Find the Weak Piece.
Fix That One First.
We start by working out which of the five pillars is actually costing you money — then we stand that pillar up and leave the rest of your operation alone. You are not buying a migration, and you are not replacing what already works.
Book a DemoFirst, the Assessment
A free call, no obligation, and the only thing we are trying to work out is where leads are leaking. How they reach you now. What happens to a call at 2am. Where a job lives between the phone and the invoice. How long money takes to arrive, and how often it doesn't.
By the end of it you will have a straight answer about which pillar is weakest, and we will tell you when that answer is a pillar we do not sell — buying software for a problem you do not have is the most common way service businesses waste money.
Then we scope only that pillar. Adding another one later is a conversation, never a re-implementation.
See the five symptomsHow We Stand a Piece Up
Every pillar goes up the same way, and the shape below is the whole of it: we learn how you actually work, configure the pillar to that rather than to a template, test it against your own jobs, launch it, and keep tuning it on real data. Qualify has the most moving parts; the other four follow the same five stages with less in them.
- Scope
- Build
- Test
- Go-Live
1. Consultation & Requirements (Day 1)
A free, no-obligation call about how your operation actually runs: where work comes from, what happens to it at 2am, how long money takes to arrive, and which systems the pillar has to live alongside — phone, CRM, calendar, ticketing, dispatch, accounting. We finish it knowing which pillar is costing you the most.
2. Design & Configuration (Week 1–2)
We turn the way you already work into an explicit playbook: what gets asked, what gets confirmed, what it costs, who it routes to, and when a person takes over. For Qualify that is a call flow; for Service it is your dispatch and completion rules; for Collect it is your rate card and deposit policy. You approve it. No coding required on your side.
3. Integration & Testing (Week 2–3)
We connect the pillar to the tools you are keeping, then run structured test rounds against realistic scenarios — your addresses, your job types, your prices — to validate accuracy, data capture, routing and a clean handoff to a human.
4. Launch & Team Enablement (Week 3–4)
We launch with minimal disruption to the parts of your operation we did not touch. Your team gets short training on how to review what happened, handle the exceptions, and change the simple rules themselves — hours, routing, rates, answers. You get visibility into outcomes, so you are never guessing.
5. Optimization & Scaling (Ongoing)
We keep improving on your own data, then extend as you grow — more job types, more departments, more locations, more of the hours nobody was covering. Adding a second pillar later is a conversation, never a re-implementation.
Onboarding Process FAQs
We know bringing an AI voice agent into your business comes with questions—about setup, reliability, integrations, and what “going live” really looks like. Below are the most common FAQs about our onboarding process; if you don't see yours, reach out and we'll walk you through it.
How much time will my team need to invest during onboarding?
Most teams spend 2–4 hours total before launch. That usually includes a kickoff call, a quick review of your key call types and business rules, and one or two short test sessions to confirm the agent sounds right and routes correctly. After go-live, plan for 15–30 minutes per week early on to review results and approve small tweaks—then it typically drops to occasional check-ins once performance is dialed in.
Can the AI voice agent be customized to our business?
Yes—onboarding is where most of the customization happens. We'll tailor the agent's voice and tone, the questions it asks, the information it collects, routing rules, and what counts as a “successful outcome” (book, resolve, escalate, take a message, etc.). You'll hear it in test calls, give feedback, and we'll iterate quickly until it matches your workflows and brand before going live.
What if we need changes after launch?
That's expected—real calls surface what no checklist can. After launch, we review performance and make updates quickly: refine questions and wording, adjust routing rules, add new call types, update hours/pricing/policies, and improve handoffs. We can iterate continuously so your voice agent stays aligned with your business as things change.
Is there a cost for onboarding?
No—onboarding is included at no extra charge. We handle setup, customization, integrations, and testing so you can start seeing value fast. Billing starts only once your voice agent is live and taking real calls, based on per‑minute usage.
Do we need new equipment or software?
Not usually—our platform integrates with most standard phone systems, CRMs, and dispatch tools. During the consultation, we'll review your setup and handle any necessary adaptations without requiring you to purchase new hardware.
How is our data kept secure?
We prioritize security from day one. All data shared (e.g., scripts or call examples) is encrypted and handled in compliance with industry standards like GDPR and HIPAA where applicable. We never store sensitive customer info without your consent, and you retain full control.
Will unique requirements extend the timeline?
Sometimes—but not always. Most “unique” needs are handled through configuration (custom questions, routing rules, specialized call flows) and still fit the standard timeline. Timelines typically extend only when there's complex integration work (custom APIs, multiple systems, strict compliance reviews) or when you want a larger initial scope. If that applies, we'll flag it early, break it into phases, and launch a core version first so you start getting value while we build the advanced pieces.
Do we get to test before going live?
Yes! During Step 3 (Integration and Testing), we run mock scenarios tailored to your business. Many clients also opt for a short pilot phase post-launch to ensure everything meets expectations before scaling.
What support do we get during and after onboarding?
You'll have a dedicated Vepsy point of contact who guides the build from kickoff through launch—plus access to the engineers and conversation designers implementing your agent. After go-live, we stay on with ongoing support for updates, monitoring, and optimization, so you're not left managing prompts, routing rules, or integrations on your own.
Questions?
Contact Us
Ready to turn your phone line into a real operator—not a voicemail box? Vepsy builds AI voice agents that answer instantly, handle the routine, and route the important calls with full context.
Book a quick call and we'll map your top call types, show a tailored demo, and outline a clear path to a live deployment that fits your systems.
