Case study
Bespoke AI Receptionist
Every call reaches the right team.
AI voice Intelligent routing Photo upload by text Out-of-hours cover
Designed and developed by WebDevBuilders
Built for WebDevBuilders.
Designed to work for any team.
Every call is answered, understood and turned into something the right person can act on.
The challenge
Every call went to whoever was nearest the phone.
WebDevBuilders covers four distinct areas: sales and marketing, websites, software and IT support.
Calls interrupted the team, often reached the wrong person and went to voicemail outside office hours. A vague message such as “the website is broken” still required another call before anybody could begin helping.
Screenshots were chased later by email, and a genuine outage could look exactly like a routine request until somebody called back.
The wrong person answered
A website, software or IT issue could interrupt somebody with no connection to that area.
The detail was incomplete
Short messages lacked the system, symptoms, error information and business impact needed to respond.
Urgency was hidden
Without structured questions, a critical outage could sit beside an ordinary callback request.
What we built
One conversation. Five intelligent routes.
The AI receptionist answers day and night, understands why the person is calling and follows the route built for the team that will handle it. It asks one question at a time and finishes with a verified callback number.
Sales &
marketing
Captures the project, timescale, budget and essential enquiry details.
Websites
Identifies the website, what changed, what is wrong and the visible error.
Software
Records the system, event, error message and number of users affected.
IT support
Establishes what stopped working, when it began and whether work has stopped.
Take a
message
Creates a clear callback request when the call falls outside a specialist route.
Evidence while they talk
A screenshot arrives before the call ends.
When a picture would help, the caller receives a text with a secure upload link during the conversation.
The mobile page guides them through sending the right screenshots without installing an app or creating an account. The resulting images stay connected to the same ticket as the call summary.
If work has stopped, the receptionist marks the call as urgent and immediately texts the person on call.
A complete ticket
The team receives the whole story.
After the call, an email ticket reaches the correct team with the caller’s details, a concise summary, every answer collected and links to the screenshots, recording and transcript. Nobody has to call back simply to discover what happened.
One ticket / correct team / complete context
Built to be trusted
Helpful without pretending to be human.
Transparent by design
The receptionist says it is automated when asked and never tries to misrepresent what it is.
No invented promises
It does not give prices, timelines or technical fixes. It gathers the facts and lets the right person respond.
EU-hosted call data
The voice platform runs on our own EU server, where recordings and transcripts remain under our control.
A natural, focused conversation
It asks one question at a time, verifies the callback number and keeps the conversation moving.
The result
Calls arrive ready for action.
The receptionist provides consistent cover beyond normal office hours, routes each enquiry to the relevant team and captures the information required to start work. Urgent issues are escalated immediately, while screenshots replace vague descriptions with visible evidence.
Day-and-night cover
Callers can explain what they need during office hours, evenings and weekends.
The right team first
Each call follows a specialist route and arrives tagged for the people who can act.
Urgent means urgent
When work has stopped, the on-call person is alerted within seconds rather than the next morning.
Evidence, not guesswork
The team can work from screenshots, a recording and a transcript instead of a vague description.
Technology used
Answer every call
What could your team do with every call already understood?
The same approach can support installers, property managers, aftercare teams and any business where calls need to reach different people—and a picture can save a visit.
