How do I answer business calls when I'm on a job?

You're under a sink, on a roof or with a client, and your phone starts ringing in your pocket. You can't answer it, and you can't really afford to lose it either. The fix is simpler than it sounds: let your phone ring first, and send the calls you can't answer to someone, or something, that answers for you. You keep working, the caller still talks to someone, and you get their details to reply when you take a break.

Why "I'll call them later" doesn't work

When nobody answers, the caller hears voicemail. New callers often don't leave a message at all. They call the next business on the list, and you don't find out what the job was.

The ones who do leave a message start a game of phone tag. You call back from the truck, they're at work, they call back while you're on a ladder. By the time you finally reach them, they may have booked someone else.

Your options

Answer it yourself. It's free and callers get you, but you stop work every time, and some calls still get missed when your hands are full.

Let it go to voicemail. It's free and easy, and it's what most owners do today. The catch is that many callers hang up without leaving a word.

Ask family or an office helper. Someone who knows your business answers, which callers like. It works only when they're free, and it costs their time or their pay.

Use a live answering service. A real person answers every call. It often costs hundreds a month, and the price goes up with the minutes you use.

Use an AI receptionist. It answers every call, any hour, and books jobs into your calendar while you work. It isn't a person, and it starts at $99 a month with Cally24.

A simple setup that works on any job

The setup takes an afternoon, and you do it once.

1. Keep your number. Customers already know it, and it's on your van and your cards.
2. Turn on "no answer" forwarding. Your phone rings first. If you don't answer, the call goes to your receptionist. See how to forward calls.
3. Tell your receptionist what to ask. Name, number, what they need, where they are, and how urgent it is.
4. Connect your calendar so callers can book a free time themselves.
5. Turn on phone alerts so urgent calls reach you right away.

What the caller should hear

The greeting is the first thing a new customer hears from you, so keep it short and friendly. Callers want to say why they're calling.

Need more ideas? See phone greeting examples.

What a workday looks like

Say you run Miller Plumbing. At 10:15 AM you're under a kitchen sink when a new customer calls about a slow drain. Your phone rings, you let it go, and Cally answers. It asks what's wrong and where they live, then books a free time on Friday. You keep working.

At 11:40 AM a regular customer calls because a pipe has burst in the basement. Cally sees it's urgent and puts the call through to you, with the details on your phone. You wipe your hands and answer the one call that couldn't wait.

At lunch you open your leads, and both calls are there as short summaries. Nothing is left in voicemail, and nobody called the next plumber.

What to do between jobs

A minute between jobs is enough to stay on top of your calls.

• Read new leads on your phone when you stop for a minute.
• Reply to urgent ones first.
• Check your calendar for anything booked while you worked.

Stay safe

Don't answer calls on a ladder, under a car or while driving without hands-free. A missed call you can fix later, and an accident you can't. With a receptionist answering, you don't have to choose.

What it costs

Cally24 is $99 a month with 240 minutes, with no setup fee, and you can cancel anytime. A typical call takes a minute or two, so most small businesses fit their month in the plan.

Cally24 has pages for plumbers, electricians, roofers, HVAC, cleaning services and landscapers. See pricing or hear your own receptionist, built from your website in 30 seconds.

Common questions