AI Reception
An always-on intake layer that captures, qualifies and routes every WhatsApp, web and missed-call enquiry into one list, so fewer enquiries go unanswered after hours or while you are busy on site.
R3,000 a month + R6,000 setup No minimum term 30 days’ written notice
In short
AI Reception is an always-on intake layer that sits in front of your business. When a prospect sends a WhatsApp message, submits a contact form or leaves a missed call, it replies within seconds (on WhatsApp and web chat in the customer's own language), asks your standard qualifying questions, captures name, number, location and service requirement, and writes the record straight into one pipeline you can see.
What it does
AI Reception is a dedicated communication layer that sits in front of your business. The moment a prospect sends a WhatsApp message, fills in a contact form, or leaves a missed call, the system responds within seconds in natural language. It introduces your business, asks the structured qualifying questions you would normally ask yourself, captures the prospect's name, contact number, location and service requirement, and writes the record directly into your central pipeline.
It replies on WhatsApp and web chat in the language the customer writes in, answers calls in English, handles multiple conversations in parallel and follows up on schedule. Every interaction is logged, timestamped and visible to you in one place.
What it is built to do
- A reply within seconds on WhatsApp, the website and after a missed call, day and night. This is a target, not a guaranteed SLA.
- Fewer enquiries left unanswered, particularly after hours and on weekends.
- Cleaner lead data: name, contact, location and service requirement captured the same way every time.
- Covers after hours and busy hours, alongside your team, not instead of it.
- Your attention freed from routine intake for the work and the quoting.
How it fits the SYSTEM framework
AI Reception is the first capture point in the SYSTEM infrastructure flow. It connects directly to the central client record, so every enquiry it qualifies becomes a structured entry in your pipeline rather than an unread message. The faster a customer gets an answer, the less likely they are to phone the next number, and this layer is built to remove that wait.
Who it's for
Established service businesses receiving regular enquiries through WhatsApp, web forms and phone calls, where the owner or operations team cannot realistically respond within minutes during a working day on site.
Questions
Common questions
- How fast does AI Reception actually respond?
- The system is designed to reply within seconds on WhatsApp, the website form and after a missed call. Sub-60-second first response is the target we build to. It is a target, not a guaranteed SLA, since third-party platform availability such as WhatsApp and mobile networks is outside our control.
- Does it replace me answering the phone myself?
- It answers the first message, qualifies the enquiry and hands you a structured record. It can give prices from a price list you approve and clearly marked estimates within ranges you set, but it never makes up a price and nothing binds you unless you have agreed in writing. Final quotes and closing stay with you.
- What languages does it work in?
- On WhatsApp and web chat it replies in the language the customer writes in, including Afrikaans and isiZulu. Voice calls are handled in English.
- What happens to enquiries outside business hours or during load-shedding?
- The reception layer runs on hosted services, not on equipment in your office, so after hours, weekends and load-shedding at your premises do not switch it off. Like any online service it can have outages; every interaction is logged and shows in your monthly report.