Quote #1048 · WilsonSend approved quote · $1,240To: jordan@wilson.example
Ready
Aimee, your configurable front desk
AI receptionist for service businesses. Clear next steps for eligible calls and enquiries.
Meet Aimee. When your forwarding, business rules and service are configured, she can handle eligible calls, capture the enquiry, and prepare the next owner-approved step. You keep your number, your decisions and the systems you already use.
- Keep your existing number
- Set the rules Aimee follows
- Review important next steps
The role you could never justify hiring
- Handles eligible forwarded calls when service is available
- Captures the enquiry and the business context you approve
- Offers only scheduler-approved times
- Prepares permitted follow-up under your rules
- Shows uncertainty instead of inventing an answer
- Escalates sensitive or consequential work to a person
Built for businesses that cannot always pick up
- Trade & field service
- Legal & professional service
- Healthcare & care coordination
Not software. Staff.
You do not operate Aimee. You work with her.
Every system you have bought made you the operator: learn the screens, enter the data, keep it fed. For a business that is already short-handed, that is a second shift on top of the first.
Aimee works the other way around. Email her a receipt. Ask her what is booked tomorrow. Tell her Thursday moved. She handles it the way a good office manager would — and you did not need a salary, a desk or an onboarding project to get there.
The leak you cannot see
The call rings out. The opportunity disappears quietly.
There is no complaint and often no second chance. The caller simply keeps searching. The enquiry never reaches your calendar, and the opportunity never reaches your workflow.
While you are occupied
With a client, in an appointment, travelling, or focused on important work.
While the caller is ready
Their problem is live now. Their patience usually is not.
Before you know what was lost
A missed call gives you a number, not the context or value behind it.
Illustrative calculator
What could unanswered calls put at risk?
Potential weekly value behind those calls
Simple estimate: unanswered calls × average confirmed-work value × five workdays. It shows exposure, not guaranteed lost revenue or guaranteed Mango results.
A front door, not a rebuild
Add Mango without changing the business underneath.
Mango is not a replacement project. It answers the calls you choose, books the work into your connected calendar and follows up the invoice through the workflow you already operate.
- Your public number stays the same.
- You decide whether Aimee answers missed calls, after-hours calls or every call.
- Your calendar, operating process and client records remain yours.
Your customers
They call the number they already know
Aimee answers & books
The missed call becomes scheduled work
Your calendar & workflow
The booking and follow-up stay visible
AI-first, not software-first
No dashboard maze. Just ask Aimee.
Mango starts with a conversation, not a wall of menus. Tell Aimee what you want in plain English. She finds the right work context, prepares the next action and shows you what will change before anything important happens.
- Ask normally—no training course or software vocabulary.
- Review clearly—customer, amount, date and destination stay visible.
- Approve confidently—consequential actions wait for your say-so.
A
Ask AimeeYour front door to the business
Ready
AAimee has prepared two actions
I found the approved Wilson quote and checked Friday’s calendar. Here is exactly what will change.
Friday · Existing bookingMove 8:30 am → 10:00 amAvailability checked · no conflict
Ready
Nothing changes until you approve
Aimee works across
- Calendar
- Client work
- Quotes
- Invoices
A day on the desk
Not a feature list. A workday.
This is what having Aimee on the desk actually looks like, from the first brief to the call you no longer get up for.
06:45
Your morning brief lands
Today’s work, where to be and when, what is unpaid and what changed overnight — read before the day starts instead of assembled during it.
09:10
A call comes in while your hands are full
Aimee answers in your business’s name, captures the enquiry and offers times from availability you approved. The work stays with you instead of going to whoever picks up next.
12:30
You email her a receipt
She reads it, files it against the work and it lands in your costs the same day. No shoebox, and no catching up on it at the weekend.
15:00
A quote goes out, priced from your numbers
Built from your own price book and real costs rather than guesswork, so you know the margin before you send it.
17:20
She follows up last week’s invoice
An approved reminder goes to the customer in your business’s name. You did not have to be the one chasing, and you did not have to remember.
21:00
The phone rings. You do not move.
Aimee has it. The enquiry is captured and waiting in tomorrow’s brief. The evening stays yours.
One hire, three roles
The three roles you need long before you can afford any of them.
Aimee starts at the front desk. As you trust her with more, she takes on the work a growing business normally has to hire twice more to cover.
Receptionist
When you cannot answer, the enquiry does not go to whoever does.
- Answers calls in your business’s name, day and night
- Captures the enquiry, the details and the context
- Books confirmed work from availability you approve
- Sends reminders so people actually turn up
Scheduling & dispatch
Everyone knows where to be, without you being the one who tells them.
- Runs the calendar and keeps the schedule honest
- Morning briefs for you and the team
- Work tracked from booked to on site to done
- Time, photos and work evidence kept together
Business manager
Know your real numbers, rather than finding out at tax time.
- Email her receipts; she files them against the work
- Quotes priced from your price book and real costs
- Invoice follow-up and payment arrangements
- Statement review that flags unusual charges
Getting started
Brief a new receptionist. Not a new software system.
Start with a conversation about how the business actually works. No migration programme, no giant form and no training course for the team.
Tell Aimee how you work
Brief her in ordinary language: your services, hours, service area, prices, escalation contacts and the work you will not take.
It feels like briefing a new hire, not configuring a platform.
Test her before customers do
Use the browser helper and the market-appropriate voice demo to ask the awkward questions your real customers ask.
No card to create an account; live phone activation is US$5.
Choose which calls she answers
Start with unanswered calls, after-hours calls or every eligible call. Customers keep using the number they already know.
Your carrier controls forwarding; every call you answer stays with you.
The unpaid second shift
The admin has already landed on somebody.
In a small service business, the receptionist, scheduler and bill collector is often you, a partner, a family member or one trusted employee—doing it between everything else.
The missed call becomes an 8 pm callback. The quote becomes a laptop at dinner. The unpaid invoice becomes the awkward message nobody wants to send. Mango takes that repeatable admin off the person carrying it, so work can stop following the household into the evening.
The phone rings
Aimee answers while your hands and attention are somewhere else.
The paperwork waits
Client details, commercial context and follow-through stay attached instead of living in somebody’s memory.
The money still needs chasing
Approved reminders run without making someone you love become the nagging one.
More client work carried forward. Fewer evenings carrying the office.
From ring to revenue
See the whole customer journey move forward.
The diagrams show how a missed call reaches Aimee, becomes a real calendar booking and continues through approved paperwork and invoice follow-up.
01
Your number stays your number
Customers call the number already on your website, signage and invoices. Calls you answer remain with you. Only the calls covered by your forwarding rules reach Aimee.
- No number migration
- No customer retraining
- Switch forwarding off through your carrier
02
Availability is checked before a time is offered
When confirmed booking is enabled, Aimee uses the schedule and constraints you configure. A booking is only reported as confirmed after the calendar write succeeds.
- Your hours and buffers apply
- Existing busy time remains respected
- Failed writes stay visible
03
The work keeps moving after the call
After booking, Aimee can prepare a quote from your approved rates, wait for your approval, issue the invoice and chase it through a finite reminder sequence.
- Drafts use your approved information
- You approve prices and commitments
- Your existing records remain yours
The actual product
Eight real screens. Nothing hidden behind a showreel.
Follow one missed call as Aimee captures the context, coordinates the next step, prepares the paperwork and keeps the agreed follow-through visible.
01 · The call you could not take
Aimee answers in your business name
She captures the caller’s need, urgency and availability while your attention is elsewhere.
On a small screen, swipe the product image sideways or open it full size.
02 · The handoff
The right context reaches you
Caller details, the request, urgency and preferred next step—in one mobile summary you can act on when ready.
Open the screen full size for every detail.
03 · The operating view
Everything she captured, in one place
See the day ahead, what arrived overnight and the work that genuinely needs a person.
On a small screen, swipe the product image sideways or open it full size.
04 · Conversational control
Ask her the way you would ask a person
Use plain language to find work or prepare an action. Consequential steps remain visible before they happen.
On a small screen, swipe the product image sideways or open it full size.
05 · Owner-approved pricing
A quote drafted from your own rates
Each line traces back to approved business information. You review the price and terms before anything is issued.
On a small screen, swipe the product image sideways or open it full size.
06 · Finite follow-up
Follow-through that does not vanish into the evening
Approved work remains visible, with configured reminders that stop on payment, dispute, suppression or another terminal state.
On a small screen, swipe the product image sideways or open it full size.
07 · Evidence attached
Receipts read, coded and kept with the work
Turn emailed or photographed evidence into structured rows for review, with the original image kept alongside the proposed allocation.
On a small screen, swipe the product image sideways or open it full size.
08 · The weekly brief
What came in, what changed and what needs you
A mobile summary grounded in the records Mango actually has—not a made-up forecast or a generic productivity score.
Open the screen full size for every detail.
A useful answer, not just a pickup
She starts at the front desk. Everything after that is earned.
Aimee does not arrive with fifteen features switched on and a training course attached. She answers the phone on day one. Each capability below appears only once the work in front of you has actually reached it — so the business grows into the office manager instead of being handed one.
Stage 1
The front desk
From day one, before you have configured anything.
- Catch the calls behind the enquiriesAnswers in your business name, day or night, before the caller tries the next number.
- Keep clear of your other commitmentsReads the calendar you already work from, so she never offers a time you cannot make.
- Keep the next follow-up from slippingThe callback stays attached to the customer record instead of depending on memory.
- Ask for the review while the work is freshThe request goes out at the moment the customer is most likely to say yes.
Stage 2
The money
Once work is flowing and quotes need to become revenue.
- Turn the work into a proper proposalA line-item quote built from your own rates, flagging anything you have not priced.
- Protect the booking with a depositHold the slot until the customer pays, with nothing sent or promised without your approval.
- Carry the work through to the invoiceBilling built from the same approved lines, so nothing is re-entered by hand.
- Stop receipts becoming an end-of-month taskEmail her a receipt; she reads it, files it against the work, and asks only when the purpose is unclear.
- Ready for your accounting softwareConnect your accounting provider and Aimee prepares the entries — no retyping at the end of the quarter.
Stage 3
The crew
Once the work is no longer only yours to do.
- Tell the crew where to goShe works out who is closest and free, sends them the details, and confirms they picked it up — instead of you texting the same thing five times.
- Let the hours record themselvesTimesheets captured against the work as crew start and stop, so nobody reconstructs the week on Friday night.
- Stop paying crew back from memoryCrew send receipts from the van; she checks them, attaches them to the work and puts them in front of you. Nothing is reimbursed without your approval.
- Have the proof before the argumentBefore-and-after photos and a completion report captured at sign-off, so the evidence exists months later when an invoice is questioned.
Stage 4
The numbers
Once the hours and costs are landing on their own.
- See what the work actually cost youYour own labour rates behind recorded hours, so unprofitable work shows up before it becomes a pattern.
- Book the work that comes backRepeat visits held in the calendar ahead of time, with the customer contacted when each one is due.
Nothing here is a locked upgrade tier. These are capabilities Aimee offers when your own activity shows you have reached them — and she asks before switching any of them on.
What happens after the call
One conversation. The customer journey keeps moving.
Aimee turns the call you could not take into an organised work context: she coordinates the next conversation, gathers what you need, and keeps the client moving through the approved follow-through.
You retain the commercial decisions: your availability, your quote, your work and the rules for every customer follow-up.
Aimee’s customer-work flowFrom missed call to approved next step
Your rules apply
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01 · Missed callNo voicemail
A customer needs your help
You are with a customer, in an appointment or focused on important work.
-
02 · Aimee answersCaller engaged
Your business picks up
She introduces herself in your name and captures what the caller needs.
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03 · Book the callTime confirmed
The next step lands in your calendar
Only approved availability is offered; your existing commitments remain visible.
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04 · Gather contextContext captured
The client shares what is useful
Relevant detail is attached before you spend time preparing the next response.
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05 · Decide & complete the workWork approved
You make the professional and commercial decisions
Aimee keeps the facts together; you stay in charge of the commitments and outcome.
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06 · Complete the follow-throughInvoice sent
Bill from completed work where appropriate
The client, completed work and approved charges stay connected to the relevant record.
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07 · Follow upPayment visible
Polite reminders keep it moving
Configured follow-up runs until payment, dispute or another final outcome.
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08 · Close the loop & request a reviewRelationship grown
Finish with the next client in mind
After the approved outcome, completed work can trigger your approved review request.
Works beside what you already run
Keep the systems. Lose the double handling.
Mango is the front door and the follow-through—not a demand to rebuild the business. Where a connection is configured, Aimee passes grounded work into the tools already holding your calendar, work records, accounts and payments.
Your calendars
Approved availability remains authoritative. Confirmed bookings are written only after the required calendar action succeeds.
Fewer clashes. No second calendar.Your operating workflow
Captured clients, bookings and work facts can move into the operating workflow you already depend on.
No rip-and-replace project.Your accounting process
Approved invoice and evidence data can map into connected accounting records without pretending an unavailable connection succeeded.
Less retyping after hours.Your payment account
Customer payments settle through the payment account you control. Mango does not sit between you and your money.
Your cash stays yours.Your custom connections
Scoped API access and signed event notifications let approved systems stay in step without exposing every part of the business.
Extend without surrendering control.Connection availability and behaviour depend on the systems and providers you configure. If a required write or delivery fails, Mango keeps that state visible rather than reporting success.
What you hand over—and what you do not
Your name is on the call. The control stays with you.
Trust is not a vague security badge. It is knowing where your customers, money, conversations and decisions sit when Aimee works in your name.
Your customer list leaves with you
Export your records when you need them. Your customer history is not leverage to keep you paying.
Your customers pay you
Connected payments settle to the payment account you control, not into a Mango holding balance.
You can inspect what happened
Captured transcripts, summaries and delivery states let you check the customer interaction instead of trusting a green tick.
Important actions stay bounded
You define what Aimee may say, schedule, send and escalate; uncertain or consequential work returns for review.
See the complete controls and provider-dependent details on our Security page, Privacy Policy and Data Processing Addendum.
Why Mango costs more
“But other receptionist software is cheaper.”
It usually is—because most receptionist software stops at the front door. Mango answers the call, books the work and keeps carrying routine office work forward: quotes, follow-up, invoices, outstanding money, paperwork and customer conversations.
Cheap software does not make the rest of the work disappear.
In a small service business it usually lands on the owner, a spouse or partner, a family member, or one trusted employee—after hours, between jobs and on top of everything else. That unpaid second shift is part of the real price.
A cheaper receptionist can take the call.
Mango keeps doing the work after the call.
| What gets done The work that follows a customer enquiry | Typical receptionist-only software Front-desk focused; varies by provider | Mango Solo Mango Max—one-owner plan | Mango Crew Mango Team—crew and business coordination |
|---|---|---|---|
| Receptionist | |||
| Answers your phone, day and night Aimee speaks for your business on eligible forwarded calls. | Included | Included | Included |
| Keeps your existing number You choose which missed, busy or unanswered calls forward to Aimee. | Varies | Included | Included |
| Books work straight into your calendar Offers configured availability and confirms only after the scheduler accepts the booking. | Varies | When configured | When configured |
| Follow-up and customer conversations | |||
| Chases quiet quotes Finite follow-up for eligible quotes, with replies handled and stop conditions respected. | Not included | Included | Included |
| Chases unpaid invoices Follows up eligible invoices and stops on payment, dispute, suppression, voiding or uncertain delivery. | Not included | Included | Included |
| Google review follow-up Eligible paid, completed and consented customers can receive a confirmed review link under your policy. | Not included | Included | Included |
| Your own page and review QR kit Give customers a direct path back to your business and review flow. | Not included | Included | Included |
| Money and paperwork | |||
| Plans and costs the work Keep the customer request and its numbers together instead of rebuilding the context later. | Not included | Included | Included |
| Invoices your own customers Own-customer quoting and invoicing are included in the paid back-office workflow. | Not included | Included | Included |
| Keeps receipts and expenses Keeps the paperwork and what you have spent attached to the business record. | Not included | Included | Included |
| Produces tax-ready finance exports Produces reviewable finance records your accountant can use. | Not included | Included | Included |
| Crew and operations | |||
| Adds business users without per-seat charges Bring apprentices, employees and crew into the operating system. | Not included | Not included | Included |
| Coordinates crew dispatch Coordinate who is going where and what work belongs to them. | Not included | Not included | Included |
| Provides crew run sheets Give each person an operational view of the work they need to carry. | Not included | Not included | Included |
| Coordinates crew capacity Coordinate capacity across the team rather than managing one owner's calendar only. | Not included | Not included | Included |
That is the price difference.
Receptionist-only software helps with the phone. Mango Solo carries the customer, money and paperwork workflows as well. Mango Crew adds the operating layer for a business with people to coordinate.
“Included” means Mango has the capability; it still requires the relevant plan, approved policy and any provider connection named in the product.
Getting started
Start free. Configure the next step with your business in control.
Create a free account, then use guided setup to enter the customer-facing facts, rules and routes you want Aimee to use. Phone activation and paid services are separate, and any available offer is reviewed before payment.
1. Create your account
Start with the free workspace
Use the public signup route to create an account without entering card details.
Free No card required
- Choose the public journey you want to set up
- Keep progress in the guided setup
- Review the rules before making anything customer-facing
Guided onboarding
Tell Aimee how your business works
Add the services, hours, customer information and escalation rules Aimee may use.
Review before you publish or activate
- Use owner-approved public knowledge
- Set the next step for enquiries and bookings
- Keep phone, provider and calendar requirements visible
- Escalate exceptions instead of guessing
The visible setup flow is the source of truth for availability, terms and any paid activation.
3. Activate optional surfaces
Add calls, calendars or connections only when ready
Live phone handling depends on activation, a provisioned number, verified forwarding, service availability and your configured business rules.
Optional subject to configuration
- Forward only the calls you choose
- Everything in Mango Max, plus team-ready access where the plan and configuration allow it
- Use only confirmed business knowledge and policies
- Offer only scheduler-approved availability
- Verify provider outcomes instead of assuming delivery
Mango does not treat a prepared action, provider request or displayed status as a completed outcome without the relevant confirmation.
When one receptionist is not the whole operation
Add a specialist desk without adding another software department.
A dedicated agent can stay inside one clearly defined lane—sales, support or customer service—using your approved information across the channels you actually connect.
Resolve the repeatable. Escalate the uncertain.
Ask for the details that matter, answer from your knowledge and hand hard faults or unverified issues to a person with the context attached.
Qualify interest before it consumes your day.
Work from your real use cases and approved prices, then hand the ready opportunity to the person who should close it.
Keep customers informed without inventing answers.
Handle routine enquiries and status questions while verified account changes and sensitive exceptions remain human decisions.
Specialist desks are configured per businessAvailability, channels, scope and commercial terms are reviewed in the visible setup flow before activation.
Each desk has its own operating boundary and does not receive another desk’s private tools by default.
Common questions
The safe first step, explained.
Who is Mango Receptionist for?
Mango Receptionist is for service businesses that want a clearer way to handle eligible forwarded calls, enquiries and follow-up while keeping the owner in control.
How do I sign up and onboard?
Start with the free account route, then use guided setup to add business facts, rules and the customer journey you want to publish. Live phone handling is a separate optional activation.
Do I keep my existing phone number?
When live phone handling is activated, a business can forward the calls it chooses from its existing number to a private Mango number after that number is provisioned and forwarding is verified.
Do I have to replace my current systems?
No. Mango is designed to work beside the systems you already use. Aimee can use only the customer-facing knowledge, calendar availability and connections you configure.
What can Aimee connect to?
Mango includes its own customer, work and scheduling surfaces. External calendar, messaging, telephony, accounting, storage and identity providers remain subject to your tenant configuration, provider credentials and live-provider behaviour.
What happens when Aimee is not sure?
She should not fill the gap with a guess. You configure the business rules and escalation path so uncertain or sensitive matters can be captured and handed to a person. For account help, use the contact route to reach support.
Does Mango record call audio?
Call audio is not stored by default. Audio may be processed in real time to understand speech and generate a response, while transcript text, summaries and operational metadata may be retained. See the Privacy Policy for the full explanation.
What is the real product boundary?
Aimee works only within the business information, permissions, policy, configuration and required confirmations available to her. She does not invent availability, prices, provider delivery or completed work.
Every ring you miss is a customer who may keep searching.
Put Aimee between the ringing phone and the next business on the list—then let her carry the repeatable admin from booked call to approved follow-through while you stay focused on the customer.
