Add phone calls to your Bot Team
The next step once your team is running: answer the calls, or ring what is owed.
How to get this live in your business
Your Bot Team drafts the quotes, the invoices and the reminders. Two jobs are still yours: the phone that rings while you are on a roof, and the calls to customers who have not paid. Both can join the team as one more step, on the same job number, without changing the bots you already run.
In short
- Before Quote Desk
- A bot answers your line, books the job into ServiceM8 or Simpro during the call, and Quote Desk picks it up.
- After Chase List
- A bot rings the overdue invoices off your live Xero and writes the promise to pay back on the invoice.
- What it costs
- Answering: Front Desk, $119 a month. Ringing: Get Paid, $199 a month. Flat, no call caps.
- Start here first
- No Bot Team yet? Set one up without the phone, then come back.
Take the spec to Claude, ChatGPT or Copilot. The sentence to paste is one click away.
1. Add the phone when it is where money leaks
If you have not run a Bot Team yet, start with how to set up a Bot Team. It has no phone in it on purpose: drafting bots are quick to set up and easy to check, and a call is a bigger step. Come back here when one of these is true:
- Calls you miss after hours or on the tools turn into jobs for someone else.
- The morning list of who owes is right, but nobody has time to ring it.
2. Answer the calls and book the job
Front Deskanswers on your own number, all day or only out of hours. It takes the caller’s name, address and fault, and writes the job into ServiceM8 or Simpro before they hang up. That booking is the same job.created your Quote Desk already wakes on, so the quote is drafted by the time you look.
In the Bot Team directory, After-Hours Desk and Roof Desk are the bots on this step. Their phone side runs on Front Desk, and the bot asks for your Office Voice key the first time. Hear our voice agent first.
3. Ring what is owed
Get Paid takes the list Chase List already writes and rings it. It reads the balance off your live Xero at dial time, so nobody is chased for an invoice paid this morning, sends the payment link on the call, and writes the promise-to-pay date back on the invoice.
Chase Desk is the directory bot on this step. With Get Paid, its key can queue calls; without it, it records promises you take yourself. How Get Paid works.
4. What it costs
| Plan | Price | Calls |
|---|---|---|
| Bot Starter | $19 a month | None today: reads and drafts. Coming: five test calls a month to your own number. |
| Front Desk | $119 a month | Answers your line, no call caps. Includes Bot Starter. |
| Get Paid | $199 a month | Rings overdue invoices, no call caps. Includes Bot Starter. |
Prices are flat and ex GST. Moving up replaces Bot Starter, so you never pay for both.
5. The rules every call keeps
- The number is checked against the Do Not Call Register, and the call is placed inside calling hours.
- The agent says it is an automated assistant before anything else.
- Every call is logged against the job or the invoice it was about.
- Hardship, disputes and anything it is unsure of go to a named person. The bot never argues.
- Nothing is sent, approved or paid without a person, same as the rest of the team.
6. Questions
Do I need phone calls for a Bot Team?
No. A first team drafts quotes, invoices and reminders with no phone at all. Add calls when missed calls or slow payers are where the money leaks, and only once the first team is running.
Can Bot Starter make calls?
Not yet. A Bot Starter key reads your systems and writes drafts and notes; it never calls a customer. Coming to Bot Starter: five test calls a month to your own number, so you can hear a call before you pay for any. Answering your line is Front Desk, and ringing customers is Get Paid.
Does adding the phone change the bots I already run?
No. The phone step writes the same job record with the same job id. Front Desk's booking is the job Quote Desk already wakes on, and the calls pick up the list Chase List already writes.
What stops a bot ringing the wrong person?
Every call is checked first: the number against the Do Not Call Register, the time against calling hours, and the balance read at dial time. The agent says it is an automated assistant before anything else, every call is logged, and hardship or a dispute goes to a named person.
Put your team on the phone
Hear the agent first, or tell us which calls you lose and we connect the phone step to the team you already run.