How PicoCrate Works
From consultation to launch in 1-2 weeks. Our proven 4-step process ensures your AI voice agent is configured perfectly for your business.
What Is AI Voice Agent Implementation?
AI voice agent implementation is the process of configuring and deploying an intelligent virtual receptionist for your business. Unlike basic IVR systems that require callers to press buttons, modern AI voice agents engage in natural conversations, understand context, and take actions like booking appointments or qualifying leads. The implementation process involves customizing the AI to know your business, integrating with your existing tools, and training it to handle your specific call scenarios.
Your Implementation Timeline
Most businesses go live within 1-2 weeks
Consult
Day 1-2
Configure
Day 3-5
Train
Day 6-10
Launch
Day 11-14
Our 4-Step Process
A proven approach to getting your AI voice agent up and running
Consult
We start with a free consultation to understand your business, call volume, pain points, and goals. We analyze your current call handling process and identify opportunities for automation.
Timeline: Day 1-2
- Understand your business and industry
- Review your current call handling process
- Identify high-value automation opportunities
- Discuss integration requirements (CRM, calendar)
- Answer all your questions about AI voice agents
Discovery Call
We learn about your business and goals
Configure
Our team configures your AI voice agent with your business information, services, pricing, appointment types, and call handling rules. We set up integrations with your existing tools.
Timeline: Day 3-5
- Build your custom AI voice persona
- Program your services, hours, and FAQs
- Configure appointment types and scheduling rules
- Integrate with your CRM (GoHighLevel, Salesforce, etc.)
- Connect to your calendar for real-time availability
- Set up call routing and escalation rules
Custom Setup
Your custom AI is built and integrated
Train
We run extensive tests to ensure your AI handles every scenario correctly. You review call recordings and provide feedback. We refine responses until everything is perfect.
Timeline: Day 6-10
- Internal testing of all call scenarios
- Review and approve AI responses
- Fine-tune conversation flows
- Test integrations end-to-end
- Train AI on industry-specific terminology
- Verify appointment booking accuracy
Testing & Refinement
We test and refine until perfect
Launch
Your AI voice agent goes live! We monitor performance closely during the first week and make real-time adjustments. You get a dedicated support contact for any questions.
Timeline: Day 11-14
- Forward your business number to PicoCrate
- Monitor live calls in real-time
- Provide daily performance reports
- Make real-time adjustments as needed
- Dedicated support during launch week
- Ongoing optimization and support
Go Live
Your AI goes live with full support
What's Included
Everything you need for a successful implementation
Full Configuration
Custom AI setup tailored to your business needs
CRM Integration
Connect to GoHighLevel, Salesforce, HubSpot, and more
Calendar Sync
Real-time availability for appointment booking
Bilingual Setup
English and Spanish language support included
Training & Testing
Thorough testing before going live
Launch Support
Dedicated support during your first week
Performance Dashboard
Real-time analytics and call insights
Ongoing Optimization
Continuous improvements based on call data
What You'll Need to Provide
We do the heavy lifting, but we need some information from you to create your perfect AI voice agent.
Business Information
Services, pricing, hours, and FAQ answers
Calendar Access
Read/write access to your scheduling system
CRM Credentials
API access for lead and contact sync
Phone Forwarding
Forward your business line to PicoCrate
Feedback
Review test calls and provide input
We Guide You Every Step of the Way
Don't worry if you're not sure where to start. Our onboarding team provides:
- Detailed onboarding checklist
- Template responses for common questions
- Integration setup assistance
- Dedicated onboarding specialist
Timeline Expectations
How long it takes depends on your specific needs
Fast Track
5-7 Days
Simple setup with standard integrations and straightforward call flows
Standard
1-2 Weeks
Full configuration with CRM integration, custom call flows, and thorough testing
Most CommonEnterprise
2-3 Weeks
Complex integrations, multiple departments, or custom development requirements
Implementation FAQs
Common questions about getting started with PicoCrate
Most businesses are fully operational within 1-2 weeks. Simple setups with straightforward call flows can be ready in as little as 5 business days. More complex implementations with multiple integrations or custom requirements may take up to 3 weeks. We provide a detailed timeline after your initial consultation.
You will need to provide: (1) Business information including services, pricing, and operating hours, (2) Access to your calendar system for real-time booking, (3) CRM API credentials for lead sync, (4) Answers to common customer questions, and (5) Your preferences for call handling and escalation. Our team guides you through everything with a simple onboarding checklist.
Absolutely! Your AI voice agent can be updated anytime. Need to add a new service, change your hours, or update pricing? Just let us know and we can make changes within 24-48 hours. Major reconfigurations may require additional testing time.
We design your AI with fallback options for uncertain situations. If the AI is unsure about something, it can offer to take a message or transfer to a live person. We monitor call quality and continuously improve based on real interactions. You can also set up alerts for specific scenarios you want to review.
Yes! We provide training on using the PicoCrate dashboard to view calls, access analytics, and manage settings. We also train your team on how the AI works so they understand what to expect when receiving transferred calls or following up on leads.
All plans include ongoing support. You will have access to email support (all plans), phone support (Professional and above), and a dedicated account manager (Enterprise plan). We also provide documentation, video tutorials, and a knowledge base for self-service help.
Yes, you can pause or cancel your service at any time with 30 days notice. There are no long-term contracts required. If you pause, we retain your configuration so you can easily restart later.
We offer native integrations with GoHighLevel, Salesforce, HubSpot, Zoho, Calendly, Google Calendar, and Microsoft Outlook. We also support Zapier and Make for connecting to thousands of additional apps. Custom integrations are available for enterprise clients.
Ready to Get Started?
Book a free consultation and we'll walk you through exactly how PicoCrate can work for your business. No commitment, just clarity.