SYSTEM ARCHITECTURE
Phone agent that answers every call, books appointments, and triggers payment links. Replacing 25 hours per week of human receptionist work.
The company was losing calls. Missed calls outside business hours meant lost jobs. Even during business hours, the team often missed inbound calls because the receptionist was on another call or in training. Every missed call was a competitor’s win.
Hiring more receptionists was uneconomical for a business with unpredictable call volume.
The founder wanted an AI receptionist that could answer every call, sound natural, handle FAQs, book on the calendar, and trigger SMS with payment or estimate links.
Custom system prompt and call flow tuned to the business’s actual scripts.
Inbound calls to the Vapi agent with backup human-handoff line.
Agent reads live availability and confirms bookings on the fly.
Triggered by SMS when the caller wants an estimate.
Caller history so repeat callers don’t re-introduce themselves.
Posted when a call ends with a flag for unresolved issues.
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