How the AI Receptionist works
The AI Receptionist answers your business phone with voice AI, 24 hours a day. It books appointments into Google Calendar, answers questions from a knowledge base you control, captures complaints, and saves a transcript of every call. This page explains call flow, setup, limits, and billing.
Call flow
When a customer calls your business number, the call is forwarded to Replora (you keep your existing number — forwarding can be always-on, after-hours only, or triggered when your line is busy). The AI answers, greets the caller in your configured tone, and holds a natural spoken conversation.
During the call the AI can do four things: book or reschedule an appointment, answer a question from your knowledge base, take a message, or log a complaint. Every call ends with a categorized transcript in your dashboard.
Appointment booking and Google Calendar
The AI reads your connected Google Calendar in real time and only offers slots that are actually free. When the caller confirms, the booking is written back to the calendar immediately and a confirmation SMS is sent to the caller. Because the sync is two-way and immediate, double-booking is not possible.
The knowledge base
You teach the AI your services, prices, opening hours, policies, and frequently asked questions during setup (about 10 minutes). When a caller asks something outside the knowledge base, the AI takes a message, logs the question with the transcript, and suggests it as a new knowledge entry — so coverage improves over time.
Complaint capture
If a caller expresses a problem, the AI responds with de-escalating language and logs a complaint into Replora's shared complaint system, with the full transcript attached and a severity score. The complaint appears in the same inbox as complaints from reviews and private feedback, and feeds AI Business Insights trend analysis.
Voice minutes and billing
The Small Business plan includes 200 AI voice minutes per month — roughly 60–100 typical calls. When included minutes are used up, calls continue to be answered and additional minutes are billed separately. The Agency plan includes a larger allowance. Telephony is delivered through Twilio.