AI Receptionist

Every missed call is a customer you didn’t get to help

When the phone rings and no one can pick up — after hours, during the rush, while the team is heads-down — most callers don’t leave a voicemail. They call the next business on the list. A voice AI receptionist answers every call in a natural voice, helps with the routine questions, captures who called and why, and gets the urgent ones to a person.

We build it, tune it to your business, and run it. There is no app for your team to learn.

What it does

Answers every call, 24/7 — nights, weekends, and the moments your team can’t get to the phone.
Handles the routine — your hours, location, services, and the questions you field all day — using only the facts you give it.
Captures every caller as a lead in your CRM: name, what they need, and a callback number, so nothing is lost on a sticky note.
Knows your customers. It recognizes existing clients by their number and files their request the right way — a support case for the people you already serve, a lead for everyone else.
Routes the urgent ones. When a caller needs a person now, it can transfer the call to whoever is on call, or flag the message urgent for an immediate callback.
Knows your calendar — your business hours and holidays — and sets the right expectation for a callback.
Takes a message when it should. If it can’t help or reach anyone, it still captures the details and tells the caller when to expect a reply.

Why ours is different

It’s wired into your business, not a generic script. Callers become follow-ups in your CRM, support cases for existing clients, and live transfers to your team — the handoffs that actually matter.
It runs on infrastructure you own. We build it on your own cloud, on Azure Communication Services and real-time voice models — not a shared black box. No lock-in, and your call data stays yours.
Built and operated by senior engineers. Hat Boy Software is a cloud, security, and AI engineering firm. The people who build it keep it running and tune it as your business changes.
We run it ourselves. The main Hat Boy Software line is answered by this system. Call us and you’re talking to it.

Who it’s for

Any business that lives on the phone and loses money when a call goes unanswered — home-services trades, clinics and practices, studios, agencies, and growing teams whose inbound volume has outgrown the front desk. If a missed call is a missed customer, it pays for itself.

How it works

Your number — a new one, or your existing line forwarded — rings into a real-time voice agent on your cloud tenant. It talks with the caller, checks your systems to recognize existing clients and file leads or support cases, and transfers the call when someone needs a person. We author what it knows from your facts and guardrails, test it on real calls, and operate it for you, adjusting as your hours, services, and team change.

It’s honest about what it is: if a caller asks, it says it’s an AI assistant taking a message for the team. It never quotes prices or makes commitments you didn’t approve.

How we start

We stand up a pilot on your cloud, tune it to your business, and you keep every lead it captures. Engagements are scoped and quoted before work starts, with a simple monthly fee to build and operate it. Ask us for current pricing.