📥
AI Intake Agent

AI Intake Agent

Every inquiry answered instantly — day or night — so your pipeline never stops moving and you never miss a lead again.

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62%
of calls to service businesses go unanswered after hours
27%
of leads lost due to delayed or missing follow-up
90sec
average AI response time vs 4+ hours for manual follow-up
24/7
coverage including nights, weekends, and holidays
The Problem

Leads are slipping through
the after-hours gap

Most service businesses have a full intake process during business hours — and nothing after 5pm. The leads don't stop coming at 5pm. They just stop getting answered.

Calls and texts arrive after hours with no one to respond

Your team goes home. Your competitors with automation don't. Evenings, weekends, and holidays are your highest-risk windows for lost leads.

Front desk is overwhelmed during peak season

When volume spikes, intake quality drops. Leads don't get the attention they need. Jobs get lost not because you couldn't do the work — but because no one picked up.

No system to collect job details before your team calls back

Your team follows up cold, with no context, and has to start the intake process from scratch every time — wasting time and making a poor first impression.

Leads that don't get immediate responses call your competitor

Customers searching for urgent services call until someone picks up. If that's not you, it's someone else — and they'll book the job.

You're paying for leads that never get properly worked

Marketing generates the inquiry. Without a fast, consistent intake system, that spend is wasted — and every lead that goes unworked costs you twice.

The Solution

Always on.
Always ready.

The AI Intake Agent answers every inquiry the moment it arrives — call, text, chat, or form — at any hour. It responds naturally, collects the right information, and prepares a complete lead summary before your team even wakes up.

It handles the intake process that your front desk currently manages manually: collecting job details, answering common questions, setting expectations, and routing to the right person. Automatically. Without errors. At any hour.

The result is a pipeline that never stops moving. Every lead gets an immediate, professional response. Your team follows up with full context. And no opportunity disappears because someone wasn't available to answer.

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Real Results

An HVAC company running seasonal campaigns was losing an estimated 30% of after-hours leads to voicemail with no callback. After implementing the AI Intake Agent:

100%
of after-hours leads responded to within 90 seconds
0
leads lost to unanswered after-hours inquiries
41%
increase in booked appointments from the same lead volume
6hrs
saved per week on manual intake and data entry
How It Works

From missed call
to booked job

The AI Intake Agent handles the full intake process automatically — from the first hello to a completed lead summary — so your team steps in with context, not cold calls.

Inquiry arrives at any hour
Call, text, web form, or chat — at any hour of the day or night. The AI responds within 90 seconds, before the customer has a chance to call your competitor.
AI responds instantly
Acknowledges the inquiry in a natural, professional tone and begins collecting job details in a conversational flow — not an interrogation.
Information gathered
Service type, location, urgency, preferred contact time, and any other relevant details are captured completely. The AI adapts its questions based on what the customer says.
Lead qualified and summarized
The AI structures the intake into a clear lead summary and routes it to your CRM with priority flagging for urgent jobs — so nothing gets buried.
Your team takes over
They follow up with full context, the right information already in hand, ready to book the job on the first call — not asking basic questions the customer already answered.
Intake Summary — 11:47 PM ● New
Contact
Michael Torres · (614) 555-0182
Service
Emergency Plumbing
Location
Columbus, OH 43215
Urgency
High — Burst pipe under kitchen sink
Notes
Water shutoff already done — needs same-night service
Status
Qualified ✓ — Routed to on-call tech
Tonight's Intake Activity
Inquiries responded to 7
Leads fully qualified 5
Avg response time 87 sec
Escalations flagged 2 urgent
What's Included

24/7 intake.
Zero missed leads.

Every channel, every hour — your intake runs automatically so every inquiry is captured, qualified, and ready for your team.

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24/7 Call & Text Response
Never miss a lead again. The AI answers calls and responds to texts around the clock — in under 90 seconds — on nights, weekends, and holidays.
  • ✓ After-hours coverage
  • ✓ Instant response times
  • ✓ Natural language handling
  • ✓ Call summary logging
Multi-Channel Intake
Handles incoming leads from calls, texts, live chats, and web forms — consolidating all responses into a single organized pipeline without manual entry.
  • ✓ Calls & SMS
  • ✓ Website chat
  • ✓ Web form responses
  • ✓ Unified CRM logging
Appointment Booking
The AI collects job details and books appointments directly into your calendar — reducing back-and-forth and getting jobs on the books without human involvement.
  • ✓ Real-time availability checking
  • ✓ Confirmation messaging
  • ✓ Reminder sequences
  • ✓ Reschedule handling
Lead Qualification
Before passing a lead to your team, the AI gathers the information needed to qualify and prioritize each opportunity — so your team focuses on the best ones first.
  • ✓ Custom qualification questions
  • ✓ Service-type detection
  • ✓ Priority routing
  • ✓ Detailed lead notes
After-Hours Coverage
Specifically designed to capture the leads that fall through the cracks when your office is closed. Emergency jobs get flagged and escalated immediately to whoever is on call.
  • ✓ Evening & weekend coverage
  • ✓ Holiday intake
  • ✓ Full data capture overnight
  • ✓ Morning queue ready for team
Escalation Routing
Urgent or high-value inquiries are automatically flagged and routed to the right team member immediately, regardless of the hour — so true emergencies never wait.
  • ✓ Urgency detection
  • ✓ On-call notifications
  • ✓ Priority tagging
  • ✓ Instant escalation alerts
Who It's For

Built for businesses that
can't afford to miss a lead

The AI Intake Agent is for service businesses where every missed inquiry is a missed job. If any of these apply to your operation, your intake process has a gap that's costing you revenue every day.

You're missing calls and texts outside of business hours
Your front desk is stretched thin during peak seasons
Leads get called back hours later with no context and go cold
Competitors are winning jobs because they respond faster
You have no structured system to gather job details before a callback
You want 24/7 coverage without hiring additional staff
You're scaling and need intake to keep up without breaking down
FAQ

Common questions

?
How does the AI know what questions to ask?

We train the intake agent on your specific services, service areas, common job types, and any qualification criteria that matter for your business. It asks the right questions for your operation — not a generic script.

?
Can it handle emergency calls differently from routine inquiries?

Yes. We configure priority logic so urgent or emergency inquiries are flagged, escalated, and routed to your on-call team immediately — separate from standard intake flow.

?
Does it work for texts and calls both?

Yes — the AI Intake Agent handles both inbound calls (with voice response) and SMS/text inquiries. It can also handle web form submissions and chat messages through the same unified system.

?
How does the lead summary get to my team?

The completed intake summary is logged directly in your CRM and a notification is sent to the appropriate team member via SMS or email — so they have everything they need before they make the callback.

?
Is this replacing my front desk or supporting them?

Supporting. The AI handles after-hours intake and overflow — your front desk still handles calls during business hours and reviews the AI-captured summaries. It's about filling the gaps, not replacing your team.

Ready to Grow?

Your pipeline shouldn't stop
when your office closes.

Schedule a strategy call to see how an AI Intake Agent can keep your pipeline moving 24/7 — so you wake up to qualified leads, not missed opportunities.

Schedule a Strategy Call →