An AI receptionist for a professional service firm answers questions about your services and process, then records consultation requests and project enquiries so your team can follow up with context. Sawy uses your business information, services and FAQs. It does not give professional advice, scope work or quote projects. Your team decides which enquiries to pursue.
Capture the enquiry between meetings
Sawy can collect a prospective client's contact details and request while your team is in meetings or on client work. Review the conversation in Calls and manage next steps in Leads.
The Professional services preset gives you a starting point for intake. It sets a professional tone, adds a "Consultation" service and tells the agent to ask about the enquiry, collect contact details and a preferred consultation time, not to provide regulated professional advice, and to say the team confirms scope and availability. Add your areas of work, consultation pricing, opening hours, timezone and preferred escalation contact. Describe which enquiries you accept and which need a personal response.
Consultant vs. agency: two different intakes
A solo consultant and a project-based agency need different information from a first contact. Write the questions you want asked into the business info.
| Consultant: consultation request | Agency: project enquiry | |
|---|---|---|
| Typical caller | Business owner or manager with a specific problem | Marketing lead or founder with a project in mind |
| What to capture | Name, company, email and phone, the topic in one sentence, preferred consultation times | Name, company, email and phone, project type, rough timeline, whether a budget range is set, how they heard of you |
| What Sawy can answer | Consultation format, length and fee as you list them | Services you offer, minimum engagement as you list it, your proposal process |
| What it must not do | Give advice on the problem | Quote a price or commit to a deadline |
| Usual next step | Staff confirm a consultation time | Staff book a discovery call or decline politely |
Example consultation request (illustrative)
Caller: I run a 20-person manufacturing company and I'm trying to sort out our pricing. Do you do one-off sessions?
Sawy: Thanks for calling Brightline Advisory. I'm an AI assistant. The firm offers a 60-minute strategy consultation, listed at $250. I can take a request for one. What's your name, company and the best email and number to reach you?
Caller: Priya Shah, Shah Fabrication, priya@example.com, 555-0148.
Sawy: Thank you, Priya. In a sentence, what would you like to cover, and which days suit you?
Caller: Pricing for custom orders. Any afternoon next week.
Sawy: I've noted a consultation request about pricing for custom orders, afternoons next week. The team will confirm a time with you.
Example agency project enquiry (illustrative)
Caller: We're relaunching our website in the spring and want a quote.
Sawy: Thanks for calling Northgate Studio. I'm an AI assistant and can pass the details to the team, who prepare quotes after a discovery call. What kind of site is it, and do you have a target launch month?
Caller: Ecommerce, about 200 products. We'd like to launch in April.
Sawy: Thank you. Is there a budget range you're working within? It's fine if not yet.
Caller: Around twenty to thirty thousand.
Sawy: Got it. May I have your name, company and the best email and number? The team will be in touch to arrange a discovery call.
In both cases Sawy records the request. It does not judge whether the client is a good fit or price the work.
Keep a clear follow-up record
Each enquiry appears in Leads linked to its source conversation. Search leads, set their status and priority, add internal notes and choose a follow-up time. The follow-up time is a reminder for your team, not an automated campaign. Create an appointment from an enquiry, then confirm, reschedule or cancel it after your team checks availability. The business also receives an after-call summary email and a daily digest.
Connections to set up and test
- HubSpot: add your HubSpot private app key in Settings to push contacts (and deals) from conversations. Run a test enquiry and check the contact appears in HubSpot as expected before relying on it.
- Cal.com: enter your Cal.com API key and event type ID on the agent. Staff send a reviewed request to Cal.com from Appointments, and an appointment is marked confirmed only after Cal.com accepts the booking. Test a booking, reschedule and cancellation first.
- Website chat: enable it on the agent and embed the snippet on your site.
- Email inbox: enable incoming email to receive enquiries as leads; staff send replies from the Email inbox.
- Phone: forward your business line to the agent's number only after testing real calls. SMS replies are not currently available.
There is no Salesforce, Zapier or Google Calendar connection.
Limits
Sawy supports general business intake. It does not perform professional assessments, legal conflict checks or account-specific financial work. Do not enter sensitive client information unless your business has completed the required privacy and service review. Accountants, lawyers and financial advisers should also read the accounting, law firm and financial adviser pages.
Test before going live
Use Test chat to ask a service question, then request a consultation with made-up contact details. Check the lead, transcript and follow-up time, create an appointment and, if connected, confirm the HubSpot contact and Cal.com booking. Step-by-step setup is in the consultation receptionist template and the getting-started guide.
Related: lead qualification, appointment booking, website chat, email inbox and all industries.