ROSENBERG | PERRY - AFTER HOURS INTAKE RECEPTIONIST
Prepared for: Rosenberg | Perry & Associates
Prepared by: Automate Your Biz AI (AYB AI)
Date: February 19, 2026
Executive Summary
Custom After-Hours Intake Solution
We'll custom-develop an After-Hours AI Intake Receptionist for Rosenberg | Perry & Associates to handle inbound calls when your team is unavailable.
Today, after-hours calls are handled by a basic answering service (Lex Reception) that primarily takes messages and forwards them, with limited (or no) automation and no structured intake designed to move callers toward a booked consultation.
This proposal outlines a solution that will:
  • Answer after-hours calls instantly with a professional, firm-branded voice experience.
  • Capture structured intake details (not just a message) aligned to your priorities.
  • Move callers toward the next step (callback request, consult scheduling, or urgency routing).
  • Reduce lead leakage during nights/weekends by providing a higher-quality after-hours experience.
The goal is simple: turn after-hours calls into next-day-ready, pre-qualified opportunities instead of unstructured messages.
THE PROBLEM (CURRENT STATE)
Based on our Zoom call, your current after-hours answering service is creating friction in the intake process:
The service is primarily message taking, not true intake.
There is no meaningful automation/workflow beyond relaying the message.
Callers are not being proactively scheduled ("let me get you booked for Monday" style outcomes are not happening with eligible callers).
The interaction is basic and not tailored by practice area or situation.
Urgent situations rely on a manual loop: answering service texts you → you call back manually.
This results in:
  • Lost opportunities when callers want a next step now (not "we'll call you back" tomorrow or after the weekend).
  • Inconsistent information capture (variable quality depending on the operator and caller).
  • Inefficient qualification process (all callers are forwarded for eligibility checks, rather than only passing through eligible prospects).
  • Reduced conversions because follow-up happens too late and callers aren’t moved forward immediately through a structured flow.
The Solution
Rosenberg | Perry After-Hours AI Intake Receptionist
We'll custom-develop the Rosenberg | Perry After-Hours AI Intake Receptionist to provide:
Instant Responses
Answer after-hours calls immediately with a calm, professional tone aligned to your firm.
Structured Intake
Identify why the person is calling and guide them through a structured intake path.
Complete Data
Capture complete, usable intake data (name, phone, email, reason for call, basic qualifiers you define).
Scheduling Intent
Consult booking only with eligible callers, added to general intake calendar.
Urgency Routing
Handle urgency routing with defined guardrails (e.g., escalate, flag, notify, or instruct appropriately).
Clean Summaries
Log and deliver a clean summary to your team so you can start each day with booked consults & prioritized next actions.

Important: The AI is an intake + scheduling assistant, not a legal advisor. It will be constrained to intake, consult bookings, and next-step guidance only.
WHY THIS MATTERS (BUSINESS OUTCOME)
After-hours callers are often:
  • Comparing firms
  • Ready to take the next step
A better after-hours experience drives:
Higher contact rates
because you have better info + clearer next-step intent
Higher booking rates
Callers are guided toward scheduling intent immediately
Higher signed reatiner rates
Prospects feel handled professionally even when you're out of office
The primary ROI lever is reducing lead leakage and improving the "handoff quality" into the next business day.
Filtering out ineligible users & getting eligible prospects immediately booked in for consultations.
AYB AI TESTIMONIALS
HEAR WHAT OTHERS ARE SAYING…
Advocate Rights Center,
Dallas, Texas.
LEGAL INDUSTRY
ROBERT WILSON - FOUNDER
It’s been a great pleasure working with AYB AI.
They are very knowledgeable and experienced in AI-generated communications.
We consider AYB AI to be a valued & trusted partner.
⭐⭐⭐⭐⭐
Norton Insurance,
United Kingdom.
INSURANCE INDUSTRY
BEN WHITE - HEAD OF OPERATIONS
It's been a pleasure working with AYB AI. We had already started looking into how AI can improve productivity & performance and their solution certainly did both of those things.
We have been able to integrate their voice agent in to our lead chasing which has had a huge positive effect. Getting our prospects to answer the phone was our biggest issue (even when they request call backs on our website).
After introducing the voice sales agent, our contact rate has improved from 40% to over 60% - which has exceeded our hopes and targets!
⭐⭐⭐⭐⭐
Blip Payments,
Ireland.
FINANCIAL SERVICES INDUSTRY
HUGO URIEN - FOUNDER
Working with AYB AI has been the definition of tailored professionalism. They have had a personal touch from day one and are very quick to respond and make changes as needed.

AYB AI developed several solutions for us that have helped our business become more systematic and efficient.
They take the time to really understand the goal and offer solutions to get there.

I plan to continue to work with AYB AI and would recommend them to anyone who is looking to optimize systems in their business.
⭐⭐⭐⭐⭐
Preferred Fertility Concierge,
Atlanta, Georgia.
HEALTHCARE INDUSTRY
TAKERA MITCHELL - FOUNDER
AYB AI exceeded my every expectation and went above and beyond to come up with a solution for my somewhat complex request.
Not only was the service thorough and timely but the customer service was superb.
AYB ensured my needs were understood and followed up with me consistently throughout the entire process.
I highly recommend AYB for any of your automation needs!
⭐⭐⭐⭐⭐
SCOPE OF WORK
IN-SCOPE (PHASE 1: AFTER-HOURS INTAKE)
01
Discovery + Intake Design
  • Select your plan
  • Confirm your target call types, practice areas, and priorities
  • Define required intake fields + eligibility criteria (your rules)
  • Define escalation/urgency rules and messaging
02
AI Receptionist Build
  • Firm-branded greeting and tone calibration
  • Call reason identification + guided intake questioning
  • Controlled "intake only" guardrails (no legal advice)
  • Fallback handling for existing clients
03
Outputs + Handoff
  • Structured summary of each call (clean, consistent format)
  • Tags/labels by inquiry type and urgency
  • Next-step recommendation (unqualified, qualified booked consult, urgent live transfer, etc.)
04
Go-Live + Iteration
  • Launch monitoring
  • Rapid iteration based on real call transcripts
  • Ongoing optimization for conversion and data completeness
KEY CAPABILITIES
WHAT THE AI WILL DO
  • Answer after-hours calls instantly
  • Confirm caller details (name, phone, email)
  • Ask structured intake questions to understand eligibility
  • Capture relevant intake information you define
  • Book consults with eligible callers
  • Produce a consistent summary for the team
  • Send follow up reminders (SMS/email) to increase show rates
WHAT THE AI WILL NOT DO
  • Provide legal advice
  • Make promises about outcomes
  • Negotiate fees or engage in substantive legal counseling
INTEGRATIONS & DATA (CONFIGURABLE)
We can deliver the intake outputs in the format your team prefers:
Email summaries
to defined recipients
SMS alerts
for urgent categories (optional)
Dashboard / sheet logging
(optional)
CRM / Case Management updates
if/when you choose (optional)
Data handling approach:
  • Collect minimum necessary PII
  • Structure fields for reporting and follow-up
  • Store and transmit using secure, controlled workflows
Choose Your Plan
PLAN OPTIONS & FEATURES
You can choose from 2 plan options, depending on how advanced you want the AI intake flows to be…
STANDARD PLAN OVERVIEW
STANDARD PLAN DETAILS…
One general AI receptionist for all call types
Answers after-hours inbound calls
Identifies the reason for the call at a high level
Existing clients are told team is not available right now but will follow up as soon as possible
For new inquiries, AI collects contact details (full name, phone number, email)
Asks potential clients when they are available for a free consultation during opening hours
Schedules a free consultation in a general firm calendar for a human team member to assign
Sends consult appointment reminders via SMS and email to ensure follow-through
One-time development fee:
$595
Monthly maintenance & support fee:
$495
AI usage billed separately "at cost":
Approximately $0.12–$0.14 per minute.
ADVANCED PLAN OVERVIEW
ADVANCED PLAN DETAILS…
Full team of 20–22 AI agents, providing a dedicated AI intake specialist for each practice area and key inquiry type.
Immediate Answer
Immediately answers after-hours inbound calls.
Identify Inquiry
General AI receptionist identifies the reason for the call.
Transfer to Specialist Agent
Transfers caller to the most appropriate AI specialist agent based on inquiry type.
Fallback Agent
Includes a fallback AI agent when the inquiry is not a direct match to defined practice areas.
Each specialist AI agent:
  • Asks all qualifying intake questions related to that specific inquiry type.
  • Determines eligibility based on criteria you define per practice area.
  • If not eligible, politely advises that the firm cannot assist at this time and updates the tracking report.
  • If eligible:
  • Collects contact details (full name, phone, email).
  • When applicable, gets the caller to schedule a free consultation during office hours.
  • Schedules the consultation in the firms general intake calendar.
  • Sends any pre-consult questionnaires or info packages.
  • Sends appointment reminders via SMS and email to ensure follow through.
All performance metrics are tracked in a comprehensive dashboard, shared with your firm for ongoing transparency and optimization.
One-time development fee:
$3,500
Monthly maintenance & support fee:
$595
AI usage billed separately "at cost":
Approximately $0.12–$0.14 per minute.
COMPLIANCE & RISK CONTROLS
Intake-only behavior (no legal advice)
Clear disclosures and guardrails
Minimal PII capture
Secure delivery of summaries and logs
Opt-out language for SMS follow-ups
SMS sent during TCPA approved sending hours
SUPPORT & SLA (SUMMARY)
Support channels: Slack / email / Zoom
Prioritized response targets:
P1 (system down)
2–4 business hours
P2 (degraded)
same business day
P3 (minor)
within 1 business day
ASSUMPTIONS
  • After-hours call routing can be configured to forward to the AI receptionist when your team is unavailable.
  • You will confirm:
  • Intake fields to capture
  • Eligibility criteria for each practice area
  • Escalation rules for urgent scenarios
  • Where summaries should be delivered
NEXT STEPS & GO-LIVE
Confirm plan + call categories + intake fields + escalation rules
Sign service agreement
Kickoff call (60 minutes)
Build + test + go-live, then optimize based on live transcripts (2-4 weeks)