Someone lands on your site at nine in the evening with a straightforward question — do you cover my area, roughly what does this cost, how soon could you start.
Phase 4 · Automate
AI Chatbots & Booking Systems
A trained assistant on your site that answers real questions, qualifies enquiries and books calls at 3am — and knows when to stop and hand over to a person.
- From £1,200
- Live in 2–3 weeks
- LLM usage billed at cost
AIXCONS Assistant● online · 9:04pm
Do you cover Essex?
Yes, we do. Want a call this week?
Thursday afternoon.
BookedThu · 2:00pm✓ Calendar + CRM updated
Works at 3am
Trained on your content
Hands over to a person
The problem
Half your enquiries arrive when nobody’s there
There’s nobody to ask, so they fill in a form and wait, or more often they don’t bother and go to the next result.
Meanwhile your team spends a real portion of every week answering the same twenty questions. Not complicated ones. The same ones.
Both problems have the same solution, and both are usually left alone because the available option was a chatbot that made things worse.
The way out
A good chatbot answers the question. Most of them are built to avoid answering it.
What chatbots do badly
Six failure modes, and how to avoid them
Worth reading before you commission one, because most of these are build decisions rather than limitations of the technology.
- 01
Deflecting instead of answering
The classic failure: you ask a question, it offers three menu options that don’t match, then asks “did that help?” It’s built to reduce support tickets rather than to answer, and users learn within two exchanges to stop trying.
- 02
Inventing specifics
Language models will confidently state a price, a lead time or an availability that doesn’t exist. The fix isn’t hoping — it’s constraining the knowledge base so the bot answers from your actual content and says “let me get someone to confirm” when it doesn’t know. Ours are configured to prefer admitting uncertainty over guessing.
- 03
Trapping people
No visible way to reach a human is the fastest way to turn a warm enquiry into a bad review. Every conversation needs an obvious exit to a person, with the history carried across so nobody repeats themselves.
- 04
Pretending to be human
It doesn’t work, and being caught costs more trust than being upfront ever would. Ours say what they are.
- 05
Being treated as the whole solution
A chatbot handles the routine. It shouldn’t be the only route to reaching you, and phone and email need to stay visible.
- 06
Handling things it shouldn’t
Complaints, pricing negotiations, anything emotionally loaded. These need a person, and a well-built bot recognises them and escalates immediately rather than trying.
Our position
We’d rather build something that answers eighty per cent of questions genuinely well and hands over cleanly on the rest, than something that appears to handle everything and frustrates people on a third of it.
Our process
How the build runs
- Step 01 of 06
Free automation audit
Which questions your team answers repeatedly, and which are worth automating.
- Step 02 of 06
Knowledge base build
Trained on your actual content, scoped so it answers accurately or defers.
- Step 03 of 06
Conversation design
How it opens, qualifies, escalates and books — mapped before anything is built.
- Step 04 of 06
Integration
Connected to your CRM and calendar, so bookings and leads land properly.
- Step 05 of 06
Testing
Adversarial testing before launch, including the questions it should refuse.
- Step 06 of 06
Monitoring & tuning
Real conversations reviewed regularly, with gaps in the knowledge base closed.
What’s included
In every chatbot build
Trained on your content
Answers from your actual services, pages and documents, not generic knowledge.
Qualification logic
Working out whether an enquiry is a fit before it reaches you.
Calendar booking
Qualified prospects booking themselves straight into your diary.
CRM integration
Every conversation logged as a lead, with its source attached to it.
Human handoff
A clear route to a person, with conversation history carried over.
Conversation monitoring
Regular review of real chats, with knowledge gaps filled.
Who this is for
A chatbot probably fits if
- 01Your team answers the same questions every single week
- 02Enquiries arrive overnight and wait until morning
- 03Qualifying enquiries takes up real staff time
- 04You want bookings without the back-and-forth emails
- 05Your services are documented well enough to train on
- Sounds like you?Get a free automation audit
Probably not yet if
Your services aren’t clearly documented anywhere
You get about five enquiries a month
The bot can only answer from what exists, and at that volume a person answering is cheaper and better. We’d say so.
Where this fits
Automate is phase four of four
Phase04of 04Automate
A chatbot depends on phase one — it answers from your website content, so vague or missing service information produces a vague bot. And it depends on phase three, because a booking or a qualified lead has to land somewhere that captures it properly.
This is usually the first phase-four project we’d recommend. It’s the smallest, the cheapest, and the one where the benefit is most immediately visible.
Pricing
AI chatbot pricing
AI Chatbots & Booking Systems
Swipe to compare
| Feature | Essential | GrowthMost Popular | Advanced | Custom |
|---|---|---|---|---|
| Setup | £1,200 | £2,800 | £5,500 | From£10,000 |
| Scope | Website chatbot, FAQ, lead capture | + booking, CRM sync, qualification | + multi-step workflows, voice | Bespoke |
| Knowledge base | Up to 30 answers | Up to 100 | Unlimited | Unlimited |
Ongoing tuning and monitoring: £250–£750/month.
LLM usage: billed at cost, typically £10–£60/month depending on volume. Estimated before you commit.
01Will it annoy my customers?
Only if built to deflect. Ours answer properly and hand over the moment they can't, with the conversation history attached so nobody has to repeat themselves.
02What if it gives someone wrong information?
It's constrained to your actual content and configured to defer rather than guess. We test adversarially before launch and review real conversations afterwards to close gaps.
03What does it cost to run?
Typically £10–£60 a month in LLM usage for a normal business volume, billed to you at cost with no markup. We estimate it before you commit.
04Is our data safe?
Your data stays in your accounts. We'll tell you exactly which provider processes what before anything is built, so you can make an informed decision rather than a hopeful one.
05Can it book appointments?
Yes, from the Growth tier — connected to your calendar, with qualification first so you're not booking calls with people who aren't a fit.
06How long does it take to build?
Two to three weeks for most businesses. Most of that is building and testing the knowledge base, which is the part that determines whether it's any good.
Next step
Find out what’s worth automating
Get a free automation audit. We’ll map which questions your team answers repeatedly, what a chatbot could genuinely handle, and what it shouldn’t — including when the honest answer is that you don’t need one.
- Based in Ilford, East London
- Call +44 7366 355562
- Mon–Fri, 10am–6pm