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Front office systems for Southwest Florida businesses

Your front office, handled.

We find where calls, bookings and follow‑ups cost you customers, then build and run what should happen on its own.

Book a call Hear it answer: (239) 990-3072

Same call. Different ending.

A customer calls while you're busy. Here's what happens on their phone without us, and then with us.

Pick a business

  1. 2:14 PM

    Maria calls about an AC that quit.

    You're on another job, so it rings out.

  2. 2:15 PM

    No answer, so she tries the next business.

    No voicemail. Whoever picks up next gets the customer.

  3. Rewind

    Same call. Different ending.

    This time, your business has Deja Vu behind it.

  4. 2:15 PM

    Maria gets your text within a minute.

    Your business number texts back a link to book. Nobody had to stop working.

  5. 2:21 PM

    She books Thursday at 10.

    It lands on your calendar, and the reminders go out on their own.

  6. Thursday

    Paid by text, then a review request.

    Maria pays from a link, and your Google review request follows. A repair visit like this runs about $490.

Three questions we ask every owner

That was one call. Here's what it adds up to in your business. It takes two minutes, and nothing you type leaves this page.

  1. 1. Walk me through your front office. Who owns each job?

    Answering the phone, replying to messages, booking, following up, reminders, payments and reviews. Who does each one, and is it really theirs?

  2. 2. How many hours a week go into each one?

    Count everyone who touches it, then put a dollar figure on each hour.

  3. 3. What happens when nobody answers or follows up?

    Often, they call the next business on the list. How many is that a week, and what is each one worth?

  4. The money question: if these things just happened on their own, how much would that be worth to your business?

Question 1 of 3

Walk me through your front office. Who owns each of these jobs?

If the honest answer is “whoever's free,” pick that one.

Answering the phone

Replying to texts, emails and web messages

Booking and rescheduling

Following up on quotes and new leads

Reminders, confirmations and no-shows

Chasing payments and reviews

You handle 3 of these 6 yourself. 1 is left to whoever's free, so nobody really owns it. 2 have nobody on them.

What runs on its own

The front office work that repeats every day, handled the same way every time. Your people keep the work only a person should do.

  • Every call answered, day or night

    By an AI receptionist that knows your services, hours and prices. It books the appointment, or hands the call to you when it should.

  • A text back within a minute

    If a call does slip through, the caller gets a text with your booking link right away.

  • One inbox

    Calls, texts, email, website chat, Facebook and Instagram, all in one app.

  • Booked without phone tag

    Customers pick a time. Confirmations and reminders go out on their own.

  • Every lead followed up

    By text and email, on a schedule, until they book or tell you no.

  • Getting paid

    Estimates customers approve from their phone, invoices, text-to-pay and Tap to Pay.

  • Review requests

    Sent after every visit, so happy customers remember to leave one.

  • An alert for every lead

    Your phone pings for every lead, booking and call, so you always know what happened.

See each part working

Each one has its own page, so you can see exactly how it works before the call.

Answers, day and night

Calls and intake

Answers calls, chat and texts, collects the details and books the appointment.

See calls and intake

Until they book or say no

Follow-Ups

Every lead, quote and no-show followed up by text and email, and customers reminded when they're due.

See follow-ups

Nothing for you to do

Social Media & Content

Posts that show who you are, plus blog posts and an email each month.

See Social Media & Content

Hear it before you buy it.

(239) 990-3072

Dee is our AI receptionist, and she answers our line day and night. Ask her anything, or have her book your call.

  • Yours answers with your name, services and hours
  • Books straight into your calendar
  • Hands the call to you when it should

Map it. Build it. Run it.

We don't start with software. We start by learning how your front office really runs, then build only what's worth building.

  1. Talk it through

    A 15-minute call. Before it, we call your office a few times, the way a customer would, and tell you what happened. If it isn't worth mapping, we'll say so.

  2. Map it

    A few hours at a time in your office, never all day. Every step drawn, who owns it, the hours it takes and what it costs you, in your hands within one to three weeks.

  3. Build it

    We build what should run on its own, for a fixed price agreed before we start, and test it the way your customers will use it.

  4. Run it

    We keep it working. A test call every day, and if anything stops, calls go straight to your phone.

What a Map looks like

Every step your front office takes, who owns it, the hours it takes and what that costs each month. Then the part that matters: what should run on its own, what needs a person and what should stop.

The Map is yours to keep, whether or not we build anything.

Our Map promise. If your Map doesn't find at least 3 times its price a year in staff time and lost customers, by numbers you agree with, we refund it.

Front office map

Example: an AC company
with three trucks

  1. Answer the phone. Could run on its own.

    Office12 hrs a week

    $1,144

  2. Calls that ring out. Could run on its own.

    Nobody26 calls a month ring out

    $2,940lost

  3. Book the visit. Could run on its own.

    Office4 hrs a week

    $381

  4. Price the job. Needs a person.

    Owner5 hrs a week

    $1,625

  5. Follow up on the quote. Could run on its own.

    Nobody9 quotes a month go quiet

    $1,470lost

  6. Remind and confirm. Could run on its own.

    Office3 hrs a week

    $286

  7. Type it all in twice. Should stop.

    Office2 hrs a week

    $191

Could run on its own$6,221

Needs a person$1,625

Should stop$191

Example, built on a $490 repair visit, 26 missed calls and 9 quiet quotes a month, with about 1 in 4 callers and 1 in 3 quotes booking. Yours is drawn from your own phones, calendar and people.

Texting turns on once the phone carriers approve your business, usually in 1 to 2 weeks. Email alerts cover you until then.

Websites, when yours needs one

If your website is getting in the way of calls and bookings, we rebuild it. Here are a few we've built.

The Seagrape Paint & Handyman sample site on a phone

Seagrape Paint & Handyman

A sample site for a made-up painter, with online booking, AI chat and a before-and-after slider. Try booking a test appointment.

Open the sample site
How a site gets built and set up, in 15 seconds. Sample business shown.

Questions owners ask

What does it cost?

It depends on what your Map finds, which is why the Map comes first. The Map starts at $1,500 for a small business. The build is a fixed price agreed before we start. Running it is a monthly fee set by what we built, with the first month included, plus AI usage billed at cost, which typically runs $10 to $100 a month depending on volume.

Why map it first?

Because software on top of a step that shouldn't exist just makes the mess faster. The Map shows which steps should run on their own, which need a person and which should stop, with a dollar figure on each. Then you know what a build is worth before you pay for one.

What happens during the Map?

We start with your records: a few months of call logs, quotes and bookings. Then we visit for a few hours at a time, during your busy hours, with whoever answers the phone, books the work and follows up. We follow a few real customers from first call to paid invoice, and you confirm the hours and dollar figures before we present anything. A small office has its Map within a week, a larger one within three. You keep working while we do it.

What if the Map doesn't find much?

Then you get your money back. If your Map doesn't find at least 3 times its price a year in staff time and lost customers, by numbers you agree with, we refund it.

Do I have to switch software?

No. We connect to the software you already use when it allows it, and build a workaround when it doesn't. If switching would save you time or money, the Map will show it, and the choice is yours.

Can I keep my phone number?

Yes. Your number stays on your truck, your cards and Google. We forward its calls to the system behind the scenes.

What if something stops working?

Calls go straight to your phone, so nothing gets missed. We run a test call every day, and we handle anything that breaks by the next business day.

Is there a contract?

No. Running it is month to month, and the first month is included with your build. The Map and the build are one-time.

Do you work with medical and dental offices?

Yes. Anything that touches patient information runs only under a signed HIPAA business associate agreement, and we'll go over it with you before the Map starts.

What's the app, and how do I log in?

You get your own login at app.agenticdesksolutions.com. Agentic Desk Solutions is our parent company, and its platform runs your system. Calls, texts, bookings, reviews and website messages all land there, on your computer or your phone.

Will this get me more calls or rank me higher on Google?

We don't promise rankings or call volume. We promise that people who find you can call, book and message you easily, and that no lead gets lost because you were busy.

Which areas do you serve?

Businesses across Southwest Florida, including Cape Coral, Fort Myers, North Fort Myers, Sanibel, Bonita Springs and Naples. The Map happens in person, in your office.

Start with 15 minutes

Bring your answers to the three questions. If mapping your front office isn't worth it, we'll tell you.

The earliest time is a day out. Before we talk, we call your office a few times, the way a customer would, and tell you what happened.