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HVAC & generator company, NJ

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An AI receptionist that picks up every call

Answers every call, collects the job details, routes urgent calls to a person, and emails a summary.

The problem

Where the time was going.

Calls came in while the crew was on job sites. Voicemails piled up and some leads never called back.

Hiring a full-time receptionist did not make sense for the call volume, but every missed call was a missed job.

What we built

The fix.

An AI phone receptionist, named Ava, built on Twilio and the OpenAI Realtime API. She answers every call, asks the questions a dispatcher would ask, and collects the name, address, and what is going on.

Urgent calls get routed to a real person. Everything else ends with a summary email to the office so nothing has to be transcribed from voicemail.

Results

What changed.

1,000+calls answered so far

No more voicemail backlog. Every lead gets a callback with the details already written down.

How it works

Stack and approach, in plain language.

  • Twilio Voice
  • OpenAI Realtime API
  • Node.js
  • Email summaries after every call
  1. Twilio receives the call and streams the audio to the OpenAI Realtime API, which listens and talks back in real time.
  2. Ava follows a script written with the office: greet, collect the job details, check for emergencies, confirm the callback number.
  3. When a call is urgent she transfers it to the on-call person. Otherwise the call ends and a summary email lands in the office inbox within seconds.

Next step

Got a similar problem?

Thirty minutes, no cost, no pitch deck. Tell us what is eating your time and we will tell you what we would build.

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