Virtual Front Office Services
Tailored automated solutions that work together seamlessly to answer calls, capture leads, and manage client bookings 24 hours a day.
24/7 AI Voice Call Answering
Intelligent Virtual Receptionist
Human-sounding conversational AI answers inbound phone calls instantly. Trained specifically on your business guidelines, FAQs, pricing models, and service areas.
Key Features:
- Answers inbound calls promptly, around the clock
- Natural tone & conversational comprehension
- Collects caller name, intent, & contact info
- Option to transfer callers to your team when a live handoff is needed
- Call transcriptions & summaries sent to your email or CRM
Missed Call Text Back & Instant SMS
Immediate Lead Capture via Text
When a call can't be answered or your line is occupied, our system sends an instant text back within seconds to keep the caller engaged before they try a competitor.
Key Features:
- Dispatches SMS within seconds of a missed call
- Asks customized screening & qualification questions
- Sends booking links & Google Review invites
- Two-way automated SMS chat handling
- High open rates—most texts read within minutes
Automated Appointment Scheduling
Direct Calendar Sync & Reminders
Allow callers and web visitors to schedule appointments directly without back-and-forth phone tag. Syncs seamlessly with your existing calendar platform.
Key Features:
- Real-time Google Calendar, Outlook & CRM sync
- Custom buffers, business hours, and availability
- Automated booking confirmations via SMS & email
- Pre-appointment reminder notifications
- Helps reduce appointment no-shows
Automated Lead Nurturing & Follow-up
Re-engage Inquiries Until Booked
Automated follow-up campaigns re-engage leads who inquired but didn't book immediately. Keeps your business top of mind until they're ready.
Key Features:
- Multi-touch SMS & email follow-up sequences
- Custom delays & personalized message tokens
- Stops automatically once appointment is booked
- Detailed conversion reporting & pipeline metrics
Smart Website & Live Web Chat
Included With Your Virtual Front Office
A conversion-focused website designed to turn visitors into booked clients—with lead capture forms and live chat that hand off directly to your AI receptionist.
Key Features:
- Conversion-focused, mobile-ready business website
- Lead capture forms synced to your CRM
- Live chat routed to the AI receptionist 24/7
- Click-to-call and online booking links
Live Call Transfer & Handoff
Bridge Urgent Callers to Live Staff
When an inbound caller requires immediate personal attention or meets specific criteria, the AI receptionist can route and transfer the call directly to your live staff.
Key Features:
- Configurable transfer rules for high-priority calls
- Seamless warm handoff or direct phone routing
- Fallback to message taking if staff is unavailable
- Instant call summaries sent after every transfer
CRM Sync & Lead Pipeline Tracking
All Inbound Leads Organized in One Place
Every phone call, text inquiry, website chat, and booked appointment automatically logs into your lead pipeline so no client detail is ever lost.
Key Features:
- Instant synchronization with your lead pipeline
- Detailed caller history, recordings & transcripts
- Custom lead tags & status updates
- Email & SMS alerts when new qualified leads arrive
Done-For-You Setup & Ongoing Support
White-Glove Onboarding & Tuning
We handle the technical heavy lifting—prompt design, calendar integration, telephone forwarding, website deployment, and ongoing prompt adjustments.
Key Features:
- Done-for-you prompt engineering & custom knowledge base
- 7–14 day standard setup & testing process
- Call forwarding configuration for your existing number
- Ongoing prompt tuning & regular maintenance support
One Complete Virtual Front Office
Everything your business needs to capture, respond to, and convert more opportunities—working together as one system.
Your Virtual Front Office includes: