Intake
You paid to make the phone ring. Now close the call.
Ads, search, referrals, the logo on the truck: it all ends in a phone call. HiloVoice answers every one, runs your intake the way your best person would, and books the next step before the caller hangs up.
- Answers every call, day or night
- Runs your intake, your way
- Books before they hang up
Incoming callNew caller · 9:47 PM
Ad click to booked
Booked- Caller
- Dana Reed
- Need
- AC blowing warm air
- Visit
- Thu, 8–10 AM
- Lead sent to CRM
- Visit booked
- Confirmation text sent
The leak
Your marketing worked. The leak is on the phone.
Every one of these is a lead you already paid for.
- 01
The call goes to voicemail
Callers who hit voicemail rarely wait. They call the next business on the list.
- 02
The callback comes too late
By the time someone calls back, the caller has already booked with whoever answered.
- 03
Every person asks different questions
Details go missing, so your team calls back just to find out whether the lead is worth it.
- 04
Good leads wait with bad ones
Urgent, high-value jobs sit in the same pile as spam, solicitors, and callers you can't serve.
HiloVoice answers on the first ring and finishes the job.
Your process
Set it up the way your business closes.
The same things you'd teach a new hire. Eight steps to go live, and five optional ones that close the deal on the call.
Step 05 of 8
Ask what your best intake person asks
Your questions, in your order, with follow-ups when an answer needs more. Anything a caller already answered isn't asked again.
Intake questions
- What is going on with the system?
- Is anyone without heat or cooling right now?
- What address is the job at?
One call
From first ring to booked visit.
A caller from a search ad, qualified and booked on the first call, with the lead already in your system.
The conversation
What your team gets
Call outcome
Booked- Caller
- Dana Reed
- Need
- AC blowing warm air
- Service area
- Inside
- Source
- Search ad
- Visit
- Thu, 8–10 AM
Actions
- Lead sent to CRM
- Visit booked
- Confirmation text sent
Your results
What a month of calls turns into.
Every caller becomes a lead with a summary, a score against your rules, and what happened next. Here's a month at Sunrise Heating & Air, and last week's leads.
Last 30 days
Example- calls handled
- 318
- after-hours calls answered
- 96
- leads qualified
- 112
- visits booked
- 64
- customers followed up
- 41
- staff hours saved
- 31.8
Example month for Sunrise Heating & Air, a small HVAC business. Staff hours saved assumes about 6 minutes of staff time per call handled.
Leads
8 leads| Who | About | Status | Score | Calls | Created | Last call |
|---|---|---|---|---|---|---|
Dana Reed (555) 010-0148 · [email protected] | Dana Reed called from a search ad: AC running but blowing warm air. Booked a diagnostic visit for Thu 8–10 AM. | Qualified | 96 | 1 | Sep 27 | 9:48 AM |
Priya Nair (555) 013-7720 · [email protected] | Priya Nair manages a 12-unit building and wants fall maintenance on every unit. Asked for a commercial quote. | Qualified | 100 | 3 | Sep 22 | Sep 26 |
Marcus Hill (555) 011-4032 · [email protected] | Marcus Hill wants to replace a 17-year-old furnace before winter. Asked about financing; in-home estimate booked. | Qualified | 92 | 2 | Sep 25 | Sep 26 |
Unknown name (555) 014-2290 | The caller asked what a repair visit costs, then hung up before giving an address. Follow-up text sent. | Open | 24 | 1 | Sep 26 | Sep 26 |
Tom Alvarez (555) 016-8815 · [email protected] | Tom Alvarez reported no heat with an elderly parent at home. Transferred to the on-call technician after hours. | Qualified | 98 | 1 | Sep 24 | Sep 24 |
Hannah Brooks (555) 012-3398 · [email protected] | Hannah Brooks is on the maintenance plan. Looked up her last visit and booked her fall tune-up. | Qualified | 88 | 4 | Sep 20 | Sep 23 |
Grace Kim (555) 017-5561 · [email protected] | Grace Kim wants a second opinion on an install quote from another company. Not ready to book yet. | Open | 61 | 2 | Sep 21 | Sep 23 |
Luis Ortega (555) 019-0473 | Luis Ortega is 48 miles out, past the service area. Told him politely and shared a partner's number. | Open | 12 | 1 | Sep 21 | Sep 21 |
Built for your industry
Wherever the first call decides the sale.
Start from intake questions and rules made for your industry, then make them yours.
Example test call
- Followed every step
- Escalated when unsure
- Outcome recorded
Ready to go live
You stay in control
Automation you can stay in control of.
Test before going live
Call your agent yourself and review exactly how it responds.
Escalate to people
Route conversations to a human when the workflow requires judgment.
Truthful by design
Configure agents to avoid guessing and escalate when information cannot be verified.
FAQ
Frequently asked questions.
You already paid for the call. Make it count.
Create your intake agent, call it yourself, and switch it on when it sounds like your best person.