Vexflow configures a company-specific AI assistant across your website, text messages, missed calls and voice. It answers only from knowledge you approve, asks your qualification questions, routes each inquiry to the right team or location, books only into real availability, and hands urgent or unclear conversations to a person.
Web, text, missed calls and voice. Voice is scoped per client. The Assessment is a 20-minute call.
Named deliverables. Not real customer data.
Common points where inbound demand can lose momentum:
Service-area, hours and eligibility questions wait for someone who knows.
Different staff ask different questions, so the record is incomplete when it reaches sales or dispatch.
Inquiries for another location, service line or commercial team are forwarded by hand.
Returning customers become new contacts, and history gets split across them.
Inquiries, bookings and completed jobs are hard to connect.
Front Office is designed to make each of those steps consistent and visible, with your team in control of anything consequential. The Assessment is where we check whether this matches your situation.
How inquiries arrive today, who handles them, and where they go
You getChannel map, funnel findingsService catalog, territories, hours, eligibility, pricing boundaries (what may and may not be said), policy FAQs, exclusions, escalation contacts
You getApproved knowledge set with an owner and review dateAn assistant configured in HighLevel Conversation AI or Agent Studio for web chat, SMS and missed-call text back, answering only from approved knowledge
You getConfiguration record, prompt and guardrail notesRequired questions and fields per service type, with ineligibility rules
You getField map, qualification logicAssignment to the right team, queue or location by service, territory and urgency
You getRouting rulesMatches existing contacts before creating new ones, creates the opportunity and assigns the owner
You getDuplicate-control rules, pipeline stagesLive-calendar booking for eligible appointment types; everything else goes to a dispatcher or scheduler as a task
You getCalendar rules, handoff tasksEmergencies, complaints, billing questions and ambiguous requests go straight to a person, with context attached
You getEscalation matrixApproved follow-up for qualified inquiries that didn't book, plus booking confirmations
You getSequence setInquiries through to booked, attended and paid, where the data can be verified
You getMonthly reportScheduled review of conversations, corrections and knowledge refreshes
You getQA log, change logAI phone answering configured to your call types, hours and handoff rules. Scope covers call volume, carrier and usage charges, call recording and consent
You getVoice scope document, call-flow mapHighLevel is the system of record: Conversations, Conversation AI or Agent Studio, contacts, pipelines and calendars. Approved documents and policies are used for answers. Customer records, availability and pricing are read live from the CRM or a connected system, never from memory. Other systems are connected only when scoped and access is verified.
DEMO. Fictional company and customer. Not a real conversation or result.
| KPI | Definition | Source |
|---|---|---|
| Inquiries | Unique inbound conversations on in-scope channels, after duplicate matching | HighLevel Conversations |
| Qualified | Inquiries that met all required qualification rules | Qualification fields |
| AI-handled | Conversations resolved or progressed without a human message | Conversation history |
| Escalations | Conversations handed to a person, by reason (emergency, complaint, billing, ambiguous, low confidence) | Escalation tags |
| Confirmed bookings | Appointments with a confirmed time on a real calendar | Calendar |
| Show / completion | Booked appointments marked attended or completed | Calendar status / system of record |
| Won jobs | Opportunities marked won | Pipeline |
| Collected revenue | Revenue collected on won jobs, where invoice data is provided | Client records |
| Error and misrouting trend | QA-reviewed conversations with a wrong answer, wrong route or missed escalation, tracked over time | QA log |
A booking is not revenue. Reporting keeps bookings, completed jobs and collected revenue separate.
An illustration of how inquiries from web, text and missed calls might be organized. Everything below is fictional DEMO data for an invented business. It shows no real results or response times.
A homeowner asks about a leak after hours. The assistant confirms the service area, collects details, offers real slots for routine work, and escalates anything that matches emergency rules.
A property manager asks about service for multiple units. The assistant identifies the account, captures site details and routes the request to the commercial team instead of residential booking.
An estimate request is qualified for property type, location and scope, then booked into an estimator's calendar or handed to the sales coordinator.
These are possible applications, not descriptions of past clients. See all industries →
It may not need to be different. In the Assessment we look at what you have. Front Office is designed to connect answers, qualification, routing, CRM updates and booking in one process with reporting. If your current setup already does that, we'll tell you.
It answers only from knowledge you approve, reads availability live from your calendar, and is configured to escalate when it isn't sure. Before launch we test it against wrong, unclear and manipulative questions, and conversations are reviewed regularly after.
Emergency keywords and situations you define trigger an immediate handoff to a person. The assistant doesn't replace your emergency line.
Conversations and records stay in your own HighLevel sub-account, separate from other clients. Customer records aren't used to train shared models, and access is scoped to the work.
It depends on how quickly approved knowledge and routing rules are finalized, which channels are in scope, and how testing goes. You get a written plan after the knowledge phase.
Yes. Voice AI is available and scoped per client: which call types it answers, hours, expected volume, carrier and usage charges, call recording and consent, and where calls go when a person is needed.
We report inquiries through to paid jobs where your data allows, and agree a baseline period first. Contribution is estimated from completed jobs and your margin figures, not from bookings.
In a 20-minute Revenue Systems Assessment we review how inquiries arrive, who handles them, and what would need to be approved. If it isn't a fit, we'll say so.
Prefer to talk first? (330) 919-6670 · [email protected]