AI Receptionist on a real business line

The problem

caparica.love organizes romantic dates, proposals and elopement weddings on the beach in Costa da Caparica. Clients call at all hours — often while the founder is running an event on the beach with no hands free. Every missed call is potentially a €95–€600 booking lost to the next studio on Google.

What we built

A voice AI receptionist that picks up the real business phone line and behaves like a trained, caring human assistant — not a phone tree:

• Answers from a living knowledge base. Packages, prices, upgrades, booking rules — all in one editable text file the bot reads fresh on every call. Change the file, and the receptionist knows it on the next ring. No retraining, no developer needed.
• Speaks Portuguese and English and mirrors the caller, switching voice and language mid-conversation.
• Books appointments — checks availability and collects everything a booking needs: package, date, upgrades, dietary preferences, allergies, photo consent.
• Escalates like a professional. The moment a caller sounds unhappy, asks for a human, or raises something the knowledge base can’t answer, the owner gets an instant alert — while the caller is still on the line — and the bot warmly promises a personal callback.
• Screens non-business calls. Banks, couriers, clinics calling the same number get a polite assistant who takes a message — and never gives out personal data, even to a “bank” asking for card numbers.
• Records and summarizes. Every call is recorded and followed by a post-call summary, so no detail is lost.

Why it matters

This is not a demo — it answers a real phone number for a real business every day, with real revenue behind every call. The same system adapts to any appointment-based business: clinics, salons, restaurants, auto services. The knowledge base changes; the discipline — answer everything, book what’s bookable, escalate what’s human — stays.

Under the hood

Realtime voice pipeline over the phone network, tool-calling for language switching, calendar booking and escalation, a guardrailed prompt that never invents prices or availability, and call recording with automated post-call summaries delivered to the owner.