Role profile
AI Receptionist
Objective
Help every caller get an answer, an appointment, or the right person.
Responsibilities
- Answers inbound calls
- Handles approved FAQs
- Books appointments
- Transfers important calls
Practical AI for Main Street
Put AI employees to work where your business needs it most.
Subutai AI helps small businesses design, build, train, and manage AI Employees that work alongside your team to grow revenue, improve customer service, save time, and reduce chaos.
Built around your workflow
Human handoffs when needed
Managed as your needs evolve
Incoming Call
(945) 200-6593
Live
AI Active
- Incoming call…
- AI answers in 2s
- Qualifying caller
- Booking appointment
- Confirmed
Pickup time
2s
Always on
24/7
Missed calls
0%
The Work They Do
Meet the AI Employees
Start with the job your business needs done. Then put the right employee on it. Each one works inside a defined role, follows your rules, and knows when a person should take over.
Role profile
AI Lead Concierge
Objective
Turn customer-initiated inquiries into qualified conversations and booked next steps.
Responsibilities
- Follows up on form fills and inquiries
- Calls, texts, and leaves voicemails
- Qualifies leads
- Books appointments
Role profile
AI Sales Representative
Objective
Start conversations from company-defined triggers and move qualified opportunities forward.
Responsibilities
- Runs outreach for your campaigns
- Calls, texts, and leaves voicemails
- Qualifies prospects
- Books meetings or hands off
Where they work
Each AI Employee works across the channels and systems its role needs—not every workflow uses every channel.
Channels
Inbound and outbound phone calls, text messages, web chat, social media messaging, and email.
Systems
CRM, Calendar, PMS, POS, Reservation, and Dispatch systems support workflows, booking, updates, and handoffs.
Before You Add Headcount
What is falling through the cracks?
Before adding another person, look at where the work is piling up: calls to return, inquiries waiting for an answer, common questions taking up the day, and quotes that need follow-up.
01
The phone rings while you're with a customer
When your crew is on a job or the front desk is busy, callers hit voicemail—or call the next business.
02
New inquiries wait for a reply
Quote requests that come in after hours or during a rush can sit unanswered while the customer contacts someone else.
03
Your best people answer the same questions
Your team keeps explaining hours, pricing, service areas, and next steps instead of serving customers or doing billable work.
04
Quotes go out. Follow-up slips.
The day gets busy, and yesterday's estimate or missed appointment never gets the call or text that could bring the customer back.
Practical Workflows
See the work happen.
Select an AI employee below to see a step-by-step example of how they manage a realistic operational workflow.
Step 01
Customer calls your business
An inbound call arrives when your team is occupied, on a job, or simply unavailable.
Step 02
AI Receptionist answers
Picks up instantly, asks how it can help, and accurately understands the customer's request.
Step 03
Answers questions & qualifies
Provides answers based on your approved FAQs and collects required information from the caller.
Step 04
Books the appointment
Finds an available time slot on your actual calendar and confirms it directly with the customer.
Step 05Completed
Handoff complete
The call concludes naturally. Your calendar is updated, and your team receives a full summary notification.
Our Methodology
Start with the work. Not the technology.
Adding an AI employee is an operational change, not an IT project. We follow a strict methodology to ensure clear role boundaries, effective training, and reliable human handoffs.
01
Discover
Discover the work that matters most. Map the opportunities, constraints, and moments where an AI Employee can support your team.
02
Design
Design the exact job. Define the rules and boundaries, the questions to ask, and when a human should take over.
03
Deploy
Deploy in a controlled environment. Monitor real conversations, refine the FAQs, and treat the AI like a real new hire learning the ropes.
04
Enable
Enable continuous improvement. Review performance metrics, analyze where handoffs occur, and expand the employee's role and responsibilities as trust is established.
Engineered For Your Industry
Your Industry. Your Workflow. Your AI Team.
Generic AI fails because it does not understand your workflow. We configure the right mix of AI Employees around your industry's terminology, urgency signals, and handoffs — so the work fits how your team already operates.
67% after hours call conversion
HVAC & Home Services
The Problem
Your techs are in the field, under a slab, or on a roof. They can't stop to answer the phone — and every unanswered call is a job that goes to the competitor who did pick up.
The Work They Own
A coordinated AI team answers overflow calls, follows up on estimates, and routes urgent jobs to the right person.
- Captures after-hours demand
- Follows up on estimates and no-shows
- Routes emergency work to dispatch
Platform security & compliance
Enterprise-grade security
The certifications, the audits, and the agreements—in one place.
ISO/IEC 27001:2022
Information security management, independently certified.
HIPAA
A Business Associate Agreement is signed before any protected health information is processed.
GDPR
Newo acts as processor and you remain the controller.
SOC2
SOC 2 Type 1
Independently audited controls, unqualified report from A-Lign.
Role-based access
Permissions scoped so people reach only the data their job needs.
256-bit encryption
Conversation data encrypted with 256-bit keys.
Security and compliance capabilities are provided through the Newo.ai platform. Scope and availability may depend on your deployment and agreement.
A practical next step
Find the first job your AI Employee should own.
We’ll help you identify the work that is costing your team time, define the right role, and decide where a human should stay in the loop.