Automated + checkedUses AI

After hours

AI receptionist.

You set your working hours. Outside them, calls you don’t answer are picked up by an AI receptionist with a greeting you’ve approved. It takes the caller’s details and sends you a clear summary, and you call back when you’re ready.

£59.99 a month · £99 setup · Unlimited out-of-hours calls (fair use)

Ask about setup All prices

How it works

What happens, step by step.

Set your hours
Tell us when you’re working. Outside those times, calls you don’t answer are passed to your receptionist. Your phone still rings first, so you can pick up if you want to.
It answers in your words
It uses the greeting you’ve approved, says it’s an AI assistant, not a person, and offers to take a message for you.
It takes the details
Name, number, where the job is, what it’s about, how urgent the caller says it is, and the best time to call back. It reads the number back to check it.
You get a summary
A short callback summary is sent to you by text, email or both, straight after the call.
You call back
When, and whether, you call back is up to you. The receptionist is set up not to promise callers a time.

Example

One evening, one call

18:00
Tom’s working hours end. Calls now go to his receptionist.
19:52
Tom doesn’t answer, so the receptionist does: “Hello, you’ve reached Tom the decorator. I’m an AI assistant, not a person. Tom can’t take your call right now, but I can take a message so he can call you back. Is that OK?”
19:53
It takes the caller’s details and reads her number back to check it.
19:56
Tom’s phone gets the callback summary. He leaves it until morning.
08:05
Tom calls Sarah back before his first job.

Example. The names, numbers and messages are made up to show how it works.

Included, and not

What you get, and what it won’t do.

You get

Calls you don’t answer in your out-of-hours times, answered politely
A greeting and questions written with you, and approved by you
A callback summary for each message it takes, by text, email or both
No call recording by default
A backup if anything goes wrong, so callers aren’t left hanging

It won’t

Quote, estimate or talk about prices
Book, confirm or promise appointments or callback times
Diagnose problems or give advice
Handle emergencies or send anyone out
Pretend to be a person: it says it’s an AI assistant at the start of every call
Record calls, unless you ask and we agree the notices callers need first

Is it for you?

Who it suits.

Good for

Sole traders and small firms who get calls in the evening, early morning or at weekends
Anyone whose callers hang up rather than leave a voicemail
Owners who want their evenings back without losing track of who called

Not the right fit for

Emergency call-outs. It takes a message; it doesn’t send help or give advice
Booking jobs into a diary. It doesn’t book or confirm appointments
Businesses that need a person to answer every call live

When it needs you

When it’s not straightforward.

The caller asks for a person: It explains you can’t take the call right now and offers to take a message for a callback.
The caller says it’s urgent: It notes the urgency in their own words and marks your summary urgent. In words you approve, it can tell callers to ring 999 if anyone is in danger, or the gas emergency line (0800 111 999) if they smell gas.
The request isn’t clear: It still takes a name and number, and the summary says what wasn’t clear.
Something goes wrong with the service: A backup plays a short message, you’re texted the caller’s number where it’s shown, and we look into it.

Where you see it: A callback summary by text, email or both: name, number, area, job, urgency in the caller’s words and the best time to call back.

Setting up

What we need from you.

Your business name and how you’d like calls answered
Your working hours, so we can set your out-of-hours times
The jobs you do and the areas you cover, so summaries make sense
Where summaries should go: your mobile, your email or both
Your phone network, plan or phone system, so we can check it can forward calls you don’t answer
About 30 minutes to approve the wording and try test calls with us

Usage and limits

There’s no limit on minutes. Every call you don’t answer in your out-of-hours times is answered, and most messages take a couple of minutes.

Fair use: if you regularly get more than about 100 out-of-hours calls a month, we’ll talk to you about it first. Callers are never cut off, and nothing extra is charged without your OK.

Launch price

£59.99 a month

£99 one-off setup
Unlimited out-of-hours calls (fair use)
No minute limit. Calls stay short because it only takes a message. If you regularly get more than about 100 out-of-hours calls a month, we’ll talk to you first. We never cut callers off.
Monthly, with 30 days’ notice to cancel

Prices include any VAT that applies.

Ask about setup

Questions

AI receptionist: questions

Will callers know it isn’t a person?

Yes. It says it’s an AI assistant, not a person, at the start of every call. That’s the honest way to do it, and callers know straight away that they’re leaving a message.

Can I still answer calls in the evening?

Yes. Your phone rings as normal. Only the calls you don’t answer in your out-of-hours times go to the receptionist.

Does it record calls?

No, not by default. The conversation is turned into text so your summary can be written, and we keep that for as short a time as our supplier allows. We don’t keep audio. If you’d like recordings, we’ll talk through the notices callers need before switching anything on.

What happens if someone has an emergency?

It isn’t an emergency service. It takes their details and marks your summary urgent. In words you approve, it can tell callers to ring 999 if anyone is in danger, or the gas emergency line if they smell gas. If you offer emergency call-outs, talk to us first: this might not be the right fit.

Is there a limit on calls or minutes?

No minute limit. Every call you don’t answer in your out-of-hours times is answered. Calls stay short because it only takes a message. If you regularly get more than about 100 out-of-hours calls a month, we’ll talk to you first. We never cut callers off or charge extra without your OK.

Can it book jobs into my diary?

No. It takes the details and you call back. That keeps you in charge of your diary, your prices and which jobs you take.

Do I keep my phone number?

Yes. Calls you don’t answer are passed on using call forwarding from your existing number. Most pay-monthly mobile plans support this; some pay-as-you-go plans don’t. We check yours with you before setup.

What if it mishears something?

It can happen, especially with names and addresses on a bad line. It reads numbers back to check them, includes the number the call came from when it’s shown, and flags anything it wasn’t sure about.

Would an AI receptionist suit you?

Tell us how you work. We’ll be straight with you about whether it would help, and what setup involves.

Get a free quote Request a website demo

info@kwmsystems.com