When your team cannot pick up, the caller can still explain what they need. Your office receives their details and the reason for calling, ready to follow up.
The job carries on. The enquiry reaches your office.
Your office is busy
The caller explains the job
The right details are captured
Your office gets the next action
Example call
Hear the call. Follow the conversation.
A broken boiler. A new customer. Hear Alex collect the details your office needs to call back.
How it works
From first answer to office callback.
You choose when calls reach the assistant, what it asks and who gets the callback request.
EXAMPLE CALLCONNECTED
ANSWER
Incoming call connected
Coverage rule: overflow after 18 seconds
Caller
New caller
Postcode
—
Service
—
Next action
Listening
RULE / Await approved information
Operating boundaries
Your team keeps the judgement.
ARKOZ can
Ask approved questions
Capture information
Apply agreed routing rules
Send structured summaries
Transfer or escalate agreed calls
A person remains responsible for
Technical diagnosis
Safety decisions
Bespoke pricing
Attendance promises
Unusual or uncertain cases
Missed-call estimate
Put a number on the calls you cannot answer.
Change the figures to match your business. The estimate uses your own numbers and assumes the same call volume every week of the year.
£
What you typically collect for one completed visit.
Calls that go unanswered and are not called back.
Assumptions40% book rate · 2 visits per customer
%
The share of missed calls you expect to turn into booked work.
Including the first job, within the year.
Potential missed revenue per year£49,920
Average month£4,160
Booked customers a week4
An estimate from your own figures, using 52 weeks at the same call volume. It is not a forecast and ARKOZ does not promise recovered revenue.
Start with one call flow
Try one call flow in your business.
14-day Voice Capture Pilot
FROM£750UPFRONT
Continue into an agreed production implementation and £500 is credited towards it. The remaining £250 covers workflow assessment, configuration, testing and the end-of-pilot review.
UK limited company focused on domestic plumbing and heating
Usually 5–20 field engineers
An existing office or admin process
Calls cannot always be answered immediately
Capacity to accept additional suitable work
Ready to agree who handles each callback
Probably not yet
Sole traders or commercial-only contractors: outside our initial focus
Very low call volume
No capacity for more work
Prefer to set up and manage the software yourself
Requires automated diagnosis or safety decisions
Needs a large enterprise rollout immediately
Smaller teams or a different trade? You can still get a free missed-opportunity plan. We’ll tell you if there is a sensible next step — including when ARKOZ is not the right fit yet.
Practical automation for a busy office
Win back time. Keep more opportunities moving.
A missed call, a forgotten quote or an overdue service can leave good work waiting. ARKOZ builds and manages the follow-up around those moments, so your team spends less time chasing information and more time helping customers. Here is what each workflow is designed to do.
Missed-call capture & handover
Give the next customer a useful answer, even when your office is busy.
Picture this: Your team is already on the phone when a homeowner calls about a boiler repair. Instead of leaving you with an unanswered ring, the assistant collects their name, number, postcode and reason for calling.
Your office receives a structured callback request through the agreed route. The person calling back starts with the job details, rather than asking the customer to explain everything again. Your team stays responsible for advice, pricing and booking the work.
Keep the office focused
Job details before the callback
A clear human handover
DeliverySelected calls · callback summary to your agreed office inbox
New-enquiry follow-up
Keep an interested customer from becoming another unanswered message.
Picture this: A homeowner asks for a new boiler quote while everyone is out on jobs. An agreed text or email acknowledges the enquiry and asks for the details your office needs next, such as their postcode and the work they have in mind.
Replies give your team a clearer starting point for the conversation. Instead of working through an inbox of vague requests, they can see what the customer needs and take the next step, with less back-and-forth before a useful call.
Acknowledge waiting customers
Collect the details you need
Start a useful conversation
DeliveryText or email · channels agreed at setup
Quote follow-up
Give the quotes you have already worked on a proper chance.
Picture this: You sent a quote last week, but the customer has gone quiet. A follow-up at an agreed time asks whether they have a question or would like to discuss the next step.
A reply might reveal that they are ready to book, need something explained or have decided not to proceed. Your team handles that conversation; the workflow takes care of the routine prompt. You get a clearer picture of open opportunities without having to remember every quote yourself.
Follow up without remembering
Uncover what is holding it up
Know which quotes need attention
DeliveryText or email · channels agreed at setup
Booking reminders
Find out about a change before your engineer arrives at the door.
Picture this: Tomorrow's customer has forgotten the appointment or can no longer be home. A reminder gives them the visit details and an agreed way to confirm or ask for a change.
Your office can act on the reply while there is still time to adjust the diary. Routine reminders go out without someone composing every message, while your team keeps control of appointment changes. That means less confirmation chasing and a better chance of avoiding a wasted visit.
Keep customers informed
Catch changes before the visit
Less confirmation chasing
DeliveryText or email · channels agreed at setup
Service reminders & repeat work
Give past customers a reason to come back when they need you again.
Picture this: A customer's annual boiler service is coming due, but neither of you has had time to think about it. Using the service dates and contact permissions you agree with us, a timely text or email invites them to arrange their next visit.
Interested replies go back to your team to discuss and book. You spend less time working through old records, and customers get a helpful reminder from the business they already know. It is a practical way to follow up on repeat-work opportunities, not a promise of automatic bookings.
Reach customers when due
Follow up on repeat opportunities
Less searching through records
DeliveryText or email · channels agreed at setup
You stay in control, and you can see what happened. Reporting shows replies, outstanding actions and recorded outcomes across your agreed workflows. We agree the timing, wording, handover and supported software before setup. Start with one workflow that solves a real problem, then add others where they make sense. The 14-day voice pilot covers one agreed call flow; text and email workflows are scoped and priced separately after a software and data review.
Free missed-opportunity plan
How much work is slipping through the gaps?
Missed calls. Quotes nobody chased. Customers due another service. Find the follow-up worth fixing first with a personalised plan from our free business audit.
Spot where enquiries and repeat work may be lost.
See which routine tasks could save your office time.
Get practical next steps based on your own figures.
Three short sections. Estimates welcome. Work email required for your report. No obligation.
Call answering is the starting point. We also set up the questions, callback notifications and human handover, then monitor how the agreed system works.
Why not buy a cheaper platform directly?
You can, and it may suit a straightforward setup. Our service includes agreeing the call flow with you, setting it up, testing it and monitoring it. Compare the full scope and ongoing responsibility when choosing.
Does it replace our office staff?
No. It handles selected repetitive first-response tasks while staff remain responsible for judgement, customer relationships and exceptions.
What happens if the assistant is uncertain?
It follows the agreed fallback: collect what it safely can, explain the next step honestly and notify or transfer to a person where configured.
Can we keep our existing number and software?
Often, yes. We first check how calls can be forwarded from your number and where your office needs the details. We confirm any connection to your existing software before agreeing the scope.
How is caller data handled?
Before launch, we agree what the assistant collects, what callers are told, who can access the details and how long they are kept. It should only ask for information needed to handle the enquiry.
Is it available 24/7?
The automated workflow can be configured for selected hours or continuous coverage. This does not mean ARKOZ provides staffed human support 24 hours a day.
What happens during the pilot?
We configure and test one agreed voice workflow, then run it live for 14 days. We monitor the handover, check in midway and review the findings with you. You can then choose whether to continue with managed Voice Capture. Other modules are optional, not a condition of continuing.
Do you guarantee more revenue?
No. Commercial impact depends on the client’s demand, capacity and sales process. ARKOZ measures operational outcomes such as information captured, routing and what happened next.
Your time-saving call
Less chasing. More time for the work that matters.
Spend 20 minutes with us to find where missed calls and repetitive follow-up are holding your team back. We’ll identify a practical starting point, check what your existing tools can do and explain whether ARKOZ could help. No presentation needed.
