Customer Support and Voice AI
AI receptionist for small business: calls, bookings and handoffs
What an AI receptionist does on a real call, the rules that apply, a sample greeting and a pass/fail checklist to launch one safely.
Outbound
AI Voice Appointment Setter
Outbound calls to your leads that end in a booked appointment on your team's calendar, not just a warm response.
Your team knows it should call every lead, but calls get pushed behind everything else, and leads cool off. This agent works through your list with a short, focused script. It confirms basic fit, offers real open slots from your team's calendar and books the appointment before hanging up. Leads who are not ready get a follow-up on your rules.
- Calls every lead on your list, not just the easy ones
- Books qualified appointments into your team's live calendar
- Logs every call, booked or not, for clean follow-up
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Voice Appointment Setter calls the leads on your list and books them directly into your team's calendar, through cold or warm outreach. It offers real available slots and confirms the booking before hanging up. It does not sell or negotiate terms; its one job is getting a qualified appointment booked.
Why businesses buy it
Leads you paid to generate lose value the longer they wait for a call. Salespeople would rather sell than dial, so prospecting slips and the calendar stays thin. This agent does the dialing and booking, so your team spends its time in meetings that are already confirmed. It never pitches or negotiates, which keeps calls short and predictable. The Scope Card fixes the flows, systems and calling rules before you order, so you know exactly what outreach it will run.
Problems this solves
Sales reps waste hours dialling leads to set meetings
The Appointment Setter calls the leads on your list and books them directly into your team's calendar. Reps spend their time in meetings, not chasing them.
Prospects agree to a call but no time gets booked
The agent offers real available slots from your connected calendar. It confirms the booking before hanging up, so nothing is left as a vague promise.
Meeting setters drift into selling and lose the appointment
This agent has one job: booking a qualified appointment. It does not sell or negotiate terms, which keeps calls short and focused. Your reps then handle the selling in the meeting itself.
Warm and cold lists need different approaches
Separate call flows can handle cold outreach and warm follow-up, within the five-flow limit. Each uses wording you approve. Cold prospects get a short introduction, while warm leads are reminded of their earlier interest and offered a time.
A good fit if
You have a list of leads or prospects you want called proactively to get a meeting booked, rather than waiting for them to call in.
You want a narrow, repeatable outreach script focused on booking, not a full sales pitch or negotiation.
Your team's calendar has live availability that a script could read from and book into directly.
You want every booked appointment, and every call that did not book, logged consistently for follow-up.
Not the right fit if
Callers are booking themselves, calling in rather than being called. See AI Voice Booking Agent, built for inbound, reactive booking.
The call needs to pitch, handle objections and close a sale, not just book a meeting. See AI Voice Sales Agent.
The goal is scoring and routing leads rather than booking them directly. See AI Voice Lead Qualification.
You need a general outbound base for a purpose other than appointment setting, such as reminders. See AI Outbound Calling Agent.
How it works
- The call is placed to a lead on your list, at the calling windows and cadence you set, opening with the framing and disclosure you approved.
- It briefly confirms the lead still fits the criteria for a meeting, without turning the call into a full sales pitch.
- It reads your team's live availability and offers real slots, adjusted to the lead's stated preferences where possible.
- Once a slot is agreed, it books the appointment directly into the calendar and confirms the details back to the lead on the call.
- Leads who are not ready, or who ask to be called back later, are marked with a reason and scheduled for the follow-up rule you set.
- Every attempt is logged with its outcome: booked, not interested, callback requested or no answer, written into your CRM.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A telephony account in your name, such as Twilio, Vonage or Exotel, approved for outbound calling.
- Your lead list source and the criteria a lead should meet before being offered a slot.
- Your team's booking rules: slot length, notice period and which rep or team handles which appointment type.
- Access to the live calendar this line should book into.
- Your calling windows, retry rules and the disclosure wording leads should hear.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One person who can approve the outreach script and booking rules, and sign off the test calls.
- Documented prior consent for every number we call, with your lists scrubbed against applicable do-not-call lists before each campaign. We do not give legal advice, so confirm your calling obligations with your own counsel.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake confirmed and your lead criteria and booking rules agreed.
Weeks 1–2
Outreach and booking flows built against your calendar rules.
Week 3
Calendar, CRM and lead list connected and tested.
Weeks 3–4
Fifty test calls placed, booking real slots, transcripts sent to you.
Week 4
Your review, with two rounds of changes to the outreach script.
Go-live
Live and calling your list, recorded handoff session held, support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- AI Voice Appointment Setter, configured and deployed on one outbound number
- Workflow, prompt and guardrail configuration for up to five call flows, including live transfer
- Connection to up to two agreed systems, typically your calendar and CRM
- A test report from 50 test calls with transcripts
- An admin guide and recorded 60-minute handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- More of your lead list can be worked each week.
- Reps can start more days with meetings already booked.
- Bookings can be confirmed on the call, which helps reduce no-shows.
- Meetings booked per week
- Count meetings the agent creates in the calendar, against what reps booked before launch.
- Meeting show rate
- Compare attended meetings to booked meetings in your CRM, for a month on each side of go-live.
- Leads contacted
- Compare the share of each list that received a call, from CRM activity, before and after.
Before you start: Note how many leads reps call each week and how many meetings they book. Record your current meeting show rate.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is paid one time. Call minutes are billed directly in your own accounts, roughly $0.13 to $0.31 per connected minute all in, covering the voice platform, the AI model and telephony, plus number rental. Outbound appointment setting also uses telephony minutes on unanswered attempts and retries, so total spend tracks dial volume as well as connected minutes.
AI usage during build and testing is billed to your own accounts too, so every provider relationship stays yours.
Ask about running costsCustom requirements
Need lead-scoring logic before the call, or booking rules beyond the Scope Card? Add a note at checkout and you get a written Change Quote, with work starting only once you accept it. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes, updates, a monthly health report and change hours for seasonal outreach adjustments or new rep assignments. It starts after the thirty days of included support and can be cancelled any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An outbound dialer tool charges per seat plus usage | A custom build gets quoted after discovery calls | Ours is one fixed price, shown on this page before you buy |
| Scope | A dialer still needs a human rep to run the booking conversation | An agency agrees scope during the project | Ours runs the full outreach-to-booking call on its own |
| Delivery | A dialer is fast to sign up for but slow to script well | An agency build usually runs several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
| Calendar accuracy | Depends on how well the dialer integrates with your calendar | Depends on what was agreed with the agency | Ours reads and books your live calendar on every call |
Questions about this product
Does the AI Voice Appointment Setter sell, or just book the meeting?
It stays focused on booking: confirming basic fit, offering a slot and locking it in. It does not pitch pricing or handle detailed objections, which keeps the call short and the script predictable. If you need a fuller sales conversation before booking, the AI Voice Sales Agent is built for that and can hand booked meetings to the same calendar.
How is this different from the AI Voice Booking Agent?
The Booking Agent answers inbound calls from people who are already calling to book, reschedule or cancel. This build is outbound: it calls the leads on your list to get an appointment booked, through cold or warm outreach. Choose the Booking Agent if your phone already rings with bookings, and this one if the meetings need to be found first.
What happens if a lead is not ready to book?
The call is logged as not ready, with the reason the lead gave, and scheduled for the follow-up rule you set, such as a callback in a set number of days. Leads are not called repeatedly outside that rule, and anyone who asks not to be called again is marked accordingly.
What does the AI Voice Appointment Setter cost to run each month?
Connected call minutes run roughly $0.13 to $0.31 all in, covering the voice platform, the AI model and telephony, plus number rental, paid directly in your own accounts. Because outbound dialing includes unanswered attempts, your total telephony spend also depends on how many numbers are dialed, not just how many connect.
How long until it is calling our leads?
The delivery panel on this page shows the timeline for each speed. The clock starts once we have your lead list source, qualifying questions, calendar access, calling windows and disclosure wording. Fifty test calls to test numbers then check slot offers and bookings, and you get two rounds of changes before the first real lead is dialed.
Do leads know they are being called by an AI agent?
Yes. The call opens with a short disclosure in wording you approve, delivered before the outreach continues. Several US states and countries have specific disclosure and consent requirements for automated outbound calls, and the wording is set during intake and can be updated later through monthly maintenance.
Can we change the lead criteria or booking rules after launch?
Yes. Adjustments such as new qualifying criteria or updated notice periods fit inside the monthly change hours in maintenance. A structurally new lead segment beyond the five in scope is scoped and quoted as an Additional Workflow before the work starts.
Guides on this topic
All guides Turn a list of leads into booked appointments, without the dial tone fatigue.
Order AI Voice Appointment Setter and it is calling your list and booking real appointments on a fixed delivery date.
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