You're mid job, hands full
The phone rings while you're diagnosing a furnace or torching a roof seam. By the time you're cleaned up, that customer has already booked someone else.
BC owned. BC operated. Built for the trades.
Every call answered. Every job kept.
Workflow AI is a done-for-you phone answering system built in BC for BC service businesses. It picks up 24/7, qualifies the caller, and books the job straight into your calendar while you're under a sink or up on a roof.
Incoming call9:42 pm
CallerHomeowner, Burnaby
JobNo heat, furnace short cycling
HandledAnswered in 2 seconds. Qualified as emergency.
BookedTomorrow, 7:30 am, first slot
Confirmation text sent. Transcript in your log.
The problem
A missed call is a lost job.
You can't answer the phone with a furnace apart in front of you. The caller doesn't wait. They dial the next company on Google.
01
02
Leads don't leave voicemail
Callers who hit voicemail hang up and call the next number in the search results. Most customers book with whoever answers first, not whoever is best.
03
Evenings disappear into admin
Quotes, callbacks, bookings, confirmations. You put in a full day on site, then work a second unpaid shift on the phone at the kitchen table.
04
A receptionist costs $45,000 a year
A full time hire makes no sense for a crew of one to five. So the owner becomes the receptionist, and the receptionist is always on a ladder.
Do the math
What missed calls cost you.
Punch in your own numbers. This is the math that made us build the thing.
Revenue walking out the door each month
$4,800
Net gain with calls covered, after the $379 plan
$2,021
Conservative math: assumes the system books just half of the callers you currently miss, at your normal close rate, minus the Growth plan at $379 per month.
What we build
One local crew. Every system your office needs.
The receptionist is the anchor. Everything else bolts onto it, one piece at a time, as your business needs it.
The anchor service
The 24/7 receptionist
A phone answering system trained on your business. It answers with your company name, asks the questions you would ask, and books real appointments into your real calendar. Callers regularly have no idea it isn't a person at a desk.
- Answers every call, day or night, in a natural voice
- Qualifies the lead: what's the job, where, how urgent
- Books directly into your calendar, set to your timezone
- Texts the customer a confirmation automatically
- Logs every call to a spreadsheet you own, a mini CRM
From $199/MO
Setup from $500. Month to month. Cancel anytime.
Outbound lead calling
Calls your website and form leads back within minutes, before they cool off and phone your competitor.
$249/moWebsite chat
Answers visitors on your website in real time and walks them straight into a booking before they bounce.
$129/moBooking confirmation texts
A confirmation text after every booked appointment. No-shows drop and your outfit looks buttoned up.
$49/moReview requests
A review ask goes out after every finished job. More Google reviews means you rank higher when locals search.
$99/moFollow-up system
Missed calls texted back, quotes chased, no-shows rebooked. No lead goes cold because you got busy.
$99/moInvoice automation
The invoice goes out the moment the job closes, not three weeks later. You get paid faster, every time.
$79/moCustomer reactivation
Your old customer list is buried money. We call and text it until past customers book again.
From $499/campaignThe automation stack
Confirmation texts, review requests, and follow-ups bundled together. Save $68 a month versus separate.
$179/moCustom builds
If a task eats your evenings and follows rules, we can probably automate it. Scoped and quoted up front.
From $1,200How it works
Call comes in. Job comes out.
01
Answered on the spot
Your line forwards to the system when you can't pick up, or all the time, your call. It answers instantly with your company name, any hour of the day.
02
Caller qualified
It asks what you would ask. What's the job, where are they located, how urgent is it, and are they ready to book. Tire kickers get filtered, real jobs get through.
03
Booked and confirmed
It checks your real calendar, books an open slot, texts the customer a confirmation, and logs the full transcript so you can read every word later.
The paper trail
Every call becomes a row you own.
You don't just get the call answered. You get a living record of it. Every conversation writes one line into a spreadsheet that's yours, building a searchable history of who called, what they needed, and what happened next. A mini CRM that fills itself.
| Time | Caller | Company | Issue | Outcome | New lead | Sentiment |
|---|---|---|---|---|---|---|
| 9:42 pm | J. Reyes | Homeowner, Burnaby | No heat, furnace short cycling | Booked emergency | Yes | Neutral |
| 7:15 pm | Strata BW-2204 | Property mgmt | Annual maintenance quote | Estimate booked | Yes | Positive |
| 4:38 pm | M. Okafor | Cafe, New West | Walk-in cooler not holding temp | Transferred to tech | No | Neutral |
Every row captures the full picture, not just a phone number:
A mini CRM, or plugged into your real one
For a lot of trades, this sheet is all the CRM they need. Filter for new leads and you've got a ready-made follow-up list: name, company, phone, what they wanted. Nothing else to log, because it logged itself.
- You own itThe sheet lives in your Google or Microsoft account. Full access to every call, forever. Nothing locked behind our software.
- Lead list built inFilter New Lead to Yes and you have a clean call-back list, sorted and ready, with the context of what each person asked for.
- CRM integrationAlready run Jobber, ServiceTitan, HubSpot, or another system? We can push calls and bookings straight into it instead.
Under the hood
Done for you. Down to the last wire.
You don't install anything and you don't manage anything. Kadence builds the system around your business and hands you a working number.
What the build includes
Every system runs on professional grade phone infrastructure with a dedicated business line. It is configured, tested, and tuned by Kadence personally before a single customer call touches it. You review and approve everything before go-live, and most builds are live in one to three weeks.
- Your numberKeep your existing number. Forward calls on no answer, after hours, or always. You stay in control.
- First wordsA scripted greeting in your company's voice fires the instant the call connects. No awkward pause.
- KnowledgeTrained on your services, prices, service area, and the questions your customers actually ask.
- BookingConnected to your real calendar. It only books slots you actually have, in your timezone.
- RecordsEvery call transcribed and logged to a sheet you own. Nothing hidden, nothing locked away.
- UpkeepTuned monthly from real call transcripts. It gets sharper the longer it runs.
Who's behind it
Built for local BC businesses.
Local, on purpose
Built from the trades
- Based in Metro Vancouver, built for BC businesses
- Every system built and managed personally by Kadence
- He's an HVAC apprentice. Weekdays he's on the tools.
- When you call, a person from here picks up
- Your business stays confidential. We never name clients.
“I'm an HVAC apprentice in the Lower Mainland. I watched owners lose work every single time a call rang out. So I built it for the business I worked for.”Kadence, founder, Workflow AI
Most automation agencies sell the same package to anyone, anywhere on earth. Workflow AI is built for local BC businesses: clients we can actually talk to, in industries we actually know. That focus is the product.
The proof is a phone call away
Don't take our word for it. Phone it.
The number here is answered by the same system we build for clients. Grill it. Ask about pricing. Try to trip it up. Book a demo right on the call.
Straight answers
The questions we get on every call.
Does the phone answering system sound robotic?
No. It uses natural conversational speech trained on your business, and callers regularly don't realize they aren't talking to a person. The fastest way to judge it is to hear it yourself. Call the demo line at (604) 990-2791, it's the same system we build for clients.
How much does it cost?
The receptionist starts at $199 a month for 100 included minutes, with Growth at $379 and Scale at $599. Setup is from $500. Every price is on the pricing page, no sales call needed to learn a number. Add-ons like confirmation texts and review requests stack on from $49 a month.
How long until it's live?
Most builds are answering calls within one to three weeks. We handle everything: training the system on your business, connecting your calendar, and testing the call flow. You review and approve it before it ever picks up for a real customer.
What if I already have someone answering the phones?
Then it covers the gaps that cost you jobs: evenings, weekends, lunch breaks, and the busy stretches when every call comes at once. You forward to it only when you want to. It doesn't replace your team, it catches what your team can't.
Can I cancel anytime?
Yes. No long term contracts, month to month billing, cancel with 30 days notice. The setup fee covers the build work and isn't refundable, but you're never locked into the monthly.
Who actually builds and runs it?
Kadence, the founder, personally. He's an HVAC apprentice in Metro Vancouver who built this after watching trades lose work to unanswered phones. Workflow AI only works with local BC businesses, so when you call, a person from here picks up.
Rather write it down?
Tell us what you need.
Pick a service, describe the problem, and you'll hear back within 24 hours with a straight answer on what to build and what it costs.