Appointment booking for contractors
appointment booking for contractors
Let callers book the quick estimate visits while you stay on the roof
Voxipo books short estimate visits for defined jobs into your connected calendar during the call and saves larger projects as a request for your estimator.
The short answer
How appointment booking works for contractors
Voxipo answers your business line, asks the scope and address questions you set, and books eligible estimate visits into a connected calendar such as Google Calendar, Microsoft Outlook, Cal.com or GoHighLevel. Phone bookings use a standard time slot inside your hours and notice rules, with one appointment per time slot. Projects that need a longer visit, drive-time planning or an owner's review go to your team as a saved request. The agent does not quote prices or set start dates.
Some estimate requests are small and well defined, like a rotted deck railing, a storm-damaged gutter run or one replacement window, and a short visit to measure covers them. Others, like a second-story addition, need a longer walk-through and a conversation with the owner first. Voxipo books the first kind into your connected calendar during the call and saves the second kind as a request for your estimator.
Call flow
What happens on the call
- 01
The caller describes the job and the property
The agent asks what the caller wants built, repaired or replaced and where the property is, using the questions in your instructions.
- 02
It checks the job against your booking list
Your instructions name the jobs a short estimate visit covers. For larger, unclear or out-of-trade work, the agent takes a callback request for your estimator.
- 03
It offers open times from your calendar
The agent offers a few open times from the connected calendar, and Voxipo applies your hours and notice rules when it books.
- 04
It takes the caller's details and books
The agent takes the caller's name, books the visit and reads back the day, time and address.
- 05
Your estimator gets the visit and the call record
The visit appears in your calendar, and the call record holds the scope notes and transcript.
| Property address and ZIP or postal code | Tells the estimator where to go and lets the agent compare it with the service area in your instructions before it offers a time. |
|---|---|
| Job type and rough size | The caller's description, such as 16 feet of railing, decides whether a short visit covers it. |
| Homeowner or someone else | A tenant or property manager may need the owner's approval before work goes ahead. |
| Access notes | Gate codes, pets, parking, or whether someone needs to be home. |
| Caller name and phone | Saved so the booking carries a real name, and gives the estimator a number to call. |
| Prices and project acceptance stay with you | The agent books a visit to look at the job. It does not quote, give a range, or say you will take the work, unless you approve wording for it. |
|---|---|
| Long visits and travel planning go to staff | Phone bookings use a standard time slot, and the agent does not plan drive time between sites. Book whole-house walk-throughs yourself, and block travel time on your calendar as busy. |
| One visit per time slot | Voxipo holds one booking per time slot for the whole business. If two estimators run visits at the same hour, schedule the second one by hand. |
Example call
A homeowner books an estimate for a deck railing and asks about a basement
The owner of Halvorsen Decks and Exteriors is on a roof tear-off on Tuesday afternoon. The call forwards to Voxipo, and the caller hears the AI and recording notice first.
Illustrative conversation. Your call flow is configured for your business.Read full transcript
Voxipo: Thanks for calling Halvorsen Decks and Exteriors. What project can I help you with?
Caller: Part of our deck railing is rotting and I'd like someone to look at replacing it. We're at 42 Fenwick Road in Ashby.
Voxipo: Ashby is in our area. About how much of the railing needs replacing, and is the deck itself in good shape?
Caller: Maybe one side, around sixteen feet. The boards seem fine. Roughly what does that cost?
Voxipo: The estimator gives you a price after seeing the deck. I can book a short estimate visit. I have Thursday at 9am or Friday at 1:30pm.
Caller: Thursday at 9 works. We also want to finish our basement next year, can someone talk to us about that too?
Voxipo: A basement finish needs a longer conversation, so I've saved it for the owner to follow up. Before I book Thursday, may I have your name?
Caller: Priya Raman.
Voxipo: Thanks, Priya. Your railing estimate is booked for Thursday at 9am at 42 Fenwick Road, and the basement question is saved for the owner.
Questions
Appointment booking for contractors: FAQs
Can a homeowner book an estimate visit without talking to me first?
Yes, for the jobs your instructions list as bookable. The agent books a standard time slot and saves the scope notes. For anything else it takes a callback request for you.
How do I keep the agent from booking visits too close together across town?
Voxipo does not calculate drive time. Add travel and job-site blocks to your calendar as busy time. The agent skips busy hours in calendars that report them, such as Google Calendar, Microsoft Outlook and GoHighLevel.
Will the agent tell callers what a job costs?
No. It says the estimator prices the work after the visit, or reads pricing wording you approve, such as whether estimates are free.
Can a homeowner call back later to move the visit?
The agent can move or cancel only a visit it booked on the same call. A later reschedule call is saved in the call record so your office can move it.
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Give the next estimate request a stronger starting point
Bring your project criteria and the questions you ask before visiting a site. Explore an intake flow that prepares a useful conversation with your estimator.