Turn Missed Calls & DMs Into Booked Appointments In Under 5-Minutes!
We build AI automations that answer, qualify, book appointments, update your CRM, and follow up. Your team can stop chasing leads, and focus on activities that move the needle & drive more sales.
Here's Proof You're in Safe Hands 🤝
Your leads are money! Trial-and-error is expensive! Our Make Academy credentials back the systems we build. Missed calls, unanswered DMs, & poor follow ups get replaced with dependable AI automation that converts enquiries into booked appointments.
Leading AI and Automation Partners
We partner with industry leaders, combining their AI, automation, and integration platforms with our technical expertise to deliver forward-thinking, enterprise grade automations that actually perform.
Turn Missed Calls & DMs Into Calendar Bookings In Under 5-Minutes!
We build AI automations that answer, qualify, book appointments, update your CRM & follow up. Your team can stop chasing leads & focus on activities that move the needle & drive more sales.
Here's Proof You're in Safe Hands 🤝
Your leads are money! Trial-and-error is expensive! Our Make Academy credentials back the systems we build. Missed calls, unanswered DMs, & poor follow ups get replaced with dependable AI automations that convert enquiries into booked appointments.
How Much Are Your Missed Calls & DMs Really Costing You? 🤔
ROI Calculator
Results:
Monthly £££ Left on The Table:
We Charge (Per Month):
ROI: %
Get an estimate now! — I bet you'll be surprised! 😳
Enter the average lifetime value of a customer
Enter an estimate of how many calls you miss per month
Enter the rate at which you close new sales
Hit Calculate and we'll show you how much money you're losing & how much we can make you with just this 'automated' service alone!
Get an estimate now—I bet you'll be surprised! 😳
Enter the average lifetime value of a customer
Enter an estimate of how many calls you miss per month
Enter the rate at which you close new sales
Hit Calculate and we'll show you how much money you're losing & how much we can make you with just this 'automated' service alone!
Who's This For?
Lead & Response Problems
You miss calls & DMs after hours (and those leads don't come back).
Leads sit too long before any replies.
Follow-ups drop off after one day.
Booking & Conversion Problems
Too much back-and-forth to book appointments/reservations.
No-shows or unconfirmed bookings waste prime time.
Leads aren't qualified before they hit your calendar or team.
Operations & Admin Overload
Staff keep doing the same repetitive tasks (copy/paste, data entry).
Requests get handled differently depending on who's working.
Your team is bogged down with "busy-work" instead revenue work.
Disconnected Systems & Lost Leads
Customer info is scattered across WhatsApp, email, forms & a CRM.
Leads get lost between steps or between people.
Your CRM is incomplete, outdated, or full of duplicates.
The Automated 3-Step Solution: Capture | Convert | Book
Step 1: The 'Lead Capture' Automation & The Problems it Solves
This automation ensures that businesses never loses a lead at the very first touch point, turning silent prospects into booked opportunities.
😢 Problem
🙂 Solution
Missed calls, unanswered DMs, and after-hours enquiries
The automation continuously monitors inbound calls, website chat, forms, and social DMs, responding instantly in natural language — even when staff are busy, offline, or closed — so no enquiry is ever lost.
Leads arriving from multiple platforms are scattered or forgotten
All enquiries are automatically captured into a single, centralised pipeline, eliminating fragmented inboxes and ensuring every lead enters the same structured process from the first touchpoint.
Lead information is incomplete, inconsistent, or lost
The automation collects and normalises essential lead details (contact info, enquiry context, channel source, timestamps) at the point of entry, creating clean, usable records without manual data entry.
Delays caused by manual handling or slow first responses
The automation responds within seconds, acknowledges the enquiry, and begins engagement immediately, reducing drop-off, increasing trust, and setting the stage for qualification and conversion.
No way to see whether a lead was actually received, recorded, or followed up.
Every enquiry is automatically logged, time-stamped, and tracked from first contact through follow-up, giving you a clear, auditable record of what was received and how it was handled.
How Much Are Your Missed Calls, and DMs Really Costing You?
ROI Calculator
Results:
Monthly £££ Left on The Table:
We Charge (Per Month):
ROI: %
Get an estimate now—I bet you'll be surprised! 😳
Enter the average lifetime value of a customer
Enter an estimate of how many calls you miss per month
Enter the rate at which you close new sales
Hit Calculate and we'll show you how much money you're losing & how much we can make you with just this 'automated' service alone!
Who's This For?
Lead & Response Problems
You miss calls & DMs after hours (and those leads don't come back).
Leads sit too long before any replies.
Follow-ups drop off after one day.
Booking & Conversion Problems
Too much back-and-forth to book appointments/reservations.
No-shows or unconfirmed bookings waste prime time.
Leads aren't qualified before they hit your calendar or team.
Operations & Admin Overload
Staff keep doing the same repetitive tasks (copy/paste, data entry).
Requests get handled differently depending on who's working.
Your team is bogged down with "busy-work" instead revenue work.
Detached Systems & Lost Leads
Customer info is scattered across WhatsApp, email, forms & a CRM.
Leads get lost between steps or between people.
Your CRM is incomplete, outdated, or full of duplicates.
The Automated 3-Step Solution: Capture | Convert | Book
The 'Lead Capture' Automation & The Problems it Solves
This automation ensures the business never loses a lead at the very first touch point, turning silent prospects into booked opportunities.
Problem → Solution
P: Missed calls, unanswered DMs, and after-hours enquiries.
S: The automation continuously monitors inbound calls, website chat, forms, and social DMs, responding instantly in natural language — even when staff are busy, offline, or closed — so no enquiry is ever lost.
P: Leads arriving from multiple platforms are scattered or forgotten.
S: All enquiries are automatically captured into a single, centralised pipeline, eliminating fragmented inboxes and ensuring every lead enters the same structured process from the first touchpoint.
P: Lead information is incomplete, inconsistent, or lost
S: The automation collects and normalises essential lead details (contact info, enquiry context, channel source, timestamps) at the point of entry, creating clean, usable records without manual data entry.
P: Delays caused by manual handling or slow first responses
S: The automation responds within seconds, acknowledges the enquiry, and begins engagement immediately, reducing drop-off, increasing trust, and setting the stage for qualification and conversion.
P: No way to see whether a lead was actually received, recorded, or followed up.
S: Every enquiry is automatically logged, time-stamped, and tracked from first contact through follow-up, giving you a clear, auditable record of what was received and how it was handled.
'Live' in Days Not Months
From Strategy Call → Deployment
Security At Every Step
From first enquiry to human handover, your customer data stays encrypted, access-controlled & monitored
Lead-Gen →
We capture enquiries securely with encryption by default, strict role-based access, and clear scope-based handling so lead data is only used as agreed and never freestyled.
AI Agent →
The agent operates strictly within the agreed scope, using trusted tools with clear rules. Any outside providers we use are covered by written agreements and strong data safeguards.
CRM →
We keep your customer data safe by using role-based access and MFA, tracking activity with logs and regular security checks, and working mostly inside your own systems so we don’t copy or spread your data around.
Booking →
We keep appointment details safe with encryption, limit access using role-based permissions and MFA, and book inside your own calendar tools whenever possible so your data isn’t copied or stored in extra places.
Notifications →
We only send what’s been approved in the agreed scope, we keep your data mainly inside your own systems whenever possible, and we use logging and monitoring so messages don’t fail silently and leads don’t slip through.
Handover
When the AI agent needs human help, it hands the convo over to an authorised team member, follows a clear process to report, and fix issues quickly, and keeps responsibilities clear under the DPA so everyone knows who must act & when.
Security At Every Step
From 1st enquiry to human handover, your customer data stays encrypted, access-controlled & monitored
Step 1
Lead-Gen
We capture enquiries securely with encryption by default, strict role-based access, and clear scope-based handling so lead data is only used as agreed and never freestyled.
Step 2
AI Agent
The agent operates strictly within the agreed scope, using trusted tools with clear rules. Any outside providers we use are covered by written agreements and strong data safeguards.
Step 3
CRM
We keep your customer data safe by using role-based access and MFA, tracking activity with logs and regular security checks, and working mostly inside your own systems so we don’t copy or spread your data around.
Step 4
Booking
We keep appointment details safe with encryption, limit access using role-based permissions and MFA, and book inside your own calendar tools whenever possible so your data isn’t copied or stored in extra places.
Step 5
Notification
We only send what’s been approved in the agreed scope, we keep your data mainly inside your own systems whenever possible, and we use logging and monitoring so messages don’t fail silently and leads don’t slip through.
Step 6
Handover
When the AI agent needs human help, it hands the conversation over to an authorised team member, follows a clear process to report and fix any issues quickly, and keeps responsibilities clear under the DPA so everyone knows who must act and when.
STILL NOT SURE?
Frequently Asked Questions
Clear, honest answers so you can decide with confidence
1. How long does it take to build an automation?
Typically within 1-2 weeks. It depends on what you want built. A straightforward setup can go live fairly quickly, while a bigger build with multiple tools and deeper logic naturally takes longer.
2. How do you price projects?
We typically charge a one-off setup fee, and a monthly maintenance fee for ongoing management and optimisation (i.e. API changes, prompt tuning, routing rules, new offers, seasonal campaigns).
3. How do you measure success?
We measure success by first establishing a baseline from the last 30–60 days of the client's performance data, then setting 2–4 clear KPIs (e.g., booked appointments, response time, conversion rate, and hours saved). We then track these weekly in a simple dashboard and report monthly using a clear “before vs after” comparison.
4. Which tools do you integrate with?
We integrate with most tools local businesses already use, especially anything that supports APIs, webhooks, or common connectors. That typically includes Google Workspace (Gmail/Calendar/Sheets), CRMs, website forms & chat, WhatsApp/SMS/email providers, payment links, and booking/appointment systems. If there isn’t a reliable way to do it properly, we’ll tell you upfront so you’re not wasting time or money.
5. Who owns the workflows and assets?
You (the client) owns the custom workflows and assets built specifically for your business (i.e. automations, prompts, routing rules, dashboards, and SOPs) once payment is complete. We (the agency) retain ownership of our pre-built templates, frameworks, and internal methods (“background IP”), while you receive the right to use anything from that tool-kit that was used and is part of the automation build.
6. Is our data safe?
In a nutshell YES! "Data safety” is best judged by three things: (1) the agency’s real security controls (least-privilege access, encryption, logging, and an incident-response process), (2) a clear data-flow map plus a sub-processor list showing exactly where your data goes, what’s stored, and for how long, and (3) independent assurance like SOC 2 or ISO 27001 because that’s evidence the controls are actually assessed, not just claimed.
Want to Partner with Us? 🤝
Let’s build a lead-capture & follow-up system that books appointments automatically so you stop losing revenue to missed calls & unanswered DMs.
Copyright 2026 | AIVIA Systems | All Rights Reserved
STILL NOT SURE?
Frequently Asked Questions
Clear, honest answers so you can decide with confidence
1. How long does it take to build an automation?
Typically within 1-2 weeks. It depends on what you want built. A straightforward setup can go live fairly quickly, while a bigger build with multiple tools and deeper logic naturally takes longer.
2. How do you price projects?
We typically charge a one-off setup fee, and a monthly maintenance fee for ongoing management and optimisation (i.e. API changes, prompt tuning, routing rules, new offers, seasonal campaigns, etc.).
3. How do you measure success?
We measure success by first establishing a baseline from the last 30–60 days of the client's performance data, then setting 2–4 clear KPIs (e.g., booked appointments, response time, conversion rate, and hours saved). We then track these weekly in a simple dashboard and report monthly using a clear “before vs after” comparison.
4. Which tools do you integrate with?
We integrate with most tools local businesses already use, especially anything that supports APIs, webhooks, or common connectors. That typically includes Google Workspace (Gmail/Calendar/Sheets), CRMs, website forms & chat, WhatsApp/SMS/email providers, payment links, and booking/appointment systems. If there isn’t a reliable way to do it properly, we’ll tell you upfront so you’re not wasting time or money.
5. Who owns the workflows and assets?
You (the client) owns the custom workflows and assets built specifically for your business (i.e. automations, prompts, routing rules, dashboards, and SOPs) once payment is complete. We (the agency) retain ownership of our pre-built templates, frameworks, and internal methods (“background IP”), while you receive the right to use anything from that tool-kit that was used and is part of the automation build.
6. Is our data safe?
In a nutshell YES! "Data safety” is best judged by three things: (1) the agency’s real security controls (least-privilege access, encryption, logging, and an incident-response process), (2) a clear data-flow map plus a sub-processor list showing exactly where your data goes, what’s stored, and for how long, and (3) independent assurance like SOC 2 or ISO 27001 because that’s evidence the controls are actually assessed, not just claimed.
Want to Partner with Us? 🤝
Let’s build a lead-capture, and follow-up system that books appointments automatically so you stop losing revenue to missed calls & unanswered DMs.
CUSTOMER SERVICE
ENQUIRIES
SUPPORT
SALES
Copyright 2026 | AIVIA Systems | All Rights Reserved
Want to Partner with Us? 🤝
Let’s build a lead-capture, and follow-up system that books appointments automatically so you stop losing revenue to missed calls & unanswered DMs.
CUSTOMER SERVICE
ENQUIRIES
SUPPORT
SALES
Copyright 2026 | AIVIA Systems | All Rights Reserved