IronBridge Automation
AI Phone Agent

Answer Every Call Without Hiring

What This Is

An AI phone agent is a voice system that answers inbound calls, captures caller intent, and handles scheduling, FAQs, and triage without human intervention. For service businesses losing leads to after-hours calls, weekend inquiries, and overflow volume, this system ensures every caller is acknowledged and routed appropriately—nights, weekends, and peak seasons included.

What We Implement

The components that make up a working AI phone agent.

Inbound call answering with custom greeting and business identification
Intent capture through conversational questions tailored to your service types
Appointment scheduling integrated with your calendar system and availability rules
FAQ responses for common questions about hours, services, and service areas
Call summary generation with caller intent, urgency level, and requested action
CRM logging of every call with transcript, timestamp, and caller contact information
SMS follow-up messages sent to callers with confirmation or next steps
Emergency escalation rules that transfer urgent calls to your on-call team
Business-hours routing that hands off calls to your live team when you're available
Spam and robocall filtering to prevent junk calls from reaching your team
Call recordings and transcripts stored securely with consent language where required
Weekly reporting on call volume, common questions, booking rate, and escalation patterns

What It Can and Can't Do

Setting realistic expectations.

Good At

  • Answering routine questions about services, hours, and service areas
  • Scheduling appointments for straightforward service requests
  • Capturing caller information and intent when your team is unavailable
  • Triaging urgent calls and escalating emergencies to on-call staff
  • Handling high call volume during peak seasons without wait times
  • Following up with confirmation texts and appointment reminders
  • Filtering spam calls and robodialers before they interrupt your day

Not For

  • Complex technical troubleshooting that requires expertise and judgment
  • Negotiating prices, offering discounts, or handling payment disputes
  • Replacing your team for nuanced customer service or relationship building
  • Handling upset customers who need empathy and de-escalation
  • Making decisions outside predefined rules without human oversight
  • Providing legal, medical, or safety advice beyond your approved scripts
  • Managing calls where tone, emotion, and context are critical to the outcome

How It Works

From ring to resolution, automated.

01

Call Received

Inbound call reaches your business line during configured hours—typically after-hours, weekends, or overflow.

02

Greeting & Identification

AI answers with your business name, identifies itself as an automated assistant, and asks how it can help.

03

Intent Capture

Through conversational questions, the system determines what the caller needs—quote, scheduling, emergency, or information.

04

Qualification & Routing

Asks qualifying questions based on intent. Checks urgency, service type, location, and availability.

05

Action Taken

Books appointment, transfers to on-call, answers FAQ, or takes detailed message with callback promise.

06

Summary & Follow-Up

Call transcript and summary logged in CRM. Confirmation SMS sent to caller. Your team notified if action required.

Common Scenarios

When AI phone answering makes the most sense.

After-hours calls from potential customers who need service but can't wait until morning

Peak-season overflow when your team is booked solid and calls are going to voicemail

Weekend inquiries that would otherwise sit unanswered until Monday

Simple scheduling requests and FAQ calls that don't require staff time

Emergency calls that need immediate escalation to your on-call technician or manager

What You Get in Week One

  • AI phone agent trained on your services and common questions
  • Call routing rules configured for business hours, after-hours, and overflow
  • Greeting script and FAQ responses written in your brand voice
  • Calendar integration set up with availability windows and booking rules
  • Emergency escalation protocols configured with on-call contact methods
  • CRM integration for automatic call logging and transcript storage
  • SMS follow-up templates for appointment confirmations and callbacks
  • Testing period with live calls to refine scripts and improve accuracy

Frequently Asked Questions

Does this replace my receptionist or call center?

No. The AI phone agent handles after-hours, overflow, and routine inquiries so your team can focus on complex calls. You define when the AI answers and when calls go to your team.

What happens if the caller has a complex question or gets frustrated?

The system recognizes confusion or complexity and offers to take a message, schedule a callback, or transfer to your on-call line when configured. Every call is logged with a transcript for context. The goal is triage and capture.

How does it know if a call is an emergency that needs immediate escalation?

You define the rules based on keywords like "flooding," "no heat," or "gas leak." When detected, the system offers to transfer to your on-call line or sends urgent notifications to your team. Priority calls are flagged in your CRM.

What if the AI books an appointment at a time we can't actually service it?

The system books appointments during availability windows you configure. It checks calendar availability before confirming. If no slots are available, it takes contact info for callback. You can restrict booking to certain service types or require manual confirmation.

Can callers tell they're talking to AI, and does that hurt conversion?

The system identifies itself as an automated assistant in the greeting, managing expectations. We test voice tone, pacing, and script language to feel professional. You receive transcripts and can refine the script based on real feedback.

What happens to the call recordings and transcripts?

All calls are recorded and transcribed, then logged in your CRM with timestamps and caller intent. Recordings are stored securely for 90 days by default. The system includes consent language where required by state law. You can access recordings through a dashboard.

Ready to Stop Missing Calls?

We'll analyze your call patterns and show you how AI can capture more leads.

Book a 15-Minute Audit

No prep required. You'll leave with a clear action plan.