Customized phone intake, without a bigger call center
Your questions, in your order, on every call and at any hour. The answers land as clean fields in your CRM, and the right person gets the call with the context attached.
What is customized call center intake?
Customized intake means callers are taken through questions built for your business and for the reason they are calling, not one generic script. A good intake flow branches on the answers, collects the fields your team needs, screens out calls that are not a fit, and sends the rest to the right person. An AI voice agent can run that flow on every call, at any hour.
What gets customized
- A separate flow for each service or call reason, chosen from what the caller says
- Which questions are required, and which only come up after a certain answer
- What rules a caller out, and what the agent says when it does
- The fields that get written to your CRM, and in what format
- Who gets which call, and what they see when it reaches them
What an intake flow looks like by industry
| Business | What intake collects | Where it goes next |
|---|---|---|
| Law firm | Matter type, key dates, the other party for a conflict check, how they heard of you | The right practice group, or a booked consultation |
| Clinic or dental practice | New or existing patient, reason for the visit, insurance details, preferred times | The calendar, and practice software where connected |
| Home services | Job type, address, urgency, access details | Dispatch or the on-call technician |
| Auto shop | Vehicle, symptoms, whether it can be driven | A service booking |
| Real estate | Buying or renting, area, budget, timing | A showing, or the listing agent |
Clean data, not a transcript to retype
A transcript is useful for checking a call, but nobody wants to work from one. The agent reads key details back to the caller, then writes each answer to its own field through your CRM's API or webhooks, on HubSpot, Salesforce, GoHighLevel, Pipedrive, Zoho CRM or whatever you run.
Field mapping drifts over time, so it needs watching. Checking it is part of how we run the line after launch.
Next to your call center, or instead of part of it
Few teams should hand over all of intake at once. The usual first step is after-hours and overflow, where the alternative is voicemail and the risk is low. Then the most repetitive call type moves over, and your people keep the calls where judgment matters.
Regulated intake
Medical, dental, legal and financial buyers put these systems on their lines. Calls are encrypted with TLS 1.2+ in transit and AES-256 at rest, data stays in the United States, and a Business Associate Agreement is available for healthcare buyers.
The agent collects facts and routes them. It does not give legal or medical advice, and it hands off under the rules you define. The judgment stays with your people.
Talk to an agent live
Bella runs a general front-desk flow here. On your line she would ask your intake questions instead. This is a live call, not a recording.
Your browser will ask for microphone access. Nothing is stored from this demo.
Try asking her
- “Do you have anything on Thursday afternoon?”
- “What are your opening hours, and where are you located?”
- “I need to move my Tuesday appointment to next week.”
- “Do you accept my insurance?”
- “Can I speak to someone from the sales team?”
On a real line, she also
- Picks up in under 2 seconds, every time
- Books, reschedules and cancels in your calendar
- Answers from your own knowledge base, not the open internet
- Quotes a job live on the call when the quoting agent is wired in
- Warm-transfers to a person when she should
- Leaves a recording, a transcript and a summary of every call
Questions, answered
Can each service have its own intake script?
Yes. The agent works out the reason for the call from what the caller says, then runs the flow built for that reason, with its own questions and its own routing.
Which CRMs can intake answers go into?
HubSpot, Salesforce, GoHighLevel, Pipedrive and Zoho CRM, among others, plus anything with an API or webhooks.
Does the agent give legal or medical advice?
No. It collects facts and routes them. Anything that needs judgment goes to your people, under the handoff rules you define.
Can it take intake in other languages?
Yes, 30+ languages from the same knowledge base. Your team still receives the record in the format you set.
Is AI intake safe for healthcare and legal calls?
Yes. Calls are encrypted with TLS 1.2+ in transit and AES-256 at rest, data stays in the United States, recordings are kept 30 days and transcripts 12 months, with shorter windows on request. A Business Associate Agreement is available for healthcare buyers.
How much does AI intake cost?
Every build is scoped and quoted in writing after a discovery call, before any work starts: a one-time build fee, then a monthly operating fee that covers hosting, telephony, monitoring and continuous improvement.
Map your intake flow
Thirty minutes with someone who builds these every day. Bring your call volume and your systems; we tell you what we would build and quote it in writing.
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