Your voicemail is leaking jobs after hours.
LeanPBX AI Intake Receptionist answers inbound calls routed to it, asks your intake questions, captures job details, sends your team a structured lead brief, and transfers urgent callers when configured.
or start free — Free 7-day trial · $5 credit · No credit card
Start with one flow: after-hours, overflow, or a dedicated lead line. AI voice usage, phone numbers, and calling usage are billed separately.
Built for service businesses where missed calls can turn into lost jobs.
Incoming call · 8:41 PM
After-hours · Roofing line
Captured by intake script
Name
Sarah Mitchell
Phone
250-555-0148
Issue
Active roof leak
Urgency
Tonight
Lead brief sent · CRM updated
Urgent → on-call tech transferred
The lead did not disappear. Your phone process dropped it.
It happens every week.
A homeowner calls at 8:30 PM with a roofing leak, a broken AC, a window replacement project, or an urgent repair.
They hit voicemail.
They do not leave a message.
They call the next company on Google.
Or you are on a job site. Your hands are full. Your phone is buzzing in your pocket. You ignore it because you have to finish the work in front of you.
By the time you call back two hours later, the lead has already booked with someone else.
That is not always a marketing problem. Sometimes your ads worked. Your phone process just failed to capture the call.
Roof leak — Sarah M.
Voicemail · no message
AC repair — Daniel R.
Hung up · 0:12
Window quote — J. Liu
Called next listing
Restoration — unknown
Voicemail · no callback
You already paid for the lead.
Do not send it to voicemail.
Then the lead calls at the wrong time.
- After hours.
- During another job.
- While your receptionist is busy.
- While your team is already on the phone.
And the whole system depends on one thing: will someone answer, ask the right questions, and get the details to the right person?
Your ads worked. Your SEO worked. The referral worked.
Then the call hit voicemail and died there.
LeanPBX AI Intake helps cover that gap.
Most AI receptionists answer the call.
LeanPBX helps capture what happened next.
Most AI tools give you a transcript. LeanPBX gives your team the next action.
There is a difference between a talking bot and an intake system.
A talking bot can say hello.
An intake system asks the questions your team actually needs answered.
LeanPBX AI Intake is built around the workflow after the phone rings.
- 1
The caller reaches your AI intake receptionist.
- 2
The agent follows your greeting, business context, and intake script.
- 3
It captures the caller's name, phone number, location, service need, urgency, and notes.
- 4
It can transfer urgent callers to a human, extension, queue, or fallback path when configured.
- 5
It can send a structured lead brief to your team.
- 6
It can create or update LeanPBX CRM records and notes when configured.
That is the point. Not just "the AI talked to someone." The point is that your team knows who called, what they wanted, how urgent it was, and what should happen next.
From missed call to captured lead
Route the right calls to AI Intake
Use it for after-hours calls, overflow calls, missed-call recovery, a dedicated campaign number, or a new intake line. You do not need to move your whole phone system on day one. Start with one call flow that is costing you money now.
Give it your business context
Add your services, service area, business hours, FAQs, call rules, qualification questions, and transfer instructions. The agent answers using your instructions and approved knowledge.
Capture the details your team needs
The intake flow can ask for caller name, phone number, email, project location, service type, urgency, property type, preferred follow-up, and notes for the sales or operations team.
Send the lead brief
After the call, your team gets a structured summary instead of a blank voicemail or a vague 'someone called' message. When configured, LeanPBX can also create or update CRM records, attach notes, and trigger follow-up workflows.
Escalate when a human is needed
If the caller is urgent, angry, confused, or needs a live person, the agent can transfer to your chosen human, extension, queue, IVR path, or fallback number when configured. No one should be trapped in an AI loop.
Built around real service-business intake, not generic chatbot questions.
Here is a simple window and door intake flow.
When someone calls, the AI does not just ask, "How can I help you?"
It captures the information the sales team needs.
Then it sends the structured lead brief.
No blank voicemail. No mystery callback. No "someone called, please follow up."
Windows & Doors · Intake script
7 questions- 1
Who is calling?
- 2
Are they a homeowner, contractor, builder, dealer, or property manager?
- 3
Where is the project located?
- 4
What kind of window or door work do they need?
- 5
Is it supply only or supply and install?
- 6
Is the job urgent, planned, or just research?
- 7
What is the best next step for the team?
What your team receives after the call
This is what your team needed from the call.
Not a voicemail notification.
Not a transcript nobody reads.
A lead brief your team can act on.
Subject
New AI Intake Lead: Window replacement in Nanaimo
Caller
Sarah Mitchell
Phone
250-555-0148
sarah@example.com
Caller type
Homeowner
Location
Nanaimo, BC
Service needed
Supply and install
Project
Replace 8 old windows in a detached home
Urgency
Wants quote this week
Notes
Caller mentioned drafts, condensation, and higher heating bills. She asked whether financing is available.
Recommended next step
Sales team should call back today and book a quote visit.
Why native intake beats "bot plus Zapier"
Generic AI phone agents stop at the conversation.
Then the real work starts.
- You still need the caller details.
- You still need the project context.
- You still need the urgency.
- You still need the summary.
- You still need it sent to the right person.
- You still need it logged somewhere your team can find it.
LeanPBX is different. The phone system, AI intake layer, routing, CRM, and lead delivery live in one environment.
So the call does not just get answered. It gets captured.
Generic AI phone agent
Standard- Stops after the conversation
- Often needs Zapier or Make for delivery
- Treats every caller like a stranger
- Sends vague call notes or raw transcripts
- Leaves CRM work for later
- Adds another tool to manage
LeanPBX AI Intake
Native- Captures the call and pushes the details forward
- Sends lead summaries through configured LeanPBX workflows
- Can recognize returning callers when configured
- Sends structured job briefs
- Can create or update LeanPBX CRM records when configured
- Lives inside the phone, routing, and CRM stack
Put AI Intake where calls are leaking now.
After-hours calls
When your office is closed but serious buyers are still calling.
Overflow calls
When your receptionist, dispatcher, or sales team is already busy.
Job-site calls
When the owner or operator cannot answer because they are doing the work.
Campaign numbers
When you want a dedicated number for Google Ads, local campaigns, mailers, or a new service line.
Returning callers
When a previous caller comes back and the agent needs to reference approved prior context when configured.
Urgent transfer paths
When certain callers need to reach a live person fast.
Prefer to explore before booking a call?
Spin up a LeanPBX account and test the AI intake receptionist with your own greeting, intake script, and test calls.
- Try every feature free for 7 days
- $5 calling credit included
- No credit card required
- After 7 days, your account moves to the free Starter plan — no surprise charges
Free 7-day trial · $5 credit · No credit card
Configure your first AI intake flow inside the dashboard. If you want help mapping the call path, the white-glove pilot is one click away.
Launch your first AI intake flow
before changing your whole phone system.
You do not need a giant migration. You need one working call flow. One painful gap. One test that proves whether AI Intake can capture the calls your current process is dropping.
A working AI intake receptionist — without becoming a part-time software engineer.
For service businesses that want a real intake flow live, not a demo bot.
- One AI intake receptionist
- One focused call flow
- Custom greeting
- Business knowledge setup
- 5-point intake script
- Transfer and fallback rules
- Structured email lead brief
- LeanPBX CRM contact + note workflow when configured
- Live test calls before launch
- Go-live review
Best first flows
- After-hours lead capturePilot-ready
- Overflow call handlingPilot-ready
- Dedicated Google Ads intake numberPilot-ready
- Missed-call recoveryPilot-ready
- Quote request intakePilot-ready
- Urgent job routingPilot-ready
Two ways to get your first flow live.
Fast-Track Setup
Configure & test with guided support
For operators who want to configure and test their first AI intake flow with guided support.
From $149/mo
Platform plan + AI voice and telecom usage
- AI intake receptionist access
- Guided business knowledge setup
- Custom greeting
- Intake questions
- Transfer path setup
- Email lead summary workflow when configured
- Test calls before launch
White-Glove Launch
We map & build your first call flow with you
For busy owners who want us to map and build the first call flow with them.
$499 setup + $149/mo
Platform plan + AI voice and telecom usage
- Call-flow mapping
- Custom intake script
- Business knowledge setup
- 5-point lead capture flow
- Escalation rules
- Live test calls
- CRM or email workflow when configured
- Launch review
AI voice usage, phone numbers, calling minutes, SMS, and telecom charges are billed separately. We walk through expected usage before go-live so you know what you are testing. Want to try it yourself first? Start free — 7-day trial, $5 credit, no card needed.
This is not a magic bot.
LeanPBX AI Intake is a practical front-line intake system. It answers inbound calls routed to it, asks your questions, captures details, sends the lead to your team, and escalates when configured.
That is the job. And for many service businesses, that job is already worth paying for.
It will not replace every human conversation.
It will not guarantee every caller becomes a booked job.
It will not answer questions outside the knowledge and rules you give it.
It will not magically connect to every CRM, calendar, or database without setup.
It will not include unlimited AI calls or unlimited calling.
Honest answers, before you book.
Will it sound like a robotic AI that annoys my customers?
Call the demo agent and judge it yourself.
But the bigger win is not the voice. The win is the intake.
A cheap bot can say hello. LeanPBX AI Intake asks the questions your team needs answered, captures the details, and sends a lead brief your team can act on.
What happens if the AI cannot answer?
It should not fake expertise. You define the rules.
If the caller needs a human, the agent can take a message, transfer the call, or route the caller to the fallback path you choose when configured.
Can I just sign up and try it myself?
Yes. You can create a LeanPBX account and try every feature free for 7 days, with a $5 calling credit included and no credit card required.
The pilot offer is for owners who want us to map and build the first call flow with them — but if you'd rather explore first, start free. After 7 days, your account moves to the free Starter plan unless you upgrade.
Do I need to change my current phone number?
Not to test it.
Start with a demo number, after-hours line, overflow path, or dedicated intake number.
Once the flow proves itself, we can talk about deeper routing.
Can it transfer urgent callers?
Yes, when configured. The agent can transfer to a live person, extension, queue, IVR path, external number, or fallback route based on your rules.
Can it update my CRM?
It can create or update LeanPBX CRM records and attach notes when configured.
If you want it connected to other systems, that can be scoped through tools, API calls, webhooks, or approved integrations.
Can it book appointments?
It can support appointment-intake workflows.
Direct calendar booking depends on the booking system, calendar access, rules, and setup. We will not promise universal calendar booking until that specific workflow is configured and tested.
Is this only for big companies?
No. It is built for the opposite problem.
Small teams often have the most painful intake gap because the owner, dispatcher, or salesperson is also doing the work.
LeanPBX gives you a front-line intake layer without hiring a full-time receptionist first.
How fast can we launch?
The fastest path is one focused flow: after-hours, overflow, or a dedicated intake number.
If your services, questions, transfer rules, and knowledge are ready, a first working version can be tested quickly. White-glove launch includes call-flow mapping and live test calls before go-live.
What does it cost?
The working offer starts from:
- $149/month platform plan
- AI voice usage billed separately
- Phone numbers and telecom usage billed separately
- Optional white-glove setup from $499
Before you go live, we walk you through the expected usage and setup so there are no mystery charges.
Why is this better than a cheap AI receptionist?
Cheap AI receptionists usually stop at the call.
LeanPBX is built around the intake workflow: phone, AI, routing, CRM, lead delivery, and follow-up visibility.
The goal is not just to answer. The goal is to capture the lead and get the details to your team.
Your next serious job
may call after hours.
Do not send it to a dead voicemail box.
Test one AI intake flow. Call the demo agent. Map the first call path.
See whether LeanPBX can capture the calls your current process is losing.
or start free — Free 7-day trial · $5 credit · No credit card
P.S.
If you are paying to make the phone ring, voicemail should not be where serious leads go to die.