Business Intake Form — Virtual Reception AI
Payment Confirmed — Welcome Aboard! 🎉

Build Your AI Knowledge Base

The more detail you share below, the smarter and more accurate your AI agent will be on day one. Every field helps train it to sound exactly like your business.

Your information is secure and only used to configure your AI system.
Business Information
Tell us about your business
Primary Contact
Who should we coordinate with?
Hours & Availability
When are you open?
All seven days are turned on. Tap any day you are closed to turn it off. Many businesses are open on Saturday and Sunday — leave them on if you are.
Services & Knowledge Base
The core info that trains your AI
List every single service you offer and describe each one. Include your specialties, your popular packages, and anything you do not offer. There is no character limit here — please be as detailed and specific as you can. Some businesses offer three things, some offer twenty. Write them all down.
Who do you serve? Who do you help on a regular, consistent basis? For example, a plumber may serve apartment buildings, single family homes, landlords and property managers.
Write down at least 10 if you can — there is no limit. Write the question, then write the answer you want your AI to give.
Answer the ones that apply to your business. If one does not apply to you, skip it and move to the next line.
Booking & Scheduling
How appointments work
If you do not take appointments, skip this whole section and move to the next one.
This is how much time you normally spend with one customer.
This is the gap between one customer leaving and the next one arriving, so the AI never books them back to back.
Payments & Compliance
What you accept and any rules
If your business does not deal with insurance, skip this box and move to the next one.
Brand Voice & Personality
How your AI should sound
Call Handling Preferences
How the AI should manage calls
If you want your calls transferred to you or your team, please give us the phone number we should forward those calls to. If you do not transfer calls, leave this box empty and move to the next one.
What counts as an emergency in your business, and what should the AI do about it — transfer the call, take a message, or text someone right away? For example, a plumber may treat a burst water heater at 3 in the morning as an emergency, and a salon may treat a bride who needs her hair done first thing tomorrow as an emergency. If you do not have emergency calls in your business, leave this box empty and move to the next one.
Lead Capture & Qualification
What info to collect from new leads
Only fill this out in detail if it applies to your business. If a box does not apply to you, ignore it and move to the next one.
Please list any and all questions your AI needs to ask so it truly understands the customer and your business. Write down as many as you need — there is no limit.
When a new lead comes in, where would you like us to send the notification? Tell us if you want an email, a text message, or both — and give us the email address and phone number to use.
Tools & Integrations
What you already use
More Business Detail
Extra facts your AI should know by heart
Service Rules & Promises
What you do, what you don't, and what you guarantee
Customer Journey
What happens from first call to finished job
Call Flow Details
How calls should be judged, moved, and followed up
Growth & Marketing
Where your customers come from and where you're headed
Anything Else?
Final notes and competitor intel
Please list all of your competitors. If you have 10, 20 or 30, list them all. This helps your AI understand how to position you.
Upload Your Files
Logo, price list, brochures, policies — anything that helps

We'll begin setting up your AI system within 48 hours of submission.

VirtualReceptionAI

© 2026 Virtual Reception AI™ — All rights reserved.

AI-powered business growth for the companies of tomorrow.

Terms of Service · Privacy Policy