AI follow-up & booking

Every lead followed up. The good ones booked.

An AI assistant texts every new lead, asks what they need, books a short call on your calendar and hands the conversation to a person.

Book a free 30-min call See how it works
New lead · 2:14 PMExample

Sound familiar?

Leads come in faster than anyone can call.

  • The first reply takes hours.

    By the time a setter gets to the lead, they have already talked to someone else.

  • One call, then nothing.

    No answer on the first try, and the lead quietly drops off the list.

  • Booked calls get missed.

    Nobody reminded them, so the five-minute call turns into voicemail.

The conversation

Texts that sound like your office, not a robot.

A new lead gets a first text written for the service they asked about: a homeowner who asked about hard water hears about hard water, not a generic "thanks for reaching out". The assistant asks a couple of your questions, offers a few open times, and books a short call on your calendar.

Then it steps aside. A person takes the call with everything the lead said already on the record, and the assistant stops texting that lead.

We write every message with you, in your words, and you approve them before a real customer sees one.

AI text · new leadExample

Today · 2:14 PM

Hi Dana, it's ClearFlow Water. Saw your question about hard water. Spots on the dishes, or more than that?

Spots and the shower glass is awful

That's usually hardness. A quick 5-minute call is the easiest next step. Tomorrow at 10:30 or 3:30?

3:30

Booked for 3:30 tomorrow. Mike from our team will call you then.

Handed to Mike · AI stops texting

Follow-up that keeps going, and knows when to stop.

Most leads don't answer the first text. The assistant tries again a couple of hours later and then once a day for a few days, and the moment the lead replies, books, buys or says no, it stops.

Workflow
  1. WhenNew lead · any source
  2. ThenText for that service
  3. If / elseReplied?
  1. Yes ThenAI asks and offers times
  2. ResultCall booked · person takes over
  1. No ThenAgain in 2 hours, then daily
  2. ResultStops on reply, booking or STOP

Honest about it

What the AI does, and what it doesn't.

AI is good at the first five minutes of a conversation, any hour, with every lead. It is not your best salesperson, and we don't set it up to pretend to be.

It does

  • Texts every new lead in seconds, during your hours
  • Opens with the service they asked about
  • Asks your questions: address, timing, what is going on
  • Offers open times and books a short call or visit
  • Hands the conversation to a person, with notes
  • Stops the moment someone books, buys, says no or texts STOP

It doesn't

  • Close the sale or negotiate price
  • Promise anything you haven’t approved
  • Text outside the hours you set
  • Keep going after someone asks to stop

One switch stops everything.

STOP means stop

A STOP reply ends the texts. A do-not-contact flag, from a call outcome or a tag, also turns the AI off for that person and takes them out of every follow-up.

Your hours, not the AI's

The assistant only texts during the hours you set. Overnight leads hear from you in the morning, or get a short after-hours reply if you prefer.

It stops when it's done

Booked, sold or lost, the assistant stops texting that lead, so nobody gets a "still interested?" after they've already signed.

What we set up.

  • AI texting for new leads

    A first text written for the service they asked about, sent the moment they come in.

  • Booking on your calendar

    The assistant offers open times and books a short call, then hands the lead to a person.

  • Facebook and Instagram messages

    Answered, qualified with your questions, and booked, without waiting for the office.

  • Reminders that get people there

    A confirmation, then reminders before the call or visit, with alerts for your rep.

  • Follow-up that knows when to stop

    It keeps going until they reply, book or say no, and stops the moment they do.

  • Call cadences for setters

    Every unanswered call moves the lead one step, so setters always know who to call next.

Facebook and Instagram

Messages from your ads, answered at 9 PM.

People who see your ads often message instead of filling out a form, and usually in the evening. The assistant answers the common questions you approve, asks for the project details, the address and a phone number, and books a call.

The lead lands in your pipeline marked for a person to take over, and your team gets a task and an alert. Spam and "not interested" get the assistant switched off and the conversation archived, so your inbox stays clean.

Facebook messageExample

Messenger · 8:52 PM

Are your water tests free?

Yes, the test is free. What's the address, and a good number for a quick call?

214 Oak St, 760-555-0144

Thanks! Want a call tomorrow morning or afternoon?

Morning

You're set for 9:30 AM. Someone from our team will call you then.

Booked is good. Showed up is better.

Example

Every booked call gets a confirmation and reminders on the way, and your rep hears about it too, so nobody is surprised at 3:30.

  1. BookedConfirmation text and emailRep alerted
  2. Day beforeReminder email
  3. 1 hourReminder textRep alerted
  4. 5 minutesA last heads-up textRep alerted

Home visits get their own reminders, and the rep gets an outcome form a minute before. If someone doesn't show, the follow-up depends on what the rep logs: a reschedule text and a task, or a few texts over the next week.

For teams with setters: who to call next.

Example

Some leads need a phone call. Every unanswered call moves the lead one step through a set number of attempts, a long run of misses parks it, and any reply or call back resets the count. Setters open their list and the next call is already at the top.

  1. 1No answer
  2. 2No answer
  3. 3No answer
  4. 4Replied · reset
  5. 5
  6. 6
  7. 7
  8. 8
  9. 9
  10. 10

Call outcomes route themselves: a callback request becomes a task, no answer sends a text, and a do-not-call result stops everything.

How it works

From slow callbacks to booked calls.

About 10 days for most setups. Bigger custom builds take 4 to 8 weeks.

  1. Talk to Trent and Jared

    A free 30-minute call. We look at how fast leads hear back today and what happens after the first try.

  2. We write it with you

    The openers, the questions, the hours, when it hands off and when it stops, in your words, tested on our own phones first.

  3. We watch the first conversations

    We read the first real conversations with you and adjust anything that sounds off.

What you get, and when

  1. Week 1Write the conversations
    • Openers for each service you offer
    • The questions it asks and the hours it works
    • When it hands off, and to whom
  2. Week 2Turn it on
    • Calendar booking and reminders
    • Facebook and Instagram messages, if you use them
    • Stop rules and the do-not-contact switch, tested
  3. Month 1 and afterRead and tune
    • The first real conversations, read together
    • Wording fixes when something sounds off
    • Call cadences for setters, if you have them

Three ways to follow up.

  • First reply Setters calling a list: When a setter gets to it A chatbot on your website: Only if they open your website Clutch City: A text in seconds, where they already are
  • After no answer Setters calling a list: Maybe one more call A chatbot on your website: Nothing Clutch City: Texts on a schedule, plus a call cadence for setters
  • Booking Setters calling a list: By phone, if they pick up A chatbot on your website: A link to a form Clutch City: A time on your calendar, offered in the conversation
  • Handing off Setters calling a list: Notes in someone's head A chatbot on your website: An email transcript Clutch City: A person takes over with everything written down
  • Stopping Setters calling a list: When someone remembers A chatbot on your website: Never needed to start Clutch City: On reply, booking, no, STOP or do-not-contact

What we've built

Built for real businesses, running today.

  • For a home services company

    AI texting that books a five-minute call

    The problem
    New leads waited for a setter, and the slow ones went cold.
    What we built
    An AI texting assistant with an opener for each service, active during set hours. It books a short discovery call on the calendar, follows up if there is no reply, and stops the moment a lead books, wins or is lost.
    What changed
    Setters spend their time on people who said yes, and nobody gets a text after they have already booked.

  • For a turf installer

    Facebook and Instagram messages, answered

    The problem
    Messages from ads sat unread while the crew was installing.
    What we built
    An AI assistant answers, asks for project size, address, timeline and phone number, offers a discovery call, and hands the lead to a person. Junk messages get the assistant turned off.
    What changed
    Message leads arrive qualified and booked, and a person takes it from there. It gathers details; it does not close the sale.
See 4 more examples

  • For a solar installer

    Six days of texts that sound like a person

    The problem
    Ad leads got one call and then nothing, especially after hours.
    What we built
    The first text goes out the moment the lead arrives, with a different one after hours, then a photo of their roof asking "is this your home?". One more text each day for six days, stopping the moment they reply.
    What changed
    Every ad lead hears from the company the same day, and a reply sends it straight to a rep.

  • For a home services company

    Reminders that keep the five-minute call

    The problem
    Short discovery calls were booked and then forgotten by both sides.
    What we built
    Each booked call gets a confirmation, an email the day before, a text an hour before and another five minutes before, and the rep gets an alert at each step. Home visits get their own reminders and an outcome form for the rep.
    What changed
    Customers and reps both show up knowing what the call is about.

  • For a solar installer

    A no-show gets a plan, not a shrug

    The problem
    Missed appointments were written off, and nobody tried to rebook them.
    What we built
    An hour after a no-show, the homeowner either gets a short series of texts and an email over six days, or a reschedule text and a task for the team, depending on what the rep logged.
    What changed
    Missed appointments get a second chance on the calendar instead of going cold.

  • For a solar installer

    A call cadence that knows when to stop

    The problem
    Setters called the same no-answer numbers forever, or forgot them.
    What we built
    Each unanswered call moves the lead one step through a set number of contact attempts. A long run of misses parks it, any reply resets the count, and a do-not-contact result stops everything, AI included.
    What changed
    Setters always know who to call next, and nobody is called after they ask to stop.

Want this running for your business?

30 minutes with Trent and Jared. We'll look at how leads reach you today and tell you honestly what we'd change.

Book a free 30-min call

Not ready? Join the next free webinar

Read the blog

Want this running for your business?

30 minutes with Trent and Jared. We'll look at how leads reach you today and tell you honestly what we'd change.

Book a free 30-min call

Not ready? Join the next free webinar

Questions

Questions owners ask

Does the AI pretend to be a person?

You decide how it introduces itself, and we write the wording with you. We recommend it answers honestly if someone asks. Its job is to gather the details and book the first conversation; a person takes it from there.

Does it close sales?

No, and we don't set it up to try. It answers questions, asks yours, offers times and books a short call or visit. Your team does the selling, with everything the lead said already written down.

When does it text people?

Only during the hours you set, such as 8 AM to 8 PM. A lead that comes in overnight gets its first text in the morning, or a short after-hours reply if you prefer.

What if someone asks something it can't answer?

It says a person will follow up and hands the conversation to your team with an alert. You choose what it can talk about, such as a typical price range, and what always goes to a person.

What stops it?

Booking, buying, saying no or replying STOP. A do-not-contact flag, from a call outcome or a tag, turns the assistant off for that person, stops every text and email, and takes them out of every follow-up.

Does it work on Facebook and Instagram messages?

Yes. Messages from your Facebook page and Instagram account can be answered the same way: a few questions, a booked call, and a handoff to a person.

How much does it cost?

Every build is different, so after the call you get a written quote before anything starts. No surprises. On a tight budget? We start with the piece that'll make the biggest difference and build from there.