What the agent handles
- Books moving estimates
- Reserves moving dates
- Answers packing and supply questions
- Explains valuation and coverage
- Gives crew arrival updates
Transport and logistics
AI receptionist for moving companies
Books in-home or video estimates, locks in moving dates, and handles the day-before and moving-day calls from anxious customers.
CallerOur closing is the thirtieth and we still don't have movers. Please tell me you have something.
CallerDo you move pianos? It's an upright.
CallerThe truck was supposed to be here at eight, it's nine thirty.
Where calls go
Sales and estimatesDispatchCrew leadsClaims
Warm transfer: When a customer calls on moving day because the crew is late or something is damaged, the agent warm-transfers to dispatch.
What it books
Estimates and moving dates
Why moving companies miss calls, and what an AI receptionist changes
Moving companies get their calls in waves that follow the calendar. The last week of every month, the end of June and the run-up to July 1 in Quebec bring a flood of people trying to lock in a date, and those are the same days your estimators are walking through clients' living rooms and your crews are carrying sofas down three flights of stairs. The office phone goes to voicemail, and a family with a closing date in two weeks books whoever answers.
A RealVoice AI receptionist answers your moving company's phone on the first ring and books in-home or video estimates and moving dates into your schedule. It asks what your estimators need before they show up: both addresses, home size, stairs or elevator, whether the building needs the elevator reserved, long carries, specialty items like a piano, safe or pool table, and whether the customer wants packing or boxes.
On moving day, once the team has connected it to your truck GPS or moving software during setup, it tells a customer where the crew is and when dispatch expects them. A customer whose crew is late, or who finds a gouged dresser, is warm-transferred to dispatch with the job details read out first, and claims questions go to your claims person in writing. It explains your valuation options and cancellation policy exactly as you describe them, and it never quotes a binding price or a crew size you haven't set.
Example call, start to finish
- CallerHi, our closing is June 30 and we still don't have movers. Please tell me you have something.
- AI receptionistLet's find you a time. Where are you moving from and to, and how big is the place?
- CallerA three-bedroom house in Barrhaven to a condo in Kanata. The condo makes us book the elevator.
- AI receptionistThat week is busy, but I can hold June 30 with a crew starting at 8 a.m. or at 1 p.m. Which suits you?
- Caller1 p.m., we don't get the keys until noon. Oh, and there's an upright piano. Is that a problem?
- AI receptionistWe move uprights. It's a specialty item with an added charge the estimator will confirm. Because of the piano, I'd like to book a video estimate this week so the crew size is right. Does Thursday at 6:30 p.m. work?
- CallerThursday works.
- AI receptionistYou're set: a video estimate Thursday at 6:30, and June 30 at 1 p.m. held for the move, with the piano and the elevator noted. I'll text you both confirmations, along with a note to reserve the condo elevator for that afternoon.
After the call: Both bookings are in the RealVoice schedule. The estimator gets a text and email with the addresses, the piano and the elevator note before Thursday's call, the customer has confirmation texts, and the summary and recording are saved in the portal.
How it fits your day
- End-of-month rush
- In the last ten days of each month, date requests are answered as they come in, and every booking carries the addresses, home size and access details.
- June and Quebec's Moving Day
- Through the summer peak and the July 1 changeover, many callers are handled at the same time, in French or English, while the office is short of hands.
- The day before
- Customers calling to confirm the arrival window, ask where the truck can park or add boxes are answered from your information, and changes go to dispatch in writing.
- Moving day
- A late crew or a damaged item gets the caller to dispatch with the job and address already passed along.
Your software
Today it books estimates and moving dates into the RealVoice schedule in the portal, keeps every call summary and recording there, and texts customers their confirmation. If your office runs SmartMoving, Supermove or OptimoRoute, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A local move for a three-bedroom house runs around $2,500, and a move from Ontario to Alberta can be $9,000 or more. People shopping for movers call three companies and book the first one that offers a date, often on that same call. If your office misses four estimate calls a week through May and June and one in four would have booked, that is about nine local moves, over $20,000, gone in a single season. See your own figures in the missed-call calculator on the homepage.
Questions moving companies ask
Can it give a moving quote over the phone?
It can explain your hourly rates, minimums and truck fees if you give them, so callers understand how pricing works. A firm estimate comes from your estimator after an in-home or video walkthrough, which the agent books.
Can it tell a customer when the crew will arrive?
Yes. It gives the arrival window that was booked and can text a reminder the day before, and with your truck tracking connected as part of setup it gives the crew's updated ETA on the day. If the crew is running well behind, the customer is put through to dispatch, or dispatch gets a message right away.
How does it explain valuation and coverage?
It reads out your options the way you describe them, such as basic coverage by weight or full replacement value, and sends detailed claim questions to your claims person instead of interpreting them.
Can it handle French-speaking customers around July 1?
Yes. Callers can speak French or English, or one of many other languages, and the agent asks before changing languages.
Can it take orders for boxes and packing supplies?
It answers questions about the boxes and packing services you offer and notes an order for delivery before the move or pickup at your office. It doesn't take card payments; your office handles that.
Will customers know it's an AI and not my office?
If they ask, it tells them. It uses your company name, a greeting you choose and a steady voice, which helps on stressful calls like a closing date that just moved.
Hear it as your own moving company's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.