Straight answers for plumbing owners.
What the receptionist handles, how phone setup works, emergencies, booking, your data, the one-time purchase and support.
The receptionist
What is Vance AI?
Receptionist software and an owner dashboard built only for plumbing companies. It answers your business line in your company’s name, answers questions using information you approve, collects job details, can book appointments into your schedule, and saves every call for you to review.
Does it sound like a robot?
It uses a natural-sounding AI voice and is written to be friendly, calm and to the point: it answers the caller’s actual question in plain words. The best way to judge is to hear it in a demo.
What can it answer?
Anything covered by the information you give it: your services, service area, hours, the pricing answers you approve and your own FAQs. When a question falls outside that, it says it doesn’t have that confirmed and takes the caller’s details for you instead of guessing.
Can it book appointments?
Yes. It books into the Jobs schedule in your dashboard, using your hours, appointment length and availability. It only tells the caller an appointment is confirmed after the booking has actually been saved.
What happens with emergency calls?
You set your emergency policy during setup. The receptionist can offer to transfer an urgent caller to your phone. If you don’t pick up, or the caller would rather not wait, it keeps the details of the problem, collects their contact information and saves a callback so you can call them back.
Does it answer after hours and on weekends?
It answers whenever calls are forwarded to it. You choose when that is: all the time, only after hours, or only when you don’t pick up. That’s set with your phone carrier’s call forwarding.
Can I listen to the calls?
Yes. Each call is saved with a summary, a transcript and a recording, linked to the customer’s record in your dashboard. Recordings play only for people signed in to your account.
Does it send text messages?
Not in the base system. Text-message confirmations can be added when we customize your system, scoped and priced in your quote.
Phone setup and your tools
Can I keep my business phone number?
Yes. Your carrier forwards calls from your existing number to the receptionist, and your customers keep calling the number they already have. Forwarding options vary by carrier, so it’s set up and tested during setup. Moving (porting) your number is not part of the standard setup.
What do I need to use it?
Your existing business line with a carrier that supports call forwarding, and a phone or computer with a web browser to use the dashboard.
Does it connect to my calendar, CRM or dispatch software?
The base system uses its own Jobs schedule inside your dashboard. Connecting your calendar, CRM or dispatch software can be built when we customize your system, scoped and priced in your quote.
Does it work with multiple technicians?
The base system is built for one shop with one shared schedule. Scheduling across multiple technicians can be added as customization.
Can I bring in my existing customers?
Yes. Customer and completed-job lists can be imported from a spreadsheet (CSV file), so callers you already know are recognized in your dashboard.
Buying and support
What exactly am I buying?
Vance AI’s receptionist software and owner dashboard, customized and branded for your plumbing company. Your quote spells out the customization, branding, setup, training and support included.
Is there a monthly subscription?
The software is a one-time purchase. The services it runs on (phone line, AI usage and hosting) have ongoing usage costs. Who holds those accounts and pays each bill is agreed in your package before you buy, so there are no surprises.
How much does it cost?
Pricing is quoted after a demo, based on the configuration, branding and support you need. Before you commit, you’ll see both the one-time software price and the running costs to expect.
Do I own the underlying code?
No. Vance AI keeps the platform code and offers the same base software to many plumbing businesses. That’s what keeps it a single price instead of a development project from scratch. Your purchase covers the use of your customized version.
How long does setup take?
It depends on your configuration and how much testing your shop wants before going live. Your quote includes a timeline.
What support do I get?
Your package includes a defined initial support period after handover. Ongoing maintenance, updates and extra customization after that are agreed separately, in writing.
Can you add a feature we need?
Yes, within reason. The base system is a starting point, and we customize it in either direction: adding the features and integrations your shop needs, or simplifying what you don’t use. Every change is scoped and priced in your quote before work starts.
How much can you customize?
A lot. Your branding, what the receptionist says and asks, which calls and tasks it handles, your emergency handling, the dashboard and the tools it connects to. If it fits how your business runs and is reasonable to build, we can usually do it. If something isn’t a good fit, we’ll say so.
Is my customers’ information kept private?
Your shop has its own account, and your call records, recordings and customer details are available only to people signed in to it. See the privacy policy for how information is handled.
Getting started
How do I see it working?
Book a demo. We walk through the receptionist and dashboard using the kinds of calls your shop really gets, then talk through scope and costs.
Do you work with businesses other than plumbers?
No. Vance AI is built for plumbing companies only. That focus is why it understands plumbing calls out of the box.
Still have a question?
Ask it in a demo, or email us and we’ll answer it directly.