Answer and understand the request
Handle initial conversations, identify why someone is calling and collect their contact information. Configure the greeting, tone and questions around your business.
AI agents · CRM · Connected business systemsLess busywork.
Less busywork.
More business.
We design, configure and support AI agents, CRM systems, customer intake and connected workflows. Explore the capabilities, automation and handoffs behind each service.
Services, in detailWhat The Twin Cities AI
What The Twin Cities AI
can do for you.
See what each service includes, which actions can be automated and how the work reaches the right person. Start with a defined process, then connect the next part when it makes sense.
01 / Phone conversations with a clear next step
Full service & deliverables AI Receptionists & Voice Agents
Give callers a useful response while your team is with a customer, on a job or outside office hours. We configure the receptionist around your services, the information it may use and the actions it should take after a conversation.
Capabilities
Use your business information
Answer routine questions using the services, service areas, opening hours and other information you approve. Define when the agent should ask for clarification.
Qualify and organize inquiries
Collect the details that make an inquiry useful: project type, location, requirements, preferred time and the person who should respond.
Arrange appointments or handoffs
Connect the conversation to appointment availability or the appropriate team member. Set transfer, callback and escalation rules for different situations.
Create a useful conversation record
Keep the request, summary, contact details and next action together in the CRM or the workspace agreed for the project.
Support after-hours handling
Define the response when your team is unavailable, including the information to collect, the next available action and requests needing special attention.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A new caller asks for service | Collect the request and match the agreed inquiry fields. | Create or update the contact and route the next action to the responsible team. |
| The caller wants an appointment | Check the connected availability and appointment rules. | Arrange the booking or record the request, then send the configured confirmation. |
| The question needs a person | Use the transfer or callback rules agreed with your team. | Pass along the context and record who needs to take over. |
In your working day
A service call arrives on Saturday.
Your crew is unavailable. The receptionist collects the customer’s issue, location and contact details, answers the routine questions it is configured to handle and prepares the next step. Your team receives an organized request instead of an unexplained missed call.
- 01Customer calls outside office hours
- 02Agent collects the service request
- 03CRM receives the details and source
- 04Team receives the assigned next action
02 / Customer information connected to action
Full service & deliverables CRM Setup & Sales Automation
Set up a CRM or improve the one your team already uses. We organize the contacts, sales stages, communication history and follow-up rules around how your business actually wins and serves customers.
Capabilities
Company and contact records
Keep businesses, decision-makers, phone numbers, email addresses and relevant notes together. Define the fields your team needs and the process for reviewing duplicate records.
Pipelines that match your sales process
Create stages for your actual journey, such as new inquiry, qualification, appointment, proposal and customer. Define who owns the opportunity and how it moves forward.
Follow-up tasks and reminders
Give calls, estimates and unanswered proposals a next action, responsible person and due date. Bring due work back to the team instead of leaving it to memory.
Conversation and activity history
Connect inquiries, notes, completed actions and communication history to the right record, so another team member can continue with context.
Intake and appointment connections
Bring information from website forms, chat, calls and booking workflows into the CRM. Route new inquiries using your agreed service, location or ownership rules.
Team visibility and access
Organize work views for open opportunities, overdue actions and assigned records. Configure the roles and access supported by the chosen CRM.
Structured record imports
Map existing spreadsheets or exports into the agreed contact and company structure. Review field mapping and duplicate handling before importing.
Customer and onboarding handoffs
Use the agreed acceptance or customer-stage trigger to start onboarding tasks, document requests and account ownership without re-entering the same details.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A new inquiry arrives | Match the contact, capture its source and assign the relevant pipeline. | Create the opportunity, set an owner and schedule the next action. |
| A proposal has no recorded response | Apply your follow-up timing, approvals and stop conditions. | Create a reminder or send the approved message and retain the activity history. |
| A customer accepts the proposal | Record the decision and use the agreed onboarding trigger. | Update the stage and hand the customer details to the onboarding workflow. |
In your working day
An estimate needs a response.
A customer receives an estimate while your team continues with other work. The opportunity stays visible in the CRM with a follow-up date and an assigned owner. The next conversation, decision and customer handoff remain attached to that same record.
- 01Inquiry enters the sales pipeline
- 02Estimate and owner are recorded
- 03Follow-up becomes a scheduled action
- 04Acceptance starts the customer handoff
03 / From a customer’s answers to a prepared team
Full service & deliverables Client Intake & Onboarding
Build an organized intake and onboarding process with the questions, customer access and team review your service needs. Replace disconnected emails with a clear place to collect information, track completion and prepare the next phase of work.
Capabilities
Customer sign-in and workspace
Provide a customer-specific login and a workspace for the information, requests and documents shared with that account. Define access for the customer and your team.
Forms built around your service
Collect the goals, requirements, contacts, preferences and supporting details your team needs. Organize the questions into a sequence that makes sense to the customer.
Progress and required information
Show what has been completed and what remains. Define required answers and supporting information before a customer submits the intake for review.
Documents and asset collection
Organize requested files or approved asset links alongside the customer brief. Keep the team’s requests attached to the right customer and work.
Submission and team review
Give your team a clear view of the submitted information, its review status and the next action. Define how corrections or additional details should be requested.
Tasks, kickoff and ongoing handoff
Connect the completed intake to account ownership, kickoff preparation and the tasks needed to begin the agreed service.
Customer communication and reminders
Set the messages and reminders around unfinished steps, submitted information and the next action, using the communication channels agreed for the project.
Controlled updates and history
Define when information is editable, when a submission is ready for review and how later changes should be recorded.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A customer is ready to start | Create the agreed account access and intake checklist. | Give the customer a clear route to provide the required information. |
| The customer submits completed intake | Record the answers and connect the submission to the customer workspace. | Make the structured information available for team review and next-step assignment. |
| The team reviews the submission | Apply the review result and outstanding-information rules. | Prepare kickoff tasks or request the additional details needed to proceed. |
Client intake for Momentum Department.
One of our clients, Momentum Department, uses a customer portal we built for its intake and onboarding process. The portal collects business goals, target audience, brand voice, preferred channels, brand asset links, approval contacts and kickoff preferences. The customer can see the onboarding checklist and submit the completed information. Momentum’s team can then review the answers in its workspace and prepare the next stage of the service.
- 01Customer signs in to their workspace
- 02Business and brand information is completed
- 03The completed intake is submitted
- 04Momentum reviews the customer brief
04 / Appointments connected to the people doing the work
Full service & deliverables Scheduling & Project Coordination
Connect customer requests, availability, confirmations and team preparation in one scheduling process. We configure the appointment types, required information and handoffs around how your business operates.
Capabilities
Appointment types and requirements
Define consultations, site visits, assessments or recurring appointments, with the information each one needs.
Availability and routing rules
Connect supported calendars and configure staff availability, appointment duration, service areas or other agreed assignment rules.
Confirmations and reminders
Prepare clear customer and team messages around the appointment, including the time, location and relevant preparation details.
Changes and cancellation handling
Define how rescheduling requests are handled, what must be updated and when your team needs to review the change.
Team tasks and preparation
Attach the customer request, access notes and required tasks so the appointment is more than a date in a calendar.
CRM and recurring-work connections
Keep appointments attached to customer records and coordinate agreed recurring visits or next-step reminders.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A customer requests a visit | Collect the required information and check the agreed availability. | Create the booking or assigned scheduling request and update the customer record. |
| An appointment is confirmed | Apply confirmation and preparation rules. | Send the configured messages and create the team’s preparation tasks. |
| An appointment changes | Apply the rescheduling and notification rules. | Update the connected record and notify the people who need the revised details. |
In your working day
A site visit becomes a prepared appointment.
A customer asks for an assessment. The workflow collects the address and project information, coordinates an appointment and gives the team the notes needed before the visit. Confirmation and reminder activity stay connected to the customer record.
- 01Customer requests an assessment
- 02Required visit details are collected
- 03Calendar and confirmation are updated
- 04Responsible person receives the brief
05 / Routine questions answered with a route to your team
Full service & deliverables AI Customer Support
Give customers a way to ask questions through website chat or other agreed support channels. We connect the assistant to the information it may use and define how it should gather details, organize requests and bring in a person.
Capabilities
Website chat and support conversations
Create a clear place for customers to ask about services, processes, appointments or other information in the agreed support scope.
Approved information and answer boundaries
Organize the content the assistant can use and define the topics or actions requiring a human response.
Request classification and routing
Collect the reason for the inquiry, identify the relevant service or team and prepare the information needed to respond.
Human escalation with context
Route difficult or sensitive requests to a person with the conversation summary, customer details and the reason for escalation.
Customer-record connections
Attach support conversations and follow-up tasks to the appropriate record where the connected systems support that workflow.
Knowledge updates and review
Define how service information changes are reviewed and made available to the assistant. Review unanswered questions to improve the support flow.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A customer asks a routine question | Use the approved business information and support rules. | Answer the question or collect the details needed for a useful next step. |
| The request needs a team response | Classify the issue and apply the routing rule. | Create an assigned task with the customer information and conversation context. |
| A question cannot be resolved | Use the agreed escalation and information-review process. | Hand the request to a person and make the knowledge gap available for review. |
In your working day
A website visitor needs more than an FAQ.
A visitor asks whether a service fits their situation. The assistant helps with routine information, collects the request and recognizes when the question needs your team. The follow-up arrives with the conversation context instead of an isolated “please contact me” message.
- 01Visitor asks through website chat
- 02Assistant uses approved information
- 03Unresolved request goes to the right team
- 04CRM retains the conversation and follow-up
06 / Information that moves through a defined review process
Full service & deliverables Document & Approval Automation
Turn incoming forms, documents and approval requests into organized work. We configure how information is collected, reviewed, routed and recorded so your team spends less time chasing files and repeating the same updates.
Capabilities
Forms and document intake
Collect the agreed file types, required fields and supporting information at a clear starting point.
Information extraction and organization
Identify the details needed from a submission and prepare them for validation, review or entry into a connected record.
Approval stages and responsible people
Define the review sequence, who may approve or request changes and when the workflow should move forward.
Status and outstanding-item tracking
Keep requests, missing information and pending decisions visible to the people responsible for them.
Templates and prepared drafts
Use the fields and document templates agreed for the project to prepare drafts for the appropriate staff review.
Decision history and system updates
Record the review outcome, connect the agreed version or document reference and update the next task or customer record.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A document or form arrives | Check the agreed submission requirements and identify key information. | Create a review item with the document reference and prepared details. |
| A reviewer requests changes | Record the decision and required correction. | Route the request back to the appropriate person and track the outstanding action. |
| The required approval is recorded | Apply the rule for the approved document and next step. | Update the connected record and start the agreed downstream task. |
In your working day
A client brief is ready for approval.
The customer’s information reaches the review queue with its supporting files. The responsible person can approve it or request changes. The decision stays attached to the work, and the next task begins only when the agreed review condition is satisfied.
- 01Submission enters the review queue
- 02Information is prepared for the reviewer
- 03Approval or requested changes are recorded
- 04The next workflow step is assigned
07 / Connect the tools behind the workflow
Full service & deliverables Business Systems Integration
Make your existing business tools participate in a clear process. We map where information starts, which system owns it and what needs to happen when a record or status changes.
Capabilities
Map the information and its owner
Define the fields, source system and destination for each part of the workflow. Resolve which record should be updated when information already exists.
Connect forms, CRM and calendars
Bring inquiries and appointment information into the right record, with the next task or communication linked to it.
Route work using business rules
Use the agreed service type, status, location or other fields to assign the next action and responsible person.
Keep status changes connected
Use defined events, such as a submitted intake, approved document or accepted proposal, to start the appropriate downstream workflow.
Handle exceptions and failed steps
Define what happens when required information is missing or a connected action cannot finish. Give the team a visible route to review and recover the work.
Review access and supported connections
Confirm the integration methods, permissions and software access involved before implementing the agreed scope.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A website inquiry is submitted | Match the record and map the required fields. | Update the CRM and create the assigned next action. |
| A key status changes | Check the event, required approvals and destination rules. | Start the correct onboarding, scheduling or notification workflow. |
| A connection cannot complete its action | Record the incomplete step and apply the recovery rule. | Make the exception visible for review instead of treating it as complete. |
In your working day
One inquiry reaches the places it needs to go.
A website form captures a prospective customer’s requirements. The integration updates the CRM, assigns the responsible person and prepares the agreed acknowledgment or scheduling step. The customer information stays connected as the opportunity moves forward.
- 01Customer submits the website form
- 02CRM record is created or updated
- 03Responsible team receives the next action
- 04The agreed follow-up workflow starts
08 / Company information people can use
Full service & deliverables AI Knowledge Assistants
Help staff find answers in your approved business information. We organize the knowledge, access and question flow so procedures, policies and operating guidance are easier to retrieve during the working day.
Capabilities
Choose and organize knowledge sources
Define the procedures, policies, service information and other documents the assistant may use. Prepare the content for the questions your team needs answered.
Ask questions in everyday language
Let staff ask about a process or task without knowing which folder or document contains the answer.
Connect answers to their sources
Return useful source references so staff can review the underlying guidance and continue with context.
Configure access to information
Define the users and information boundaries supported by the knowledge setup, including content that should remain restricted.
Escalate gaps and unclear guidance
Give staff a route to the responsible person when information is missing, conflicting or needs judgment.
Keep the knowledge useful
Define how revised documents, new procedures and unanswered questions enter the review and update process.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| A team member asks a process question | Search the approved knowledge available to that user. | Return the relevant guidance with a useful source reference. |
| The information is missing or unclear | Apply the knowledge-gap and escalation rule. | Route the question to the responsible person and retain it for review. |
| An approved procedure changes | Use the agreed content-review and update process. | Make the revised guidance available through the knowledge assistant. |
In your working day
A new team member needs the onboarding procedure.
They ask how to start a new customer. The assistant retrieves the approved checklist and its source. The staff member can review the required steps and contact the responsible person when the guidance does not cover the situation.
- 01Staff member asks a process question
- 02Assistant finds the approved checklist
- 03The source is available for review
- 04Unclear points go to the responsible person
09 / A defined job, useful tools and clear boundaries
Full service & deliverables Custom AI Agents & Workflow Assistants
Build an AI agent around a specific piece of work: qualifying an inquiry, preparing a customer brief, organizing an operations request or coordinating an onboarding task. We define the information it can use, the actions it may take and the points where a person should decide.
Capabilities
Define the agent’s responsibility
Start with a specific job, expected inputs and a useful completion condition. Identify what the agent should handle and what remains with the team.
Use the right business context
Connect the approved service information, customer details or company knowledge needed for that job. Keep the knowledge relevant to the task.
Classify, summarize and prepare work
Organize incoming requests, extract useful details and prepare briefs or drafts that help staff make the next decision.
Take explicitly permitted actions
Connect selected actions such as creating a task, updating an agreed CRM field or requesting missing information. Define permissions and review conditions.
Coordinate a multi-step workflow
Use the task state and business rules to move between information gathering, preparation, review and handoff.
Require approval where it matters
Set checkpoints for messages, decisions and actions needing staff approval. Give the agent a clear way to pause and ask for help.
Keep activity visible
Record the work performed, the information used and the next action so the team can follow progress and resolve exceptions.
Test the real operating situations
Work through normal requests, unclear inputs and handoff cases with your team before launch and as the process changes.
Automation, step by step.
| When this happens | Rules we define | What happens next |
|---|---|---|
| An eligible work item arrives | Classify the request and gather the approved task context. | Prepare the brief, update permitted fields or assign the next action. |
| Information or permission is missing | Pause the relevant action and apply the clarification rule. | Request the missing detail or route the item to the responsible person. |
| The work reaches an approval checkpoint | Prepare the output and preserve the task context. | Wait for the required decision, then continue or hand off as defined. |
In your working day
An operations assistant prepares a new customer request.
A request arrives with a mixture of customer details and project questions. The agent identifies the service, prepares a short brief, asks for the missing details and creates the permitted follow-up task. A person approves any proposal or decision that remains outside the agent’s authority.
- 01New request reaches the workflow
- 02Agent organizes the relevant details
- 03Missing information is requested
- 04Prepared work reaches the responsible person
From scope to everyday use
The implementation is part of the service.
Your proposal defines the workflow, system access, deliverables and support responsibilities. We agree on the work before the build begins.
Design the process
Map the required information, expected result, team responsibilities and points where a person should decide.
Configure & connect
Build the agreed fields, tools, rules and handoffs around the systems in scope.
Test & prepare your team
Work through normal requests and exception cases. Give the people using the workflow a clear way to operate it.
Support & improve
Define monitoring, knowledge updates, issue handling and the changes covered by the support agreement.
Apply it to your businessYour industry.
Your industry.
Your workflow.
Explore the inquiries, documents, appointments and follow-up that matter in your working day.
Clear expectations
Before you get started.
Can we start with just one service?
Yes. We can define a focused first workflow, test it with your team and identify where another connection would add useful value.
What determines the cost?
The scope depends on the process, software, connections, information and support involved. The proposal separates implementation work from required subscriptions or usage costs.
How long will the work take?
We review the access, data preparation, integrations and testing needed, then agree on a schedule for the defined scope.
Will the systems run without our team?
Some routine steps can run automatically. Your team defines the approvals, exceptions and decisions that require a person. We include those responsibilities in the workflow.
Do you work with the software we already have?
We review it first. The agreed scope names the supported connections, required access and any software change needed to achieve the workflow.
What does ongoing support cover?
We define the support scope with you, including the running workflow, issue review and agreed updates. Wider changes or additional services are scoped before implementation.
A focused first conversation
Book Free 15Min ConsultationBring us one process to improve.
In 15 minutes, discuss the work, the tools involved and a practical starting point. We’ll explain what is needed to define the next step.