Start free, measure the problem, then add software only where it pays.
Export two to four weeks of call logs from your carrier, VoIP system or cell. Build a small sheet with: date/time, answered (Y/N), business hours vs after hours, did they call back, did they book. That gives you a baseline. Most VoIP systems (RingCentral, Nextiva, Dialpad, Grasshopper and the like) let you export a CSV of call history; on a plain cell phone you may need your carrier's online account.
Template: "You've reached [Company]. We're on a job right now. Leave your name, address and what's going on, and we'll call you back by [time]. If water is actively leaking or you smell gas, [your emergency instruction]." Keep it under 20 seconds.
Forward on no-answer or busy to a partner, office manager, answering service or AI receptionist. Most US carriers support it, often with a short star code. Your carrier's support page will have the exact code. Office systems set it in the admin settings. This is how every AI receptionist we cover connects: you keep your number and forward what you don't pick up.
An automatic text right after a missed call ("Sorry we missed you, this is [Company]. What can we help with?") keeps a caller from dialing the next shop. Jobber's Receptionist says it can text back callers who hang up; OrangeChat includes 100–2,000 instant SMS replies a month depending on plan. Compare options in our missed-call text-back guide. US business texting generally requires 10DLC registration, which most platforms handle for you.
| Decide | Example answer |
|---|---|
| What counts as an emergency | Active leak, no heat below freezing, sparking, sewage backup |
| After-hours fee | $X trip fee, quoted only if you approve |
| Who's on call | Rotation by week, with backup |
| Callback promise | Emergencies within 15 min; everything else next business morning |
Block two short windows a day (e.g. 11:30 and 4:30) to return every message, and call back emergencies immediately. Speed matters more than polish.
Jobber includes online booking on every plan, starting with Core ($29/mo annual). Housecall Pro includes online booking from Basic ($59/mo annual). Workiz and Service Fusion offer it too. Web visitors who can book don't need to call. See scheduling software for small HVAC shops and Jobber vs Housecall Pro.
AI receptionists answer when you can't, take name, number, address and issue, flag emergencies, and send you the lead. Prices below are published plans.
| Tool | Plans (monthly)* | What's included* | Overage* | Trial* | Contract* |
|---|---|---|---|---|---|
| Wakeman | After Hours $149 · Front Desk $349 · Dispatch $829 | 300 / 750 / 2,000 minutes | 59¢ / 39¢ / 29¢ per minute; spam not billed; you set a spend limit | 14 days or 500 min, no card | None; cancel online; 1st-month refund within 30 days |
| OnCrew | Starter $49 · Pro $149 · Multi-Truck $349 | 100 / 400 / 1,000 answered calls | $0.99 per extra call; alert texts $0.05 past allowance | 14 days, no card | Month to month; 30-day money-back |
| Jobholler | Starter $85 · Core $149 · Pro $399 | Flat price; call length doesn't change it | None published | 3 days (terms at checkout) | Cancel from Account → Billing |
| OrangeChat | Starter $49 · Growth $149 · Pro $299 | 250 / 1,100 / 2,300 voice minutes + SMS & chat allowances | Not published on pricing page | 14 days, no card | Not stated |
| Jobber Receptionist | $29/mo add-on (included on Jobber Plus) | Calls & texts; books into Jobber | See Jobber (its pages differ) | Jobber 14-day trial | Follows your Jobber plan |
*From each vendor's pricing page, checked October 16, 2026. Prices change; confirm before buying.
Trade guides: plumbers · roofers · electricians · HVAC.
Every Monday: missed calls last week, % called back within your promise, % booked. Change one thing at a time.
| Week | Do this | Cost |
|---|---|---|
| 1 | Export call log; rewrite greeting; write after-hours rules | Free |
| 2 | Turn on conditional forwarding to a partner or a trial AI receptionist (OnCrew and Wakeman trials need no card) | Free during trial |
| 3 | Turn on online booking in your field software; add text-back | Often included |
| 4 | Compare week 4 to your week-1 baseline; keep or cancel the trial | $0–$149 if kept |
Rewrite your voicemail greeting and turn on conditional call forwarding. Both take minutes.
Export 2–4 weeks of inbound call history from your carrier or VoIP system and count unanswered calls, split by business hours and after hours.
It's cheap and keeps the conversation going. It doesn't replace answering emergencies, which still need a person or an AI receptionist with on-call alerts.
Yes. Wakeman (14 days or 500 minutes) and OnCrew (14 days) both start without a card; Jobholler offers 3 days (checked October 16, 2026).