AI Phone Receptionist System

• Cost Savings: Eliminates the need for a $700/month Ruby Receptionist subscription
• Never Miss a Call: Ensures every inquiry is answered, even after hours, on weekends, or when staff are unavailable
• Scalability: Can seamlessly handle high call volumes or serve as a backup during vacations or absences
• Professionalism & Accuracy: Communicates in a conversational, empathetic tone, while verifying important details like phone numbers and addresses
• Customer Convenience: Automatically sends text confirmations to customers with their appointment details
• Clear Internal Communication: Generates real-time notifications and a call log so your team always knows what's been scheduled or updated
• Future-Proof: Built with scalability in mind, allowing for future integration with other automation or AI tools

1. Answer General Questions

• Provides answers based on information available on Murakami Roofing's website
• Maintains a friendly, conversational tone to reflect the professionalism of the company

2. Book New Inspections

• Schedules inspections and site visits (not construction work) in 2-hour time windows to account for travel time and variable inspection lengths
• Gathers essential property information from callers including:
  • Whether the caller is the property owner
  • Type of property (residential, commercial, etc.)
  • Shape and configuration of the roof
  • Presence of solar hardware or equipment
• Appointments are saved directly to a shared Google Calendar with full details
• Verifies crucial details with customers, including phone number and correct spelling of addresses
• Sends automatic text confirmation to the customer's phone number with their appointment details

3. Reschedule Existing Inspections

• Customers can call to adjust their scheduled inspections
• Updates are logged in the Google Calendar and summarized in real time
• Notifications are sent immediately to the designated staff member(s)
• Sends updated text confirmation to the customer

4. Transfer Calls for Warranty Inquiries

• Identifies warranty-related calls and routes them directly to the appropriate contact

5. Transfer Calls for Accounting Inquiries

• Identifies billing-related calls and routes them directly to accounting staff

• Conversational & Empathetic Interaction: Uses a friendly, natural tone to engage callers, ensuring that each customer feels valued
• Verification of Key Information: Confirms essential details such as customer phone numbers and spelling of street addresses
• Automatic Customer Text Notifications: Customers receive text confirmations of newly booked or rescheduled appointments
• Call Logging: All calls are recorded in a Google Sheet call log, including caller information, type of inquiry, and action taken
• Real-Time Staff Notifications: Staff are notified immediately by text message or another convenient channel whenever a new appointment is booked or rescheduled
• Scalability for Growth: Can be expanded to support additional AI-driven automations such as customer tracking, project management, and internal workflows

Since development is already underway, implementation can begin quickly:

1. Review website content and confirm information to be used for general questions
2. Define the Google Calendar setup for inspections (e.g., shared accounts, event formatting)
3. Confirm notification preferences for staff (text, email, or both)
4. Establish transfer routing details for warranty and accounting calls
5. Finalize the wording and format of customer text confirmations

System can be live within 14 days of acceptance.