patched in 7 days. You see the report.

The stack

What's actually running.

Best tools in the category, integrated tight so you don't have to.

Voice runtime

Retell AI

Sub-second latency. ElevenLabs voices. Battle-tested under heavy real-call volume.

Reasoning

GPT-4o + Claude

Multi-model architecture for intake, KB retrieval, and edge cases. We pick the best model for each decision.

CRM backbone

GoHighLevel

Your CRM sub-account, included in Starter / Growth / Pro. Enterprise integrates with ServiceTitan, HCP, Jobber, FieldEdge.

Workflows

n8n

Self-hosted workflow orchestration. Drive-time routing, emergency escalation, CRM writes, SMS sends.

Routing data

Google Maps Routes

Live traffic-aware drive-time. Same API ServiceTitan uses for their dispatching engine.

SMS compliance

A2P 10DLC certified

All SMS sent on your A2P 10DLC registered brand. Carrier-compliant, no spam-folder risk.

Getting live

From signed to live in 5–7 days.

  1. Day 1

    60-min kickoff call

    Services, pricing, tech roster, CRM. You sign the MSA. We start the build.

  2. Day 2–3

    Build

    Voice, persona, intake flow, knowledge base, drive-time routing, CRM wiring. We submit your A2P 10DLC SMS registration.

  3. Day 4–5

    Our QA

    Multiple test calls covering every scenario your agent will face. We patch what we find before you see it.

  4. Day 6–7

    Your UAT + go-live

    You and your team run test calls. We patch what you flag. You sign off. We forward (or port) your business number. Live.

Try it first

Don't take our word. Call the agent.

Live demo line, 24/7. Same engine we ship to paying clients. Try a booking, an FAQ, an emergency.

Try the demo · (952) 243-5458 or Book a 15-min call