Welcome! Let's Build Your AI Agent

Please complete this form to the best of your ability so we can build your AI Agent to the best of our ability! We want to learn how you communicate with customers.

This will take about 20-30 minutes. Answer these questions in your own words—the way YOU would actually say it when talking to a customer. Think of this as teaching someone new on your team exactly how to talk to your customers.

There are no wrong answers! We want your natural voice and style.

FIRST IMPRESSIONS

When someone calls your business, what do you typically say to greet them?

Write it exactly as you'd say it on the phone. Be yourself! Example: "Hi! 👋 Thanks for reaching out to Mike's HVAC. What can I help you with today?"

If someone texts your business for the first time, how do you usually respond?

Write your typical first text message: Example: "Hi! 👋 Thanks for reaching out to Mike's HVAC. What can I help you with today?"

What should the AI introduce itself as?

⚪ Just the business name: "You've reached [Business Name]"

⚪ Business name + AI name: "Hi, this is [Name] with [Business Name]"

⚪ Conversational: "Hey! You've reached [Business Name], I'm [Name], your virtual assistant"

⚪ Other (please describe below)

If "Other" or if you want to specify the AI's name

COMMON SCENARIOS

Now we're going to give you some common situations. Just write exactly what YOU would say if a customer said this to you. Use your natural language and style.

Customer says: "How much do you charge?"

What would YOU say? Write it word-for-word: Example: "Great question! Our pricing depends on what you're looking for. For a basic deep clean, we start at $150 for up to 1,500 sq ft. Can I ask what type of cleaning you need?"

Customer says: "Are you available this Saturday?"

How do YOU typically respond? Example: "Let me check our schedule real quick... yes, we have openings on Saturday! Morning or afternoon work better for you?"

Customer asks about a service you DON'T offer.

What do you say to redirect them? Example: "We don't do commercial properties, but I can definitely refer you to ABC Cleaning—they specialize in that. Want their number?"

Customer says: "That's too expensive."

How do you handle this objection? Example: "I totally get it! Just so you know, our pricing includes [X, Y, Z], which a lot of cheaper companies don't offer. But I'm happy to work with your budget—what range were you thinking?"

Customer says: "I'll think about it and call you back."

What do you say to keep them engaged without being pushy? Example: "No problem at all! Can I grab your name and number? I'll send you a quick text with our info, and if you have any questions, just reply and I'll help you out."

QUALIFYING LEADS

Before you book an appointment or give a quote, what questions do you ALWAYS ask? (Insert all of the questions in the field below)

Are there any answers that would make you NOT want to work with someone?

For example: outside your service area, budget too low, asking for services you don't offer, etc. Example: "If they're outside our 20-mile service radius, we can't help them. Also, if they only want exterior window cleaning—we don't offer that."

HANDLING OBJECTIONS

What are the top 3 objections or concerns people bring up when talking to you?

For each objection above, write EXACTLY how you respond:

BOOKING & CLOSING

When you're ready to book an appointment, what do you say?

Write the exact words you use to transition into booking: Example: "Perfect! Let's get you on the schedule. What day works best for you, and do you prefer mornings or afternoons?"

After booking, what do you tell the customer will happen next?

What reassurance or next steps do you give them? Example: "You're all set! You'll get a text confirmation with the date, time, and a reminder 24 hours before. If anything changes, just text me back. Sound good?"

If someone isn't ready to book yet, what do you say to end the call/text on a positive note?

Your soft close or friendly exit: Example: "No worries! I'll send you a quick text with all our info. If you have any questions or want to book, just reply anytime. We're here to help!"

YOUR COMMUNICATION STYLE

If your business was a person at a party, how would they act?

⚪ The professional networker (polished, formal, buttoned-up)

⚪ The friendly neighbor (warm, casual, uses "y'all" or "folks")

⚪ The energetic salesperson (enthusiastic, lots of exclamation points!)

⚪ The calm expert (confident, reassuring, no-nonsense)

⚪ The relatable friend (uses humor, emojis, very conversational)

Which of these sounds MOST like how YOU talk to customers?

Option A (Formal): "Thank you for contacting our office. I'd be happy to assist you with scheduling a consultation. May I have your name and preferred date?"

Option B (Friendly Professional): "Thanks so much for reaching out! I'd love to help you get scheduled. What's your name, and when were you thinking?"

Option C (Super Casual): "Hey! Awesome, let's get you booked. What's your name and when do you want to come in?"

What words or phrases do you use ALL THE TIME when talking to customers?

These are your "signature phrases"—things you say constantly:

Phrase 1: [Text field]

Phrase 2: [Text field]

Phrase 3: [Text field]

Phrase 4: [Text field]

Phrase 5: [Text field]

Examples: "Absolutely", "No problem", "You're all set", "Let me check on that for you", "Does that make sense?", "Perfect!", "I got you"

Are there any words or phrases you NEVER use (or hate hearing)?

Maybe you don't like certain industry jargon, or there are words that don't fit your brand: Example: "We don't say 'cheap'—we say 'budget-friendly'. We don't say 'sign up'—we say 'get started'. We never use industry jargon like 'SOP' or 'KPI' with customers."

How much small talk do you typically do before getting to business?

⚪ Jump straight to business ("How can I help you?")

⚪ Brief pleasantry, then business ("How's your day going? Awesome! So what can I help you with?")

⚪ Moderate chitchat if customer seems chatty ("Oh you're in [city]? I love it there! So what brings you in today?")

⚪ Match the customer's energy (if they're chatty, I chat; if rushed, I get to it)

SPECIFIC PHRASING

When you need to confirm information with a customer, how do you phrase it?

How do you double-check details like appointment times, addresses, spelling of names? Example: "Okay, so I've got you down for Tuesday the 15th at 2pm at 123 Main Street. Is that all correct?"

If you need to put someone on hold or transfer them to someone else, what do you say?

Example: "Let me connect you with our manager real quick—give me just one second, okay?"

If someone asks a question you don't know the answer to, what do you say?

Example: "You know what, that's a great question and I want to make sure I give you the right answer. Let me have my manager give you a call back within the hour. What's the best number to reach you?"

How do you end phone calls?

Your typical sign-off: Example: "Perfect! You're all set. If anything comes up, just give us a call. Have a great day!"

EMERGENCY & SPECIAL SITUATIONS

Are there certain situations where calls should ALWAYS go to a human immediately?

For example: if someone says "emergency", certain keywords, VIP customers, etc. Example: "If someone says 'emergency', 'urgent', or 'ASAP', transfer immediately. Also if they mention they're a current client with an issue, transfer to me."

If someone is angry or upset, how do you de-escalate?

What's your approach to calming down a frustrated customer? Example: "I'm really sorry you're dealing with this. Let me get you over to my manager right now so we can get this sorted out for you as quickly as possible, okay?"

What should the AI say when someone calls or texts after hours?

Your after-hours message: Example: "Hey! Thanks for calling. We're closed right now, but we're open Monday through Friday, 9am to 6pm. I can take your info and have someone call you first thing tomorrow, or you can text this number anytime and we'll get back to you. What works better?"

RAPID-FIRE SCENARIOS

Quick ones! Just write what you'd say:

Customer: "Do you have any reviews or testimonials?"

Customer: "Can I get a discount?"

Customer: "What makes you different from other companies?"

Customer: "Can I reschedule my appointment?"

Customer: "Do I need to be home during the appointment?"

Customer: "What's your cancellation policy?"

Customer: "Are you licensed and insured?"

Customer: "Can I get a quote over the phone, or do you need to come out?"

Is there anything else we should know about how you communicate with customers?

Any quirks, special approaches, things that are important to your brand voice?