Hired Hands AI: The AI Front Office for Home Services

Technical Overview of Hired Hands AI

Hired Hands AI is a subscription platform that gives owner-operated home-services companies (HVAC, plumbing, electrical, roofing, garage doors, landscaping, cleaning and restoration) the front office they cannot hire. A contractor’s phone is answered nine to five, but a week has 168 hours, and every call that lands in voicemail is a job that goes to the next name on Google. Hired Hands puts an AI receptionist on that phone, an inside-sales assistant on the web leads, and a reputation manager on every finished job, all trained on the company’s own services, prices and service area.

The product is built around a simple idea the founder laid out in the companion book Building an AI Workforce: stop buying software and hire an employee. Every capability is framed as a role with a job description. The owner writes down what the AI owns, what it must never do and when it hands off to a human; interviews it with test calls in a built-in simulator; runs it on probation with draft-first review; and promotes it as the numbers come in. A guided onboarding wizard walks a new company from “tell us about your business” to a live phone number, and the home dashboard reports the morning numbers an owner actually cares about: calls and texts handled, jobs on the book, new leads, review requests sent.

Under the hood the AI receptionist is a real-time voice agent on the company’s own local or toll-free number. It books appointments mid-call against the calendar’s live availability, records and transcribes every conversation, writes a summary, transfers to a human or captures the details and notifies the on-call technician when the call needs one, remembers repeat callers, and can text the caller a confirmation while they are still on the line. Leads flow into a CRM with custom fields, double opt-in verification and do-not-contact tracking; appointment reminders go out by text, voice or short personalised video; review requests route happy customers to Google and unhappy ones to a private feedback form; and email campaigns, landing pages, lead magnets and a content studio keep the pipeline full between seasons.

Hired Hands AI sits in front of the field-service software a contractor already runs rather than replacing it, and compliance is designed in rather than bolted on: AI disclosure at the top of every call, STOP and HELP keyword handling, quiet hours in the customer’s own time zone, and an append-only consent audit trail.

Key Features

• The AI Receptionist
  • Answers inbound calls 24/7 on a local or toll-free number provisioned from the dashboard, in a choice of previewable voices.
  • Books mid-call: checks live calendar availability and puts the job on the schedule while the caller is still on the line.
  • Hand-off tools: warm transfer to a human, capture-and-notify to the on-call tech, and text or email sent from inside the call.
  • Caller memory: recognises a repeat caller and picks up where the last conversation left off.
  • Records, transcribes and summarises every call; phone reports show volume, outcomes and booked appointments over time.
  • Two-way SMS: the same bot carries the conversation by text, captures the lead and books, with a website chat widget for the site.
  • Training room and simulator: a knowledge base of services, price ranges, policies and FAQs powers phone, text and chat; test calls and an Agent Coach grade the bot before a customer ever hears it.

• Leads and Appointments
  • CRM with CSV and spreadsheet import, unlimited custom fields that double as merge tokens, categories, notes and de-duplication.
  • Lead finder: pulls prospect lists from Google Maps and other public directories.
  • Email validation, mobile-versus-landline detection, double opt-in and do-not-contact tracking.
  • Timezone-aware availability engine with buffers, exceptions and two-way Google Calendar sync; every booking records which AI made it.
  • AI Reminders: a reminder ladder by text, voice call or personalised video, with voices the owner can preview and a review-matching step that closes the loop after the job.

• Reviews and Reputation
  • Post-job review requests by text and email with templates and reminders; QR codes for trucks, invoices and door hangers.
  • Smart routing: satisfied customers go to the Google review link, unhappy ones to a private complaint form the owner sees first.
  • Customer journeys and rewards, click tracking, satisfaction scoring and a QuickBooks trigger that asks for the review when the invoice is paid.

• Marketing Coordinator
  • Email campaigns with segmentation, a drag-and-drop template studio, scheduling and open and click analytics; reactivation and seasonal drips from the customer list.
  • Email infrastructure: multiple sending accounts, a unified inbox, automated warm-up and domain health monitoring.
  • Landing pages from a template gallery with opt-in forms that feed the CRM and A/B variants.
  • Content Studio for documents, presentations and batch articles; AI image creation and editing; lead-magnet ebooks; scheduled publishing to the company website.

• Running the Crew
  • Onboarding wizard from business facts to a live number, with a go-live checklist on the home dashboard.
  • Home dashboard with the morning numbers over 7, 30 or 90 days and an “ask your AI anything” bar.
  • Plans named for the job (Answer, Grow, Dominate, Agency), credit-based AI usage, team seats with per-user quotas and a white-label portal for agencies that resell to contractors.
  • Free calculators and scorecards from the book (missed-call math, empty-seat cost, readiness scorecard) as public lead magnets.
  • Your Data: every owner can export everything as one archive or delete the account and its data from Settings.

Underlying Technology

1. Models and AI layer: large language models drive the conversation, summaries and content, abstracted into Standard and Premium tiers rather than vendor names; real-time voice runs over a carrier-grade telephony platform with streaming speech in both directions; a retrieval layer grounds every answer in the company’s own knowledge base.
2. Interface: a responsive web application with guided page tours, a step-by-step onboarding wizard and in-place audio preview for every voice and sound a user can pick; an embeddable chat widget and a REST API with documented endpoints for bots, leads and reviews.
3. Data security and privacy: strict per-tenant isolation on every query, encrypted storage for mailbox and calendar credentials, consent and opt-out events kept in an append-only audit log, and a self-service export and delete-everything flow. No customer data is used to train models.
4. Scalability and infrastructure: a Django and ASGI stack with WebSocket voice streaming, a PostgreSQL database, scheduled daemons for calling, texting, reminders and email with a self-monitoring watchdog, and credit metering so every AI action is accounted for.