Lead Capture That Closes the Loop

Every caller's name, phone, service, and address — saved to your dashboard while they're still on the line.

Included All plans No feature gates.

Live in ~5 min No dev work.

Starts at $35/mo 14-day free trial.

Under the hood.

When someone calls your shop, the AI greets them, listens to what they need, and naturally asks for the information you'd want a human receptionist to capture — usually in this order: what they're calling about, the best number to reach them, their name, where the job is, and any details specific to the service. The AI doesn't interrogate; it collects the fields conversationally, skipping anything the caller already said. If a caller leads with 'Hi, this is Tom Miller, my dishwasher is leaking into the kitchen and I'm at 422 Oak Street,' the AI has three fields captured before it asks a single question — and it won't ask for them again. The moment the call ends, a new lead appears in your RingDesk dashboard with everything captured, and your phone buzzes with a text message short enough to read while you're on a roof or under a sink.

Real conversation, not menus.

No press-1-for-X. Callers describe what they need; the receptionist understands and responds at human pace.

Routes the right way.

Emergency lines wake your on-call cell. Routine bookings drop into the calendar. Sales tire-kickers get triaged.

Notifies you the moment it ends.

Full transcript, lead details, and confirmation hit your phone — so you can show up without re-asking.

What it does for your shop.

+01 Caller details saved automatically during the call, not after

+02 Text message to your team within seconds of the call ending

+03 Email with the full context so the return call doesn't start from zero

+04 Urgency tag (low / medium / high) based on how the caller described their problem, so you know what to call back first

+05 On the Growth plan, an automatic follow-up reminder is scheduled if you haven't reached the lead within a configurable window

Where shops reach for it.

Real scenarios we hear about most. Cards link to the matching trade page when one exists.

Use case · 01

HVAC Tune-Up Booking

A homeowner calls about a spring AC tune-up; AI captures system age, brand, tonnage, and timing preference. Dispatcher reads the text, schedules the Thursday slot, and calls back prepared.

See the HVAC →

Use case · 02

After-Hours Plumbing Emergency

Sunday-evening burst-pipe caller; AI tags it high urgency, captures name, address, main-shutoff status. Owner's phone buzzes during dinner, three-minute callback beats the next shop in the Google results.

See the Plumbing →

Use case · 03

Dental New Patient Inquiry

Caller asks about insurance coverage for a cleaning; AI captures insurance carrier and new-patient flag, plus a note on how long since last visit. Front desk verifies insurance Monday morning before returning the call.

See the Dental →

The long version.

The Real Cost of Missed-Call Follow-Up

Most service businesses lose jobs not on the sale, but in the 90 seconds between a caller hanging up and someone on your team remembering to write their details down. The voicemail has a name that's hard to hear, the scrap of paper in the truck gets lost, the call-back that was supposed to happen at 3pm happens at 5pm — and by 5pm the caller already booked the next shop on the Google results page. This is the real cost of missed-call follow-up: not the calls that went to voicemail, but the calls that were answered and never captured cleanly. RingDesk's Lead Capture is built to close that gap. Every caller the AI speaks with has their details saved to your dashboard in real time — name, phone, service needed, address, any notes the AI picked up in conversation, and how urgent they sound. By the time they hang up, your team has a text message with enough information to call back prepared.

How It Works — The Caller's Experience

From the caller's side, the flow feels like talking to a receptionist who already works for you. The AI greets with your business name, asks what they need, and moves through the fields in the order that makes sense for the call type. For a booking call, it asks the issue first, then the address, then timing. For a quote call, it asks the scope first, then contact details, then a callback window. The conversational order matters because callers in service-trade emergencies often want to describe the problem before giving their name — asking for name first feels like an interrogation. The AI has been tuned for this pattern across hundreds of thousands of real service calls.

How It Works — Your Team's Experience

The moment the call ends — sometimes before, if the caller hangs up partway through — a new lead appears in your dashboard with everything the AI captured. Your phone buzzes with a text message that looks like this: 'New lead from Tom Miller (415-555-0184) — dishwasher leak, 422 Oak Street. Urgency: high. Full details in your dashboard.' A full-detail email lands in your inbox at the same time. If you have multiple people on your team, you can configure who gets notified — everyone, just the owner, or a specific dispatcher. Every lead is linked to the original call recording and transcript, so if something sounds unusual when you read the summary, you can pull up the full conversation and listen.

What Gets Captured

The AI collects a standard set of fields on every call, plus trade-specific fields you configure in your flow. Standard fields on every lead: Caller's name (captured from how they introduce themselves, or asked for if they don't say). Best callback phone number (defaults to the number they're calling from; AI confirms if different). Email, if the caller offers it or if your flow asks (we recommend asking only when you're going to email a quote). Service requested, in the caller's words with the AI's interpretation — e.g. caller says 'my toilet is running,' the AI saves it as 'toilet repair / running-water issue.' Address where the work is happening. Urgency tag — the AI marks high when it hears words like 'flooding,' 'no heat,' 'emergency,' 'right now,' or a caller's tone of distress. Free-text notes — anything the AI judged worth recording, like timing preferences, access instructions, unit-size mentions, prior-service history the caller brought up. Custom fields per industry: You can add your own fields in the flow builder. HVAC shops commonly add system age, brand, tonnage, and last-service date. Electricians add panel type and amperage, specific circuit issue. Pest control shops add pest type, indoor/outdoor, property size. Dental practices add insurance carrier, new-patient vs existing, pain severity. Whatever you configure, the AI will work the questions into the conversation at the right moment.

What Happens After Capture

Three things happen, in this order, within about 15 seconds of the AI saving the lead. 1. The lead appears in your dashboard. New leads show up in the Leads page sorted by most recent, with a status of New. You can change status — Contacted, Qualified, Booked, Closed, Lost — as you work it. 2. Your team gets notified. A text message and email go out to whoever you've configured as lead recipients. The text is short enough to read on a truck cab screen. The email includes the full transcript and the call recording link. 3. On Growth or higher, a follow-up is scheduled. If you're on the Growth or Pro plan and you haven't marked the lead as Contacted within a configurable window (default two hours), RingDesk schedules a reminder back to your team. This is the safety net for the lead that slips off the top of the inbox during a busy day. Everything is idempotent — if the caller somehow gets saved twice, the duplicate is flagged in your dashboard rather than sent as two separate alerts.

Real-World Examples

HVAC shop, 5-person team, spring AC tune-up season: A homeowner calls Tuesday at 2pm asking about a maintenance plan and a tune-up. The AI captures name (Mark Dennison), phone, address, that his system is a 12-year-old Trane 3-ton unit, that he's planning a sale of the house in fall and wants it in working order before listing. The dispatcher gets the text, glances at it, and schedules the tune-up for Thursday with confidence because she knows Mark's name, his unit, and his timeline before she dials. Plumbing shop, owner-operator, Sunday evening: A panicked caller says he's got water coming through the ceiling from a second-floor bathroom. AI tags it high urgency, captures his name (Greg Whitmore), address, and that he's already shut off the main. The owner's phone buzzes with the text while he's at dinner. He calls back in three minutes with the context already in hand — and gets the job instead of the next shop in the Google search. Dental practice, new-patient inquiry: A caller asks if the practice takes Delta Dental PPO and whether they can see him for a cleaning next week. The AI captures his name (Dave Parker), phone, insurance carrier, and a note that he's a new patient who last saw a dentist more than two years ago (worth a longer first appointment). The front desk comes in Monday morning with the insurance carrier ready to verify before the return call. Pest control, recurring-service caller: An existing quarterly customer (Rick Hayes) calls because he saw ants in the kitchen a week after last week's treatment. The AI recognizes him as a recurring account, captures the issue (ants, kitchen, this week's service apparently didn't hold), tags it for complimentary re-treatment per your service agreement, and routes the lead straight to your scheduler with the re-treatment flag set. He never has to re-explain who he is. Electrical shop, EV charger inquiry: A homeowner (Bill Carter) who just took delivery of an EV calls asking about a 240V charger install. The AI captures his address, his existing panel amperage — he read the label while on the phone, 100 amps — the make and model of his EV, and his desired charging speed. The estimator calling back already knows he'll need a panel upgrade consult, not just a circuit install.

Honest Limitations

A few things Lead Capture does not do, so you know what you're getting. It won't make cold calls for you. Lead Capture records the details of inbound callers. Outbound sales dialing is a different product category — if that's what you need, look at a sales-dialer tool, not a receptionist. It won't pre-qualify credit or run background checks. The AI captures what the caller tells it. If you need credit decisioning before booking a job, that still happens in your existing software or by hand. It won't sound like a specific person on your team. The AI has natural voices available, but it won't impersonate a named team member — this is intentional. Callers who ask 'who am I talking to' will be told they're speaking with your business's AI assistant, and they appreciate the honesty more than you'd expect. On the Starter plan, automatic follow-up reminders are not included. You'll still get the instant text and email, but the two-hour safety-net reminder is a Growth-plan feature. Most Starter users manage follow-up from the dashboard directly and upgrade when call volume grows. For heavily regulated intake — HIPAA-covered medical intake, legal client intake with conflict-of-interest screening — Lead Capture works for the reception layer, but you should still run clinical or legal details through your practice-management system, not through a receptionist's capture fields. A BAA for the reception layer is on our roadmap — ask in support if you need an update.

Setup — Under 10 Minutes

1. Open your flow in the RingDesk dashboard and find the Lead Capture node. It's enabled by default on every industry template. 2. Choose which standard fields are required vs optional. By default, name and phone are required; address, email, and notes are optional. Require more fields only if you truly can't work a job without them — otherwise the caller drops. 3. Add any custom fields for your trade. Use the field builder to name them, pick a type (short text, number, yes/no, dropdown), and write the question the AI will ask. 4. Set your notification recipients — who gets the text, who gets the email. You can set different recipients for different urgency levels: high urgency texts the owner's personal phone, medium or low hits the shared dispatcher inbox. 5. If you're on Growth or Pro, set your follow-up window. The default two hours works well for most shops. Reduce to 30 minutes if you run emergency services; extend to end-of-day if you run by-appointment only. 6. Test with three calls from your own phone. Verify the text arrives, the email lands, and the dashboard shows the lead correctly. Adjust which fields are required if the AI got stuck asking for something callers don't readily know.

Why This Matters

The phone is the single highest-intent marketing channel a service business has. A website form captures someone sometime this week; a phone call captures someone who wants to hire you right now. When that call's details are lost — misheard, unwritten, remembered wrong by a technician on a ladder — you didn't just lose the lead, you lost the one that was closest to converting. Lead Capture is the difference between a shop that runs on 'I remember someone called about a water heater this morning' and a shop that runs on a dashboard with a name, a number, an address, and the urgency tag set to high.

Questions we get every week.

How fast does the lead show up in my dashboard?

Usually within 10 seconds of the AI confirming the detail with the caller — you can watch a lead appear in real time while a caller is still on the line. The final status (complete vs partial) is set when the call ends.

What if the caller hangs up halfway through?

Everything the AI captured up to that point is saved, tagged as a partial lead. You get a text note that says something like 'Partial lead — caller hung up after giving name and address.' You can call back with what you have.

Can I customize the text message my team receives?

Yes — the template is editable in Settings under Notifications. Most shops leave it at the default; some condense further for teams that read on truck cab screens.

Does Lead Capture work with my CRM?

Leads can webhook out to the tools most service businesses already run — ServiceTitan, Jobber, Housecall Pro, FieldEdge, FieldPulse, Workiz, PestPac, Dentrix, Jane, MindBody, and anything with a webhook endpoint. Direct native integrations for ServiceTitan and Jobber are in active development; everything else runs through webhooks or Zapier today.

What if two callers call with the same phone number?

RingDesk recognizes returning callers automatically. The second call shows up linked to the existing caller profile, with a note that they've called before and what was discussed last time. The lead is created fresh each call so you can track outcomes per inquiry.

Can I turn off lead capture for certain call types?

Yes. In the flow builder you can scope which branches trigger lead capture. Some shops turn it off for status-check calls from existing customers (since you already have their details) and only capture on new-booking, new-estimate, and new-emergency branches.

What happens if the AI mishears a phone number or name?

The AI reads back what it captured for confirmation — 'so I have Tom Miller at 415-555-0184, is that right?' — before saving. If the caller corrects, the correction is saved. If the AI still gets it wrong despite confirmation (rare), you have the full recording to cross-check when you call back.

Does it capture leads even on spam calls?

The AI has spam-pattern detection and will not save leads from recognized robocalls, number-spoofing patterns, or callers who never state a service need. Spam calls are logged separately so you can verify they were caught.

Is there a limit on how many leads I can capture per month?

No. Lead Capture has no per-lead fee or monthly cap on any plan. The plan tiers differ on features (automatic follow-up, custom fields count, CRM webhook destinations), not on volume.

What if this feature breaks on a Friday night?

Every feature on this page rides the same six guardrails. Built into the product, audited on every call, fall back to your existing line if anything trips.

Built in · not bolted on

Accuracy 01

Quotes from your price book — never invented.

Every price comes from the table you upload during setup. Off-book questions become "I'll have the owner call you back," not a guess.
Zero-hallucination quote engine
Emergency routing 02

Real emergencies hit your cell in under 5 seconds.

You write the keyword list (burst, no heat, gas, smoke, sparking). The AI escalates the moment one fires — no menu, no hold, no triage delay.
Median escalation: 4.2 sec
Calendar truth 03

Only books slots that actually exist.

Constrained to your live calendar. If a slot fills mid-call, the next available one surfaces immediately. No phantom appointments.
Source-of-truth: your calendar
Human handoff 04

Frustrated callers transferred in 2 seconds.

Tone, profanity, and "get me a human" all trigger an instant transfer. No "let me help you first" loop. The customer gets you, fast.
Tone-detection failover
Failover 05

If provider routing breaks, calls do not disappear.

Carrier failover forwards calls to your existing number and raises an ops alert. The claim is simple: fail closed to a human line, not to silence.
Forwarding fallback · ops alert
Audit trail 06

Every call recorded, transcribed, searchable.

Listen to any call in the dashboard within minutes. Catch a misquote, retrain the flow, refund a customer — all from one screen.
Recording + transcript on every call

14 days Free trial. No credit card.

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Keep your number Port in or forward — your call.

100% recorded Audit every call from the dashboard.

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Every feature live on day one. Starter, Growth, Pro — same platform, same receptionist.

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How to never miss a call again.

A short field guide on the four moves shops use to lock in 99% pickup.

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