One list for everything that comes in
Calls, website forms and the shared inbox all arrive in the same place. Photos sent by email attach to the job they belong to instead of sitting in a thread.
phone, form, emailWe answer your phone when you can't.
Trustpeak builds the path a customer takes through your company, from the first phone call to a sent quote. We usually start with the phone, because that is where most of the work disappears: an assistant picks up what you miss and writes the job into one list, together with the forms from your website and the emails in your inbox. Then we carry on with whatever is costing you the most time next.
The first stage costs $1,500 and takes about two weeks. Everything after it is quoted separately, before we start. The full price breakdown.
Recorded call00:41
Assistant
Good morning, you have reached Hale Heating and Air. I am an automated assistant and this call is recorded. How can I help?
Caller
Yeah, hi. My furnace is blowing cold and there is a rattling sound.
Assistant
Sorry to hear it. Is this for a house or a commercial property?
Caller
It is my house. How much is this going to cost me?
Assistant
I cannot give you a price, that comes after a technician has seen it. Which town are you in?
Caller
Naperville.
Assistant
So a furnace blowing cold with a rattle, at a house in Naperville. Have I got that right?
Caller
That is right.
Assistant
Someone will call you back from this number to arrange a free visit. I am sending you a text with the address for photos, which usually speeds things up.
Stage one, on a call
What the assistant does.
We start here because a missed call is the only loss you never find out about. Your number stays the same. Calls forward to the assistant after however many rings you choose, so you always get the chance to pick up yourself first.
It says what it is
In the first sentence it tells the caller it is an automated assistant and that the call is recorded. On every call, including the ones where it would be easier not to.
It asks four things
What the job is, what kind of property, which town, and whether they want a free estimate on site. Then it repeats back what it heard and waits for the caller to confirm.
It does not quote or sell
We teach it to refuse prices, dates, discounts and promises about savings. Those are the four things an assistant gets wrong, and you are the one who pays for it afterwards.
It hands over when it should
If the caller asks for a person, sounds annoyed, reports an emergency or asks something we never taught it, it says someone will call back and ends the call.
It texts the caller afterwards
The customer gets your email address by text, so nobody has to spell an address over a bad line and nobody mistypes it.
You get the recording
Every call is recorded and written out. When a customer says they were told something, you can check what was actually said.
Stage one, after the call
Where the work lands.
An answering service hands you a message and the rest is still your problem. We also build the place the message goes, because that is where jobs get lost.
A card for each inquiry
Who called, when, what for, which channel it came from, and your notes. Every change is saved with a name and a time, so the history does not depend on anyone's memory.
statuses and historyA summary every Friday
What came in this week, what is still waiting for an answer, and what went quiet. Sent to your phone, short enough to read between jobs.
five minutes to readEverything exports to a file
Inquiries, notes, recordings and transcripts. You can take all of it out whenever you want, which is rather the point.
your dataThe full list, including the things we deliberately leave out.
After stage one
Where this usually goes.
Catching the inquiry is the first thing that pays for itself, so it is where we start. Most companies then find the next bottleneck has moved. We quote each of these separately and you stop whenever you have had enough.
Quotes that write themselves
Your prices and your templates, filled in from what the customer already told us, ready for a person to check and send. Most owners we meet are building these by hand in a word processor at nine in the evening.
The second person you hire
When you stop handling sales alone, the system has to survive two people: who owns which inquiry, what has been promised, what happens when someone is away. We set that up and train whoever you bring in.
Scheduling and the calendar
The assistant offering real slots from your crew's calendar and booking the estimate itself, instead of saying somebody will call back.
Numbers you can act on
How many inquiries came in, how many turned into quotes, how many into jobs, and where they stop. Once that is visible you can usually see what to fix next without us.
None of this is required for stage one to work, and none of it is bundled into the price. The full scope, stage by stage.
Getting started
How we set it up.
About two weeks from the first call to the assistant answering your phone. One hour of that is yours.
We spend an hour with you
What you install and service, what you turn down, which towns you drive to, and what the assistant should say when someone asks about price or timing.
We build it
The assistant, the job list, your website form wired in, your inbox wired in, the server, the backups and the logins. You do not need to set anything up yourself.
We test it on real calls
For two weeks after it goes live we listen to the recordings and correct what it got wrong. Most of the tuning happens here, on how your customers actually talk.
We hand it over
A walkthrough with written instructions, and two more rounds of changes once you have used it for a while. The accounts are already in your name.
Price
What it costs.
Companies here write "contact us for pricing", look at your website and quote you what they think you can afford. The numbers are below instead.
| What you pay for | When | Amount |
|---|---|---|
| Setting up the assistant, the job list and the channels | once, on start | $500 |
| The rest of the setup fee, due when it is live and you have heard it work | once, on delivery | $1,000 |
| Voice platform, call minutes, phone number and server, bought in your name | monthly, to the vendors | ~$70 |
| Support, monitoring, backups and two hours of changes | months 1 and 2 | free |
| The same support once we stop tuning it | month 3 onwards, optional | $250 |
| To get it running | about two weeks | $1,500 |
There is a version of this that costs thirty dollars a month and answers your phone. If that is all you need, buy it. What the setup fee pays for, hour by hour.
Before you ask
We have no US clients yet.
You would find out anyway, so here it is first. We have been doing this work for Polish companies and we are opening to the US now. Four things we can offer instead of a wall of logos.
Listen to it yourself
A full call with our assistant, nothing cut out, including the part where the caller interrupts it.
Recording goes live this week.
Read what we built in Poland
A heat pump and HVAC installer with the same problem: the owner handling every call himself while out on site. The write-up.
Check the price against the hours
We publish how long each part takes and what we charge for it, so you can tell us to skip something you do not need.
Pay less for being first
Our first US clients get a lower price in exchange for letting us describe the work once it is running and the numbers are real.
Questions
What people ask us.
Will it embarrass me in front of a customer?
That is the real question and we treat it as the main thing to get right. The assistant is taught what you do and what you do not do, it refuses to quote prices or dates, and it hands the call to a human the moment it is out of its depth rather than guessing. For the first two weeks we listen to every recording and correct it. If you hear something you do not like, you tell us and we change it the same day.
Does it pretend to be a person?
No. It says it is an automated assistant in its first sentence, every time. Callers work it out anyway, and the ones who feel tricked stop trusting everything else you told them.
Are the calls recorded, and is that legal?
Every call is recorded and transcribed, and the assistant announces it before the conversation starts. That announcement is deliberate: several states require every party to consent to a recording, and a clear notice at the top of the call is how that is handled. You decide how long recordings are kept and you can delete them at any time. If your state or your insurer has specific requirements, tell us and we will set it up that way.
Do I have to change my phone number?
No. You keep your number and forward it to the assistant after however many rings you want, so you always get first chance to answer.
What happens if I want to stop?
Every account is in your company name and you pay the vendors directly, so there is nothing for us to hold. You export every inquiry, recording and transcript to a file and carry on without us. There is no contract term on the setup fee and support is month to month.
You are in Poland. Does that matter?
For the work, no. It is built and supported remotely and your systems run on servers in your own account. In practice we are five to nine hours ahead of you, so changes you ask for in the afternoon are usually done before you wake up. We invoice in dollars and provide the forms US companies ask foreign vendors for.
Next step
Book twenty minutes.
Tell us what kind of work you do and how calls reach you now. We will tell you whether this is worth doing for a company your size, what it would cost and how long it would take. If a thirty dollar answering service solves your problem, we will say that instead.
Trustpeak
57-300 Klodzko, Poland
VAT PL8831881697
No deck and no obligation. We reply within one business day.
