Just Make it SIMPLE
1. Start with a web-based AI agent
A web-based AI agent can answer frequently asked questions instantly, helping website visitors find information about products, services, pricing, availability, bookings, and other common enquiries without waiting for business hours. When a customer needs additional assistance, the AI agent can collect detailed information through a guided conversation, asking relevant follow-up questions to better understand their requirements. Rather than receiving a simple contact form submission, businesses receive a structured and comprehensive message containing the customer’s needs, objectives, preferred contact details, and other relevant information. This enables staff to review the enquiry quickly and provide a more informed and effective response during business hours.
2. Then get your phone-based AI agent
A phone-based AI agent can answer frequently asked questions, collect specific customer information, and ensure enquiries are handled even when staff are unavailable. Rather than simply taking a voicemail, the AI agent can guide callers through a structured conversation to gather details such as contact information, service requirements, preferred appointment times, urgency, and other business-specific information. The collected data is organised and delivered to the business in a clear format, allowing staff to review enquiries efficiently. Customers can also be provided with access to the web-based AI agent on their computer or mobile device for additional information and support. The business can then follow up during normal business hours with all relevant details already collected.
3. FAQ AI agent built to be dynamic
Unlike traditional static FAQ pages that simply display pre-written answers, the AI-powered FAQ agent can engage customers in real-time conversations to better understand their specific questions, requirements, and circumstances. Integrated into both the web-based and phone-based AI agents, it can ask follow-up questions, clarify customer needs, and provide relevant answers tailored to each enquiry. This conversational approach delivers a more personalised experience while capturing valuable information about the customer’s objectives and concerns. The result is more accurate responses, improved customer satisfaction, and higher-quality enquiries that help businesses provide better service and support.
4. Add the email agent for dynamic communication
The Email Agent transforms customer enquiries into detailed, structured summaries that are easy for businesses to review and action. Integrated with both the web-based and phone-based AI agents, it analyses customer conversations, identifies key requirements, and compiles important information into a clear and organised email. Unlike static contact forms or basic message notifications, the Email Agent can capture significantly more context, including customer objectives, specific requests, urgency, preferences, and relevant background details. This dynamic approach provides businesses with a far more complete understanding of each enquiry, enabling faster responses, better customer service, and more informed decision-making during business hours.
5. Adding appointment agent capabilities
The Appointment Agent can be integrated into both the web-based and phone-based AI agents, allowing customers to schedule appointments without needing to speak directly with staff. The AI can check availability, collect relevant details, and book appointments for customers to visit the business or for staff to visit the customer’s location. It can also gather important information before the appointment, ensuring the business is prepared in advance. This functionality is particularly useful for service businesses, consultations, inspections, mobile services, and courier operations, where customers can arrange pickups and deliveries at convenient times. Automated appointment scheduling reduces administrative workload, improves customer convenience, and helps ensure bookings are captured even outside normal business hours.
6. Add invoicing for simple payment options
The Invoicing Agent can integrate with accounting and payment platforms such as Stripe and Xero to automatically create detailed draft invoices based on information collected through the web-based and phone-based AI agents. Customer details, products or services requested, quantities, pricing, and other relevant information can be organised into a professional invoice ready for review. Before being sent, the business can check, edit, and approve the invoice to ensure accuracy. Once approved, the invoice can be delivered directly to the customer for payment, reducing administrative workload, improving accuracy, and helping businesses issue invoices faster while maintaining full control over the final billing process.
7. Duration and distance AI agent
The Distance and Duration Calculator can be integrated into the web-based and phone-based AI agents to automatically calculate travel distances and estimated journey times between locations. This is particularly valuable for businesses that provide outcall services, mobile appointments, courier pickups, deliveries, or on-site consultations. Based on the customer’s location, the system can determine travel requirements and automatically apply distance-based or time-based service fees. The calculated information can be included in quotes, appointments, and invoices, helping businesses price services more accurately while reducing manual calculations. This improves efficiency, consistency, and transparency for both the business and its customers.
8. Get your lookup AI agent organised
The Lookup AI Agent provides instant access to business-specific information and can be fully customised to suit the organisation’s needs. It can help customers identify the most suitable staff member for their enquiry, provide detailed information about products and services, check availability, and answer questions using the business’s own data. For example, a gym could use the agent to explain equipment, classes, trainers, membership options, or machine availability. Service businesses can use it to match customers with the right specialist. By accessing a central knowledge base, the Lookup AI Agent delivers accurate, consistent, and personalised information across both web-based and phone-based interactions.