AI back office · local service businesses

Your business is worth more than the service you provide.

We help you capture the full value of every call, lead, and customer opportunity—so more of the work you already do turns into revenue.

Find the revenue you're missing.See it on a real call
  • Flat setup fee
  • Monthly retainer to keep it tuned
  • Live inside your existing stack
Workflow examples

Three real rings. Same playbook.

A dental front desk, an HVAC shop, and a family-law practice. Pick the one that looks like yours and watch what changes at the end of the call — same agent, same guardrails, same shape of work you stop doing.

  • Solo dental booking

    A new patient calls at 7 pm.

    The voice agent answers in your practice’s name, collects insurance and reason for visit, books the slot directly in Dentrix, and sends an SMS confirmation — before you check your phone.

    After-hours patient intakeTalk through this one
  • HVAC after-hours

    A furnace call comes in at 2 am.

    The agent qualifies the job, captures the address and urgency, drops a task in Jobber, and texts the on-call dispatcher — so the truck rolls at dawn, not after nine missed voicemails.

    Emergency dispatchTalk through this one
  • Family law intake

    A prospective client calls about a divorce.

    The agent runs through your approved intake script, flags the conflict-check fields, logs the answers in Clio, and books a consult on the attorney’s Calendly — bar-compliant from the first ring.

    Bar-compliant intakeTalk through this one
What we plumb

One AI back office. Five trades, each plumbed different.

Every vertical ships with a workflow that already passed real customer calls — the intake questions, the routing logic, the follow-up cadence, and the CRMs it has to land in. Pick yours to see what we ship first.

Front desk, minus the front desk

01Answer new-patient calls 24/7 with a calm, named receptionist
02Confirm appointments the morning of, text-back to no-shows
03Push every lead into the existing PMS / HubSpot pipeline
04Send a Google review request after a positive visit
05HIPAA-aware call handling: PHI redacted on transcripts

We plumb into

  • Dentrix
  • Open Dental
  • HubSpot
  • Google Business Profile
  • Vapi
  • Twilio
The workflow

Four steps. The whole back office, end-to-end.

Every Halloo engagement wires the same four capabilities together — receptionist, follow-up, reviews, invoicing — because local service businesses lose money at exactly these hand-offs, and proprietary stacks don't cover any of them.

  1. 01

    Answer every call

    An always-on receptionist picks up in under a ring — daytime, evening, weekends. It greets in your voice, books the appointment directly into your calendar, and SMS-confirms before hanging up.

  2. 02

    Run the follow-up

    After every appointment, missed call, or quote request a multi-touch sequence runs automatically — text, email, voicemail drop — until it gets a reply or hits a humane stop. Not spam: a hand-tuned cadence you approve.

  3. 03

    Earn the Google reviews

    Customers who had a good experience get a review request with a one-tap link. Negative signals go to a human instead. The listing climbs; the team stops chasing it.

  4. 04

    Close the invoice

    Once the job is wrapped, the system generates a quote, sends it for e-signature, follows up on unread invoices, and reconciles paid work to the CRM. The owner stops being the collections department.

No more glue.

The calendar updates, the CRM tags, the SMS confirms, the review asks — same workflow, same callback, same handoff. The owner stops being the switchboard.

One · not five
Why Halloo

Owners stop losing leads to missed calls and unread chats.

That's the job. The rest of this page is the receipts — the stack, the cost shape, and the guardrails that make it safe to leave running.

  1. 01

    Days, not months

    A no-code stack (n8n, Make, Zapier) layered with Vapi, Retell, Synthflow and ElevenLabs means most engagements ship inside two weeks. Startup capital stays near zero and pricing stays flat for you.

  2. 02

    Compliance baked in

    TCPA-safe call windows, HIPAA-aware patient data handling, and bar-compliant intake scripts are tooling defaults — not a debrief add-on you discover after the first complaint.

  3. 03

    Tuned as you grow

    A flat setup fee gets you live. A monthly retainer keeps the workflows tuned as your stack changes, seasonal demand shifts, and the platforms we sit on top of ship breaking updates.

Compliance, from day one

Built in, not bolted on.

These guardrails are workflow defaults — they ship with the engagement, not as a separate line item you discover after the first complaint.

TCPA-safe call windows

Calling hours enforced before any dial.

HIPAA-aware handling

PHI redaction, audit trail, BAA-ready suppliers.

Bar-compliant intake

Script approval workflow before prospects are routed.

Opt-out honored

Honors STOP, unsubscribe, and DNC on first touch.

Recorded-line disclosure

Plays the required beep on every outbound call.

One human in the loop

Negative sentiment routes to a live person, never a loop.

Pricing

Flat setup. Monthly retainer. No surprises.

Three tiers, transparent pricing. Pay the setup deposit in one click and the engagement starts within a week.

See full pricing →

Or check the FAQ before you read the tiers.

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What owners say

Quotes from the kinds of businesses we work with.

Capture the full value of every opportunity.

We help you capture the full value of every call, lead, and customer opportunity—so more of the work you already do turns into revenue.

Start a setup

Your phone is ringing. We make sure someone answers — and follows up.

Tell us about the business, the stack, and the hand-offs that keep slipping. We'll come back with a setup plan inside two business days.

Start a setup

Reach us at plumbwright-4@polsia.app