From first conversation to live system
— here's exactly what happens.
How Your Calls and Messages Get Answered When You Can't
When a customer calls, messages on WhatsApp, or submits an enquiry while you're on-site, driving, with another customer, or out of hours — the system steps in. It captures the key details, alerts you, logs the enquiry, and helps move the customer towards the next step.
What Happens If a Customer Calls or Messages Tonight at 9pm?
A customer has an urgent leak, electrical issue, blocked drain, boiler problem, or repair enquiry. They call your business or send a WhatsApp message, but you are unavailable.
Instead of ringing out, going to voicemail, or a WhatsApp message sitting unanswered, your system can step in and create a professional first response.
That first response can be the difference between a captured enquiry and a customer moving on to the next company.
The customer does not need to wait for you to be free.
- ✓The call or message is responded to quickly and professionally.
- ✓The caller or messenger is asked the right questions for their enquiry.
- ✓The important details are captured while the customer is still interested.
- ✓You receive the lead details without stopping the job you are on.
- ✓The enquiry is logged so it is not forgotten, lost, or buried in a phone.
The Live Call Flow
Here is what happens behind the scenes when a new call comes in and you are not available to answer.
Customer Calls
A customer calls your usual number or dedicated enquiry line.
System Answers
Your tailored call handling system answers using your business name.
Details Captured
Name, number, location, job type, urgency, and key details are collected.
Lead Alert Sent
You receive the enquiry details so you can prioritise and respond properly.
CRM Logged
The enquiry is recorded so it does not disappear into missed calls or memory.
Follow-Up Starts
Depending on your setup, follow-up messages or booking steps can be triggered.
Example Outputs After a Call or WhatsApp Enquiry
The system is not just answering the phone. It is designed to turn calls and messages into usable lead information your business can act on.
Lead Notification
- NameJane Bloggs
- Phone07xxx xxx xxx
- LocationOxford
- Job TypeLeak repair
- UrgencyToday
- Next StepCallback needed
CRM Entry
- StageNew Enquiry
- SourcePhone Call
- StatusNeeds Callback
- Assigned ToBusiness Owner
- PrioritySame Day
- Follow-UpReady
Call Summary
WhatsApp Capture
- NameJoe Bloggs
- Phone07xxx xxx xxx
- LocationPoole
- Job TypeBlocked drain
- SourceWhatsApp
- Next StepFollow-up sent — booking link included
The Fastest Way to Understand It Is to Call the Demo Line
Hear how a customer could be greeted, guided, and moved through the first stage of the enquiry without waiting for you to answer manually. This demo covers the call experience — WhatsApp capture works alongside it as part of the system.
From Missed Enquiry to Captured Lead
The goal is simple: reduce the number of valuable enquiries that disappear because nobody answered or replied quickly enough.
Without a Capture System
- ×Customer calls or messages while you are busy or unavailable.
- ×The phone rings out, goes to voicemail, or a WhatsApp sits unread.
- ×The customer does not leave a useful message.
- ×You may not know what the enquiry was worth.
- ×The customer calls or messages another trade business.
With Trades AI Solutions
- ✓Customer receives a professional first response — by phone or WhatsApp.
- ✓Key details are captured while they are ready to act.
- ✓You receive useful information, not just a missed call or unread message.
- ✓The enquiry is logged and organised for follow-up.
- ✓You have a better chance of winning the job.
From Review to Live in Around 3–5 Days
Once the right setup is agreed, the system is built around how your business handles enquiries, what information matters, and how you want leads passed back to you.
Lost Job Review
We look at your current enquiry flow, missed call problem, trade, service area, business size, where enquiries currently come from — phone, WhatsApp, website, ads, directories and referrals — and how new leads are currently handled.
Call Flow and Script Build
We map what the system should ask, how urgent enquiries should be handled, and what details need to be collected from callers and messages.
System Setup
We configure the call handling, WhatsApp capture, notifications, lead logging, follow-up logic, and any booking or callback flow required.
Testing and Refinement
You test the system, listen to how it responds, review WhatsApp flows, and we adjust the wording, tone, handover process, and enquiry flow where needed.
Go Live
Once approved, the system goes live and starts capturing calls, WhatsApp enquiries, and follow-ups when you cannot answer manually.
You Stay in Control
The system is designed to support your business, not take control away from you. You decide how calls and messages are handled, what is collected, and what happens after an enquiry comes in.
Your Business Name
Calls and messages are handled in your brand, not as a generic third-party service.
Your Rules & Channels
You decide what counts as urgent, which channels are active — calls, WhatsApp, web enquiries — and how each type of enquiry is handled.
Your Notifications
Lead details are sent in the way that suits your business and response process.
Your Approval
Nothing goes live until the call and message experience has been tested and approved.
A Setup That Matches How Your Business Handles Enquiries
Some businesses only need missed-call text-back and WhatsApp follow-up. Others need a stronger front-end system that handles calls, messages, and the full enquiry journey.
Missed Call Recovery
SMS and WhatsApp text-back when calls are missed. No live call answering — just fast follow-up so enquiries don't disappear.
Call Handling & Job Capture
Every call answered live, WhatsApp enquiries captured, leads qualified, jobs booked, and alerts sent — all in one system.
Revenue Capture System
Full multi-channel capture across calls, WhatsApp, web forms, and follow-up — with advanced routing and lead recovery.
Ready to See What Missed Calls and Unanswered Messages Could Be Costing You?
Use the missed revenue calculator to estimate how much potential work could be slipping away when calls are missed, WhatsApp messages go unanswered, or follow-up never happens.
Frequently Asked Questions
About Our Lost Job Capture System
Does this answer every call or only missed calls?
It depends on how you want your business to operate. The system can be set up to support missed calls, out-of-hours enquiries, overflow calls when you are busy, or a more complete front-end call handling process.
For some trades businesses, it works best as a safety net when calls are missed. For others, it becomes the first point of response for new enquiries, helping capture details, qualify the job, and move the customer towards the next step before the opportunity is lost.
What happens if the customer asks something complex?
The system is designed to capture and qualify the enquiry, not guess its way through complex technical advice. If a caller asks something that needs your judgement, experience, or pricing decision, the system can collect the key details and pass the enquiry back to you clearly.
That means the customer still gets a professional response, while you stay in control of anything that needs expert input, quoting, diagnosis, or final approval.
Will I know when a call has come in?
Yes. When a new enquiry is captured, the system can send you the important details so you know who called, what they need, where they are based, how urgent it is, and what the recommended next step is.
Depending on your setup, notifications can be sent by SMS, email, CRM update, or internal workflow, so you are not relying on missed call lists, voicemail, or memory to follow up valuable enquiries.
Can it book jobs directly?
Yes, depending on the package, your availability, and how you want bookings handled. The system can be set up to support appointment booking, call-back booking, enquiry capture, or a more controlled handover process.
For many trades businesses, the best setup is to capture and qualify the enquiry first, then either book a suitable next step or send the details to you so you can confirm the job, pricing, availability, or urgency before committing.
What if I already use a CRM or calendar?
That is not a problem. The system can be shaped around your existing process where practical, including how you currently manage enquiries, callbacks, bookings, customer details, and follow-up.
If your current tools are suitable, we can look at how the call handling flow fits around them. If you do not already have a clear system, we can provide a structured setup so new enquiries are captured, organised, and easier to follow up.
Can I test it before it goes live?
Yes. Testing is an important part of the setup. Before the system goes live, you can listen to how calls are handled, check the questions being asked, review the notifications, and make sure the flow feels right for your business.
Nothing needs to be switched on until the call experience has been reviewed and you are happy with how enquiries are being captured and passed back to you.
Built for trades where speed wins the job
Plumbers • Electricians • Drainage • Locksmiths • Roofers • Heating Engineers • Emergency Callout Trades