Popular starting point · Quick win

24/7 AI Receptionist – So You Stop Losing Leads When Nobody Picks Up

If someone rings at 6pm, Saturday morning or while your team is already on a call… they either get voicemail or give up. Your AI Receptionist answers every time, follows your playbook, checks your calendar in real time and books qualified prospects straight into your diary.

Fix Our Missed Calls Ask a Question About This Service

Is This Happening In Your Firm?

You're a good fit for a 24/7 AI Receptionist if:

You miss calls when the team is busy, at lunch or out of hours
Reception/admin spend hours on basic triage and scheduling
Prospects leave voicemails… and nobody has time to listen, qualify and chase
You have no clear view of how many enquiries you actually lose
Partners complain about "poor quality leads" but nobody knows what's being said on the phone
You'd love 24/7 coverage, but don't want a £40–60k/year headcount (or a faceless call centre)

See How This Would Work for Us

What You Actually Get

This isn't a generic chatbot bolted onto your website. It's a fully configured, always-on reception layer that plugs into your tools and follows your rules.

Core outcomes

Every call answered, 24/7

Including evenings, weekends and peak-time spillover

Qualified enquiries only

Your AI Receptionist asks the right questions, applies your criteria, and routes time-wasters away

Direct calendar booking

Checks live availability and books calls or appointments into your Google/Outlook calendar

Website widget & enquiry triage

Optional "Talk to us" widget that uses the same receptionist brain for web visitors

Human fallback

Calls can still route to a real person if needed, or escalate to your team on defined triggers

Full visibility

You see who called, what was said, what was booked, and where leads dropped off

Deliverables

Depending on your setup, your package typically includes:

A dedicated AI Receptionist configured for your firm (tone, services, fee structure, intake rules)
Integration with your calendars (per partner, per fee earner, or shared calendars)
One or more phone numbers (new numbers or forwarding from your existing main line)
Website chat widget embed code and install support
Tested call flows for common scenarios (new enquiries, existing clients, urgent matters, wrong-fit leads, etc.)
Reporting on call volumes, booking rates and missed-call reduction

How It Works (Without the Tech Headache)

We use a simple, structured process – you never have to touch prompts, APIs or phone providers.

Map Your Intake & Qualification

We start with a short working session where we:

Clarify which calls the AI Receptionist should handle (new business, existing clients, both)
Capture your must-ask questions for new enquiries
Define what a qualified lead looks like in your world
Agree escalation rules (when to pass to a human, what counts as "urgent")
Map calendars: who can be booked, for what, and when

You approve simple example scripts and guardrails so the assistant sounds like your firm, not a robot.

Build & Train Your AI Receptionist

Behind the scenes, we:

Create your AI Receptionist using a proven "care coordinator" template
Configure the system prompt with your firm's facts:
- •Practice areas / services
- •Opening hours and time zones
- •Locations, pricing ranges and key policies
- •Staff names, roles and specialisms
Plug in calendar tools so it can:
- •Check availability for each calendar
- •Create events with the right duration, type and internal notes
- •Set up different flows per service if needed (e.g. initial consult vs returning client call)

You don't see any of the technical tooling – you just get a receptionist that knows your firm and follows your rules.

Add Phone Numbers & Routing

Next, we connect it to the real world:

Phone numbers

•Use a new dedicated number we provide, or
•Forward your existing main line to the AI Receptionist (all the time, or overflow only)

Inbound routing

•Route all calls to the AI Receptionist first, or
•Let your human team answer during office hours and use the AI for overflow/out-of-hours

Fallback

Configure a human backup destination for cases where:

•The caller specifically asks for a person
•The conversation meets an "urgent" pattern
•The system is unavailable for any reason

From the caller's perspective, it just feels like a very competent receptionist who always answers.

Test, Refine & Go Live

Before anything goes live, we:

Run scripted chat and phone tests to:
- •Simulate real enquiries (good, bad and awkward)
- •Verify bookings appear correctly in your calendar
- •Check time zones, durations and reminders
- •Tweak wording, tone and edge-case handling
Agree your go-live mode:
- •Soft launch (out-of-hours only)
- •Full launch (all calls)
- •Pilot with a single office, department or partner

Once live, we monitor calls and refine prompts so it keeps getting sharper over time.

Fix Our Missed Calls

Where This Works Best

We designed this for firms where missed or mishandled calls are expensive:

Law firms and legal practices

Accounting & finance firms

Consulting firms and agencies

Clinics and healthcare providers

High-value local services (dentists, architects, specialist trades, etc.)

If your revenue depends on inbound enquiries turning into booked conversations, this is usually one of the fastest, least-disruptive fixes.

What About Compliance, Tone & Control?

High-trust firms can't afford a "freestyle" bot at the front door. So we treat this more like a scripted, trainable team member:

You approve the playbook – key phrases, off-limits topics and escalation rules
Guardrails built in – the receptionist doesn't give legal/accounting advice or quote fees you haven't signed off
Consistent tone – we match your brand voice: formal, plain-English, or somewhere in between
Auditability – you can review example transcripts and, if desired, real interactions to spot issues
Data handling – we design flows with your privacy policies and regulatory environment in mind

If you're already using call recording or intake tools, we can align with those too.

Typical Before & After

Before

✗20–40% of inbound calls go to voicemail or simply ring out
✗Nobody can say how many enquiries you're actually losing
✗Partners complain there aren't enough good leads… but intake is a black box
✗Reception is constantly juggling calls, emails, walk-ins and admin