FAQ

Questions, answered.

29 questions covering onboarding, the AI itself, after-hours, pricing, integrations, and privacy. If yours isn't here, book a demo and we'll answer it live.

Getting started

How aiapps365 plugs into the business you already run.

How does aiapps365 work with my existing phone number?
We forward your existing business number to our AI receptionist using a one-line setting in your phone provider's dashboard (or your carrier does it for you). Nothing changes for your customers — they call the same number they always have. The AI answers in under 2 seconds, books appointments, and texts you a summary.
How long does setup take?
We onboard you in 14 days end to end. Most of that is us — building your scripts, training the AI on your services, integrating your calendar, and dry-running calls with you. The actual work on your side is roughly 2–3 hours spread across the two weeks.
Do I need to change my phone number or buy hardware?
No. You keep the number you've always had. There's no hardware to install — the receptionist runs entirely in the cloud and answers calls forwarded from your existing number.
Can I try it before I commit?
Yes. Book a demo and we'll dial the AI live, in front of you, configured for your industry. If you want to keep going, we set up a 14-day pilot on your real number with full functionality. Cancel anytime during the pilot for any reason.
What happens during the 14-day onboarding?
Day 1 — kickoff call where we capture your services, hours, holidays, and edge cases. Days 2–7 — we build and tune your AI scripts and integrate your calendar. Days 8–13 — supervised live calls with weekly reviews. Day 14 — formal handoff and a 30-day check-in scheduled for the next month.

The AI receptionist

How the AI sounds, what it can do, and what it can't.

What does the AI sound like?
Clear, calm, professional — closer to a polished call-center agent than a robotic IVR. You'll hear it on the demo call before you sign anything. We use neutral, non-cloned voices on purpose so customers know they're talking to a digital receptionist.
Can it handle Spanish or other languages?
English is fully supported today. Spanish is in active rollout for HVAC and plumbing. Other languages are case-by-case — ask us during the demo and we'll tell you our current list and timeline.
What if a customer asks something the AI doesn't know?
It admits it doesn't know, captures the question with the customer's contact info, and either (a) transfers to a human if you're available, or (b) promises a callback and texts you the question. The AI never guesses or invents answers — that rule is non-negotiable.
Can the AI book appointments directly into my calendar?
Yes — that's most of the value. It checks real-time availability, books the slot, sends a confirmation to the customer (SMS or email), and adds the event to your calendar. Today we integrate with Google Calendar; Outlook and field-service tools are on the roadmap.

Calls and handling

How the AI handles calls, after-hours, and the rest.

What happens after hours?
The AI answers 24/7. After-hours calls follow the rules you set: book non-urgent jobs into the next business day, escalate emergencies (with a definition you provide) to your on-call number, and text you a summary of every call by the time you wake up.
How does it handle emergency or urgent calls?
You define what counts as an emergency — for HVAC, that's usually 'no heat' or 'water leak'; for plumbing, 'sewer backup' or 'flooding'. When the AI detects one, it skips the booking flow and either dials your on-call cell directly or texts the urgent details so you can call back in under a minute.
Can the AI transfer to a real human?
Yes. If your office is open and a customer asks for a person, the AI does a warm transfer — it tells you who's calling and why before connecting. If nobody picks up, the AI stays on the line, finishes the conversation, and books the appointment or captures the lead.
What gets logged from each call?
Caller's number, call duration, why they called, what the AI did (booked / transferred / captured), the recording, the transcript, and any appointment created. All of it is searchable in your dashboard and exportable.

Industries we serve

Where we're live, where we're headed.

Which industries do you support today?
HVAC and plumbing as of launch — both bundled as 'home services' on the same platform. Law is the next vertical, scheduled for Phase 2. Medical and dental follow once HIPAA-compliance work is complete.
Will you build for my industry if it's not listed?
Maybe — depends on call patterns. If your industry is similar enough to one we already support (e.g., other home-services trades like electrical or roofing), we can usually adapt within a few weeks. For wholly new verticals we evaluate them when at least 3 prospective customers ask.
Do you handle medical or dental practices?
Not yet. We're building the HIPAA-compliance package now. Once that's complete (target: 6–9 months from launch), medical and dental practices can onboard. Until then, we'd rather not take on the data than do it wrong.

Pricing and contracts

What you pay and what you're committing to.

How is pricing structured?
Three tiers — Basic, Silver, and Platinum — priced monthly, with a small per-minute call cost passed through transparently. Tier pricing varies slightly by vertical because the work involved is different. Book a demo for the exact monthly number for your trade.
Are there long-term contracts?
No long-term contract. Month-to-month from day one. You can pause, downgrade, or cancel any time with 30 days' notice — no exit penalties, no clawbacks.
What's included in each tier?
Basic: answer + log + emergency triage. Silver: adds appointment booking, SMS follow-up, basic CRM hooks. Platinum: adds review velocity, recall reminders, deeper integrations, and priority support. Most operators start on Silver and move to Platinum after the first quarter.
What happens if I cancel?
We disconnect the AI from your number on a date you choose, you get an export of every call log, recording, and appointment, and that's it. We keep aggregated, de-identified data for our own quality work; the rest is deleted after 30 days unless you ask sooner.

Integrations

What we plug into today.

What calendar systems do you integrate with?
Google Calendar today, Microsoft 365 / Outlook in active development. If you live in a vertical-specific scheduling tool (ServiceTitan, Housecall Pro, Jobber, Practice Better, etc.), we can usually integrate at the Silver tier or above — ask during the demo.
Do you integrate with my CRM or field service software?
Most of them, eventually. We have direct integrations live for a few major tools and webhook-based integration for the rest. If your tool has any kind of public API or Zapier presence, we can connect it. If not, we capture into our dashboard and you export.

Privacy and security

Where your data lives and who can see it.

Are calls recorded? Who can hear them?
Yes — recording is on by default for quality and dispute resolution. Only you and members you authorize on your team can hear them. We disclose recording to callers per state law (we handle the disclosure for you in the AI greeting).
Is my customer data private and secure?
Your business's data is isolated from every other business on the platform — different customer, different walled garden. Data is encrypted at rest and in transit, hosted in US data centers, and we never sell or share it. Each business owns its data and can export or delete it anytime.
Are you HIPAA-compliant?
Not yet — and we won't claim to be until we are. The compliance package, BAA, and audit are scheduled for completion 6–9 months after launch. Until then we don't onboard medical or dental practices because the regulatory exposure isn't worth shortcutting.
What about GDPR or international customers?
We're US-based and built around US privacy law (CCPA, state-by-state recording rules). EU residents calling a US business are honored per CCPA-equivalent rights — request access, request deletion, etc. Email aiapps365@gmail.com and we'll handle it within 30 days.

Your dashboard

What you and your team actually see and do day to day.

Where do I see the calls and appointments the AI handled?
In your aiapps365 dashboard — call log, transcripts, recordings, and appointment list, all searchable and filterable. There's a daily summary email and an SMS digest if you'd rather not log in. Mobile-first by design — most operators check it from their phone.
Can my whole team have access?
Yes. Owner, manager, dispatcher, and viewer roles out of the box, with permissions tuned to each role (dispatchers can edit appointments, viewers can only read, etc.). Adding or removing teammates is a 10-second admin task.
How do I get notified about important calls?
Three ways, all configurable: SMS to your cell for emergencies, email digest for the daily summary, and a real-time desktop notification if you keep the dashboard open. You decide what counts as 'important' during onboarding.

Still have a question?

Book a 30-minute demo. We'll dial the AI live, on a real number, and you can ask whatever you want.

Book a demo