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Receptionist that quotes

Answers, books and quotes on WhatsApp, Instagram, Messenger, web and phone.

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BAI's receptionist answers on WhatsApp, Instagram, Messenger, your website, phone and email with the information and prices you give it, books into your free slots and sends quotes with your rules. It says it is an AI, does not make things up and hands the chat to a person when one is needed.

  • Answering the phone and WhatsApp without being tied to them

    The receptionist answers the call and the messages and leaves the appointment booked.

  • Managing bookings without a paper book and without accepting more people than fit

    Your customer books on your website and only sees the times when their group fits.

  • Replying quickly to whoever asks for a quote on WhatsApp

    The receptionist asks what it needs to know and sends the quote that same night.

  • Running the diary and appointments without paper or phone calls

    Your customer opens the booking link and chooses the service and a free time by themselves.

What you get with the AI receptionist

  • Your business answers even when you're with another customer.

  • Every message and every call ends in an appointment or a saved customer.

  • Answers, books and quotes on whichever channel your customer chooses.

Problems solved by the AI receptionist

Answering the phone and WhatsApp without being tied to them

Before

You're with a customer and the phone rings; at the same time two WhatsApp messages arrive. You can't leave things half done and those people go elsewhere.

After

The receptionist answers the call and the messages and leaves the appointment booked.

How it removes it

  1. The receptionist, an assistant with artificial intelligence, answers calls and WhatsApp on behalf of your business, with your greeting.

  2. If they ask for an appointment, it books it into your free slots and saves their details.

Your phone stops ringing unanswered.

Replying quickly to whoever asks for a quote on WhatsApp

Before

A customer asks you for a quote on WhatsApp at eleven at night. You see it two days later, when they've already hired someone else.

After

The receptionist asks what it needs to know and sends the quote that same night.

How it removes it

  1. It asks what you would ask: what they need, how much and by when.

  2. It works out the quote with your prices and your rules, sends it with your logo and books the appointment.

They ask for a quote at midnight and go to bed with it.

My customers write to me on WhatsApp, Instagram, Messenger, Telegram and email, and I jump from one app to another

Before

One customer asks on Instagram, another on WhatsApp and another by email. You reply in three apps, give two different opening times and one question goes unanswered.

After

One receptionist answers on all your channels, with the same information.

How it removes it

  1. The same receptionist answers WhatsApp, Instagram, Messenger, web, phone, Telegram and email.

  2. You change your information once and all your channels answer the same.

One receptionist for all your channels.

I answer the same thing a hundred times: opening hours, price, where you are

Before

Every day people ask you the same things: what time you open, how much it costs, where you are, whether there's parking. You answer between one customer and the next.

After

Every question is answered at once with your information, always the same.

How it removes it

  1. You upload your information once: services, rules, terms, opening hours and products with photo and price.

  2. It answers with that data even when they ask in other words; what it doesn't know it doesn't invent: it passes it on to you.

Stop answering the same thing a hundred times.

My social media are a way in and I don't look after them

Before

You post some news on Facebook and thirty people ask the price in the comments. You answer a few the next day.

After

Each one receives a private message with the price at once, and the conversation carries on there.

How it removes it

  1. Anyone who comments on your Facebook page or mentions you in an Instagram story receives a private message at once.

  2. The receptionist carries on the conversation in private and leaves it in your inbox.

Every comment becomes a conversation.

Customers write to me in other languages and I can't reply to them properly

Before

A foreign customer writes to you in English to ask for an appointment. You can't manage it well and the message waits until you find someone to translate it.

After

They get a reply in English at once, with the appointment booked.

How it removes it

  1. It recognises the customer's language out of eleven, Spanish included.

  2. It replies in their language with your information written in Spanish, and their appointment confirmation reaches them in that language.

Your business speaks every customer's language.

How the AI receptionist works, step by step

  1. You tell it once what it can answer: opening hours, services, products with photo and price, and your documents.

  2. You choose its name, its tone and its welcome, and you test it with real questions before opening it to your customers.

  3. You connect your channels: phone, website, WhatsApp, Instagram, Messenger, Telegram and email; on all of them it answers the same.

  4. From the first message it says it's an artificial intelligence, and it asks permission before saving data or booking.

  5. It answers at once, in the customer's language and with your information, at any hour.

  6. If they want an appointment, it books it into your free slots; if they ask for a price, it prepares the quote with your prices.

  7. It saves each enquirer in your customer records, with what they asked for.

  8. If it doesn't know something or the customer asks for a person, it alerts you and your team carries on in the same channel.

What you need to get started with the AI receptionist

  • Your information: opening hours, services, products with photo and price, and your documents.

  • Connecting the channels people write to you on and your business phone.

  • Your diary, if you want it to book appointments.

  • Deciding what information your customers can see and what is only for your team.

Tools it includes

  • AI receptionist
  • Phone answering
  • Single inbox
  • Website chat
  • Knowledge base
  • Bookings in the chat
  • Quotes with your logo

Your website and your visibility

The receptionist answers in the chat on your website and on your WhatsApp button: the more visits your website and Google bring you, the more customers it answers. With Professional website and Search engine ranking, whoever finds you at night also gets a reply.

What it looks like in your business

Hospitality

Answering the phone and WhatsApp without being tied to them

Before

Friday, nine at night, dining room full. The phone rings and a waiter leaves a table half-served to take a booking.

After

The receptionist takes the call and books according to the free tables; your waiting staff never stop serving the dining room.

How it removes it

  1. The receptionist, an assistant with artificial intelligence, answers calls and WhatsApp on behalf of your business, with your greeting.

  2. If they ask for an appointment, it books it into your free slots and saves their details.

Your waiting staff serve the dining room, not the phone.

Replying quickly to whoever asks for a quote on WhatsApp

Before

A company asks on WhatsApp how much a Christmas dinner for thirty would cost. The manager sees it on Monday, and they've already booked at another restaurant.

After

The receptionist asks for the date and the menu, sends the quote with your logo and books the dinner.

How it removes it

  1. It asks what you would ask: what they need, how much and by when.

  2. It works out the quote with your prices and your rules, sends it with your logo and books the appointment.

They ask for a quote at midnight and go to bed with it.

My customers write to me on WhatsApp, Instagram, Messenger, Telegram and email, and I jump from one app to another

Before

A bar gets bookings through Instagram, WhatsApp and the phone. A different person writes down each one and on Saturday there are two groups for the same table.

After

The receptionist answers on all three and books onto the same free tables.

How it removes it

  1. The same receptionist answers WhatsApp, Instagram, Messenger, web, phone, Telegram and email.

  2. You change your information once and all your channels answer the same.

One receptionist for all your channels.

I answer the same thing a hundred times: opening hours, price, where you are

Before

A set-menu restaurant. Every morning people ask whether there's a gluten-free option, whether dogs are allowed, what time the kitchen closes. The manager answers between orders.

After

Every question is answered at once with the restaurant's menu and rules, always the same.

How it removes it

  1. You upload your information once: services, rules, terms, opening hours and products with photo and price.

  2. It answers with that data even when they ask in other words; what it doesn't know it doesn't invent: it passes it on to you.

Stop answering the same thing a hundred times.

My social media are a way in and I don't look after them

Before

A restaurant posts its Christmas menu on Facebook. Twenty people ask in the comments whether there are tables left; nobody answers until night.

After

Each one receives a private message at once and the receptionist books them a table.

How it removes it

  1. Anyone who comments on your Facebook page or mentions you in an Instagram story receives a private message at once.

  2. The receptionist carries on the conversation in private and leaves it in your inbox.

Every comment becomes a conversation.

When the AI can't, nobody finds out the customer is waiting

Before

A customer asks whether you can make a lactose-free cake for a birthday. The assistant doesn't know and the question sits there until Monday.

After

The manager receives the alert at once and replies on the same WhatsApp.

How it removes it

  1. If it doesn't know something or the customer asks for a person, it alerts you by email and on the platform.

  2. All conversations are in a single inbox; whoever takes one replies in the same channel.

If it doesn't know, your team finds out and carries on the conversation.

Tourists write to me in English or German and I can't reply to them properly

Before

A beach restaurant in August. A German family asks on WhatsApp whether there's a table for six on Saturday. Nobody in the dining room speaks German and the message waits.

After

They get a reply in German at once, with the table booked.

How it removes it

  1. It recognises the customer's language out of eleven, Spanish included.

  2. It replies in their language with your information written in Spanish, and their appointment confirmation reaches them in that language.

Your business speaks every customer's language.

HospitalityWhatsApp
  1. The customer: Hi, how much would a Christmas dinner for the company cost?
  2. BAI: Hi, I'm the restaurant's virtual assistant. Of course: how many of you will there be, what day and what kind of menu are you after?
  3. The customer: About thirty, on Friday 18 December. Set menu with drinks included.
  4. BAI: Quote · PDF · ready to sign
  5. BAI: I'll send it over. Would you like us to book the dinner?
  6. The customer: Yes, at nine.
  7. BAI: Dinner booked · Friday 18, 21:00

Frequently asked questions about the AI receptionist

What if it makes something up?

It only answers with the information you mark as public. What it doesn't know it doesn't invent: it passes the conversation on to you and your team carries on in the same channel. If the artificial intelligence fails, the customer receives a message from you and your team gets the alert.

Will my customers know they're talking to an artificial intelligence?

Yes. It says so from the first message and in the greeting of every call, with the name and tone you choose. Before saving their data or booking, it asks their permission.

How does it do quotes?

With your prices and your rules: it asks what it needs to know, works out the quote, sends it with your logo and books the appointment. When they accept it, they sign it from their phone and it turns into an invoice.

Do I have to give up the WhatsApp Business app?

No. You carry on using it on your phone and the receptionist answers the same number. If you prefer, BAI registers the number with Meta and it answers on its own.

Other solutions that work with the AI receptionist

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