TradeFlo
Inquiry handling
Call answering, missed call text back and quote follow-up
From the first ring to the review.
Calls come in while your team is on site, after hours and between jobs. We set up one system that answers them, books the work, follows up your quotes and asks for the review.
On a working day
Where jobs slip away
The phones ring while your team is on site and the office is on another call. A caller gets no answer and tries the next firm. An evening call waits until morning. A quote you priced carefully goes quiet because nobody had time to chase it. A job finished well never turns into a review. Each one is small. Together they are work you paid to win and then lost.
One system, four parts
Answered, booked, followed up, reviewed
Missed calls answered
When nobody can pick up, the caller gets a text straight away asking for the job and the place, so the inquiry stays with you.
See how it works
Calls taken and booked
An AI receptionist answers when the office cannot, takes the details, books a visit into your diary and sends the office a note.
See how it works
Quotes followed up
Every quote you send gets polite reminders on a schedule you set, and they stop the moment the client replies or says no.
See how it works
Reviews after the job
When a job is signed off, the client gets a simple review request, and replies to reviews wait for your approval first.
See how it works
Missed calls
Missed calls answered by text
A caller who reaches voicemail can simply ring the next name. When a call goes unanswered, the system sends a text from your business number. It thanks them, asks what the job is and where, and invites a photo. The reply lands in the inbox your office already watches, so whoever is free rings back with the details in front of them.
- Sent from your business number
- Asks for the job, the place and a photo
- Replies land in the office inbox
- Your business: Sorry we missed your call. Our team is out on site. What do you need done, and where? A photo helps.
- Caller: No hot water since this morning. Apartment block in town, top floor.
- Caller: Photo of the cylinder attached. A call after lunch suits.
- Your business: Thanks. The office will ring you after lunch.
Calls and bookings
Calls taken and booked, day or night
When the office is busy or closed, an AI receptionist answers in your firm's name. It takes the caller's details, asks the questions your office would ask and offers a visit from the slots you open. Anything urgent or unusual goes straight to a person on your list. The office starts the day with call notes and bookings already in the diary.
- Answers in your firm's name
- Books only the slots you open
- Passes urgent calls to a named person
| Slot | Mon | Tue | Wed | Thu | Fri |
|---|---|---|---|---|---|
| Morning | Booked | Free | New bookingRoof survey, terrace on Main Street | Booked | Free |
| Afternoon | Booked | Booked | Free | Free | Booked |
Booked by the receptionist after hours. Call note attached.
Quotes
Quotes followed up until they get an answer
A large quote takes real time to price and is easy to lose in a client's inbox. Once it is sent, the system follows up on the schedule you choose, in your words. Each reminder is short and polite. It stops when the client replies, accepts or says no, and the office sees which quotes are still open and which need a call.
- Your schedule and your wording
- Stops when the client answers
- Open quotes listed for the office
- Labour and materials
- Testing and certificate on completion
- Making good after the rewire
- SentQuote emailed to the client
- A few days onA short check-in on the quote
- The week afterAn offer to talk it through by phone
- Client repliesWants to start after the holidays. Reminders stop.
Reviews
Reviews asked for when the job is done
The best time to ask for a review is when the client has just seen the finished work. When the office marks a job complete, the client gets a short message with a direct link to your Google profile. New reviews come to the office, and a drafted reply waits for your approval before anything is posted.
- Sent when a job is marked done
- A direct link to your Google profile
- Replies posted only after you approve
Bathroom finished neatly and on the day we agreed. The crew left the house spotless.
Thank you. It was a pleasure doing the bathroom, and we're glad the clean-up was noticed. Enjoy the new room.
Approve and postEditFrom conversation to setup
How we put it in place
Walk through
We map how inquiries, quotes and finished jobs move today.
You get: a map of where inquiries slip.
Set the rules
You set the wording, hours, open slots and urgent contacts.
You get: written rules for you to sign off.
Test it
We test every part on your own numbers and inbox first.
You get: every message, approved by you.
Go live
Once you approve, it goes live and we tune it with you.
You get: every call and text logged.
Before anything goes live
What it does, and what you decide
Does by itself. Texts back missed calls, answers when the office cannot, books the slots you open, follows up quotes and asks for reviews.
Drafts for your approval. Replies to reviews, and any new wording before it goes live.
Always hands to a person. Urgent or unusual calls, and anyone who asks for a person, go to the people you name.
Kept for each call or text. Each call and text is logged in your own system: who got in touch, when, what they asked, and what was booked, sent or passed to a person. Call recordings only if you switch them on.
What you own. Your phone numbers, client details, messages and reviews belong to your business and are never used for anyone else. If you leave, we export your records. Our templates and connected systems stay ours, provided while your account is active and in good standing.
This week's report
Aim: no inquiry left without an answer.
What changed
- Missed calls were answered by text and the replies passed to the office.
- Open quotes received their scheduled reminders.
Why
- A quote with no follow-up is easy for a client to forget.
Next
- Add the new bathroom service to the receptionist's questions, once you approve the wording.How we will know: the receptionist asks about bathrooms on the next relevant call.
- Review the after-hours wording with the office.
Not read this week: Diary bookings. The diary connection dropped mid-week, so we say so.
Keeping you informed
What you see each week
A short note lists the calls answered by text, the calls taken by the receptionist, the bookings made, the quotes still open and the reviews waiting for a reply. Where a source could not be read that week, the note says so.
Questions
Questions about inquiry handling
What is missed call text back?
When you cannot pick up, the caller gets a text asking what the job is, so the inquiry reaches your office instead of the next firm on their list.
Do we need a new phone number?
No. We work with the number people already ring. Where a text has to come from that number, we check your provider supports it before we start.
Will callers know they are talking to an AI receptionist?
Yes. It says so, speaks plainly, uses your firm's name and asks the questions your office asks. Callers can ask for a person at any time, and urgent calls go to the person you name.
Can we start with only some of the parts?
Yes. Each part can be switched on or off. Start with the parts that matter most to your office and add the rest later.
Does this replace our office staff?
No. It handles the calls and follow-ups that slip through when everyone is busy, so the office spends its time on clients who are ready to book.
Can it act without our approval?
Only inside the rules you sign off. It sends the texts, reminders and review requests you approved and books only the slots you open. Review replies and new wording wait for you.
How do we see what it did?
Each call and text is logged in your own system: who got in touch, when, what they asked, and what was booked, sent or passed to a person. A short note each week lists the calls, bookings, open quotes and reviews.
The rest of the work
Other services for your business
Your next step
Show us how inquiries reach you today.
Start with the free workflow review. We map how calls, quotes and finished jobs reach your office, and the map is yours to keep whether or not you go ahead.