Cloud PBX — full feature list
A real business phone system for your team — seats, extensions, departments, a menu that answers, queues, an on-call rota and E911 — running in a browser. Add AI Voice and your AI receptionist becomes the front desk inside it — it answers, helps, and sends each caller to the right person on your team.
Take and make calls on the business number from a laptop — no handset to buy, no box on a wall, no engineer visit, no wiring.
The office, the dispatcher and whoever covers the phones each get their own seat, so calls reach a person instead of one shared mobile everybody ignores.
Every seat gets a short extension the moment you create it, so colleagues reach each other directly and a caller can dial someone by number.
Live status on every seat — available, on a call, offline — so you never hand a customer to someone who cannot take them.
A department can ring mobile numbers alongside the browser seats, so a tech in a truck is reachable on the same call — no mobile app needed.
Put callers on hold with your music, or park them with a note saying who they are and who they’re waiting for, so whoever picks up never has to ask. If they wait too long, the spot flashes red and the whole team is alerted. The caller can ask for a call back that keeps their place, leave a message, or, with AI Voice, talk to your AI, which already knows why they called.
Pull a teammate or an outside number straight into the call so everyone talks together — the tech, the customer and the office, on one line. Step out and they carry on.
Calling customers back and hitting voicemail all day? Save your usual messages once. When you hear the beep, pick one — it plays on their voicemail and hangs up for you, so you’re already on to the next call.
Each person chooses when their cell rings too — always, only when they’re away, or if they don’t pick up on the computer. Every business call asks them to press 1 first, so a personal voicemail never answers a customer, and the caller only ever sees your business number.
A Call button next to every customer — on calls, leads and texts. Dial a teammate by their extension. Recent and missed calls sit right under the dial pad, with missed calls nobody has returned flagged in red.
A tech taps Call in the app on their phone; their cell rings, they press 1, and the customer sees your business number — never the tech’s. Hold, transfer and add someone from the screen while they talk. When the customer calls back, it can ring that same tech first.
On a call at the computer but need to head out? Tap “Move this call to my cell,” press 1 when your cell rings, and keep talking — the customer never notices. Back at your desk, move it back just as easily.
A call comes in at the wrong moment: tap “Can’t talk? Text them instead,” pick a quick reply (“On a job right now, can you text me what you need?”) or write your own. It goes from your business number and the call carries on to the team or voicemail.
An internet desk phone — a SIP phone like Yealink, Poly or Grandstream, plugged into your office internet — can ring as a person’s line, next to their computer. Copy three settings into the phone and it’s on the system — same extension, same transfers, same call history.
Jot the gate code, what they need and what you promised, and tap a tag like Quote or Follow up — right on the call screen. It saves as you type, lands on the call record, and the notes are searchable later.
Turn on call waiting and a second call can ring you while you’re on one. Park the first caller with one tap and answer the new one — the parked caller hears hold music and is never forgotten. Or decline the new call and it goes to the rest of the team as usual.
When you call out, show your main number, a department or direct line, or let it match the customer’s area code automatically so you look local. When they call back, it rings the right place. You can also show a number you keep with another phone company, like your office landline, once you prove it’s yours with a code.
A live Good / Fair / Poor badge on every call, with a plain tip when something’s off, and a one-tap check of your microphone and internet before you start taking calls on a new device.
Answers before anyone picks up
“Thanks for calling ClearFlow Plumbing…”
Why people called — last 30 days
Nobody tags these by hand — the menu option they pressed becomes the reason.
Direct messages, crew groups, job photos and voice messages written out — in the same app your team already uses to take calls.
A caller who has waited too long in park, or asked for a person and didn’t get through, posts into the Alerts chat with a note saying who they are. Tap “Claim it” so everyone knows who’s on it.
Team messaging comes with Cloud PBX at no extra cost, for everyone on your team. Crew updates, tasks, announcements, @ai and more are all on the Team Messaging page.
“Press one for service, two for a quote.” Callers route themselves instead of being described, put on hold and passed around.
Group people into Service, Install or Sales and point each menu option at the right crew, so the wrong phone stops ringing.
Everyone at once for speed, one after another when there is an order to it, or take-turns so the same person is not always first to pick up.
A queue keeps the caller with your hold music and re-tries the department several times before anything else happens.
Talk to your teammate first while the caller waits on hold, then hand them over — or send the call straight across. If nobody answers, the caller lands in that person’s own voicemail instead of ringing forever.
Each department decides for itself what happens out of hours — ring anyway, or go straight to whatever you chose as the catch.
“Press one for service” can open another menu — “one for plumbing, two for heating.” Build as many levels as your business needs, plus a separate menu for after hours. Star always takes the caller back to the start.
A caller who knows who they want but not the extension spells the first letters of the last name on the keypad and is put straight through — or picks from a short list when names are alike.
Mark the days you’re closed and the phones follow — your holiday message plays, and calls go to your after-hours setup even though it’s a weekday. The AI receptionist and text-back follow the same days.
Callers in the queue hear their place in line and can press 1 to hang up without losing it — the next free teammate is rung first, then we dial the customer from your business number. Or they press 2 and get a text from your business number, and the conversation carries on in your inbox.
One tap blocks a number from your recent calls. Blocked callers are hung up on before a single phone rings.
Your whole phone setup as boxes and lines: the incoming call, your menu and each key, departments, people, voicemail, the AI receptionist. Drag a line from a key to where it should go, drag in a new department or sub-menu, and save. Works with a mouse or a finger, on a computer or your phone.
Callers on hold hear their place in line and a realistic wait — “your estimated wait is about 4 minutes” — worked out from your team’s recent calls and who’s working. Set the longest anyone holds per department; after that they go to voicemail instead of waiting forever.
Tag people with skills — Spanish, HVAC, commercial — and a menu key rings the people who have that skill first (everyone else if none of them can answer). Or set a department to ring whoever has taken the fewest calls today, so no one gets buried.
Send certain callers somewhere specific before the menu: your VIP customers straight to you, an area code to the Spanish line, anyone with an open job to Service, new callers to sales. Checked top to bottom, first match wins.
Turn on call screening and anyone calling for the first time says their name after a tone. Whoever answers hears it first — in the press-1 prompt on a cell, or with a play button on the computer. Your regular customers go straight through.
One snippet puts a button on every page: visitors leave their number instead of calling, the next free person on your team is rung, and the call goes out from your business number. Have Missed-Call Text Back too? The same button offers “Text us” — one widget, not two. With AI Voice it becomes “Ask us”: your AI chats with visitors first, with call back and text one tap away.
Record your menu, after-hours, holiday and voicemail greetings right in the browser — or upload a file from a voice artist. Callers hear you, not a computer voice, and you can re-record any time in seconds.
Turn it on and callers hear a short offer before your menu: press 1 and they get a text from your business number, and the conversation carries on in your inbox. Landline callers, who can’t get texts, aren’t offered it. You can also make “text me” one of your menu keys.
With AI Voice, pick who answers your main line: the AI for every call, the AI only when you’re closed, or your team first with the AI catching anything nobody picks up. The AI sends callers to the right department or person — and whoever answers hears who’s calling and why. It’s the same AI that already answers your line, so there’s nothing extra to set up.
Prefer a mailbox for some crews? Each department gets its own recorded greeting, and the message is transcribed so you can read it without listening.
Set who is on call and after-hours emergencies ring their phone, instead of sitting in a box nobody checks until Monday.
Point a department at your own audio, so a caller on hold hears your business rather than a stock loop.
A caller your AI sends to the team never bounces back to the AI — if nobody picks up, they reach that department’s or person’s voicemail. They hear the recording notice once, and never get a “sorry we missed you” text after your AI already helped them.
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AI receptionist
“Thanks for holding — everyone’s on a call. I can help right now. Is this about a repair or a new install?”
The call never rings out. That only works when the phone system and the AI are the same product.
The menu option a caller pressed becomes the reason on the call record — so “repairs vs quotes vs existing jobs” is a number you have, not a guess.
Team calls sit beside your AI calls in the same place, tagged by where they came from — not two systems you have to reconcile.
Answer rate, missed calls, voicemails and average talk time — the handful that tell you whether the phones are actually being covered.
Team calls can be recorded and run through the same call-quality scoring as your AI calls, so coaching is not based on who remembers what.
See which reasons are growing month to month — the early warning that a service line is taking off, or that something is going wrong.
Team calls are transcribed as they happen, and when the call ends AI writes a short summary: what the caller wanted, what was promised, and what happens next. Only when callers have heard your recording notice.
See who’s waiting and for how long, who’s talking and who’s on hold, as it happens. Managers can listen in silently, coach an employee without the caller hearing, join the call, or take it over completely — the employee drops off and the caller never notices.
As the caller speaks, AI reads your own business knowledge and shows the employee what to say next — the answer to the question, the detail still needed, the right offer. It’s built to use only what you’ve told it, not to make up a price.
Calls answered and made, how long callers waited, time on hold, talk time and how happy callers were — per person, for the last week, month or quarter.
Connected to Jobber, Housecall Pro or ServiceTitan? The customer’s open job pops up while the phone rings, and after the call a note with the AI summary lands in your software — on the job in ServiceTitan, on the customer in Jobber and Housecall Pro.
Get a separate number for each ad — Google, Yelp, postcards, the van. Every call to it rings like your main line, and a report shows calls, new customers, leads, estimated revenue and cost per lead for each one.
One list of everyone who called and didn’t get through — and whether anybody called them back. See who’s still waiting and for how long, who returned each call and how fast, and call them back in one tap.
Tap “Save as lead” during the call: name, what they need, where, how ready they are. Their number fills itself in. It lands on your Leads page and, if you’re connected, as a new request in Jobber, a customer in Housecall Pro, a booking in ServiceTitan or a contact in HubSpot. After the call, the AI summary is added to it.
After every call, AI tags what it was about — the job (“Water Heater”, “Roof Leak”) and the kind of call (“Quote Request”, “Emergency”, “Complaint”). Your calls page shows the top topics this month and which are rising or falling. Tap one to see those calls.
When a team call ends, AI lists what was promised — “Send Dana the tankless quote by Friday” — as a checklist on the call, and drafts a short recap text for the customer. Check it and send it in one tap, or have it go out automatically.
Write up to eight yes/no questions about how a call should go — “Did they confirm the address?”, “Did they offer the maintenance plan?” AI checks every transcribed team call against them, shows the answers with the evidence on the call, and gives each person a hit rate on their scorecard.
Type “gas smell”, a street name or a customer’s name and find every call where it came up — team calls and AI calls — with the line that mentions it right there in the results.
AI spots the calls where someone wanted work done but didn’t book — and tells you why (“price too high”, “wanted a same-day slot”). They wait in a “Didn’t book” list with a Call button until someone deals with them, and can land as a follow-up in Jobber, Housecall Pro or Zapier.
A heatmap of when your calls come in, by day and hour, with the hours where calls go unanswered marked — so you know exactly when you need another person on the phones.
Open any team call and see its whole journey with timings: which number it came in on, the rule or menu key, who it rang, who answered, hold, transfer, voicemail and the caller’s rating.
Turn on the post-call survey and, when your team member hangs up, the caller can rate the call 1 to 5 on their keypad. Ratings show on each call and per person on Scorecards.
Paste one line on your website and each visitor sees their own number from a small pool. When they call, you see what brought them: the Google Ads keyword, the campaign, Google search, Facebook or another site. Works for every visitor or only paid-ad visitors, and tap-to-call buttons swap too.
After each recorded team call, see how much of the talking your person did, any long silences, the longest stretch without letting the caller speak, how many questions they asked and how fast they talked — with up to three plain tips. Scorecards show each person’s averages.
You enter the address responders should be sent to, and confirm how 911 works on an internet phone. Kari’s Law and RAY BAUM’s Act make this a legal requirement for a business phone system, not a nice-to-have — so the phone system won’t switch on until you do.
Move the number you already advertise, right from your dashboard: we check it can move, you sign one form with a recent bill, and you watch the progress until the day it switches over. Your old service keeps working until then. It’s yours, and you can take it with you if you ever leave.
The same hours drive the phone system, the AI receptionist and the text-back, so there is one place to change them when you close early.
Someone starts Monday, someone leaves Friday. Do it in the dashboard in a few seconds — no ticket, no waiting on us.
Give us a backup number and, if calls can’t reach the system for any reason, the phone company forwards them there instead of failing.
Your business name, not just a number, can show up when you call customers — so they know who’s calling and pick up.
When a customer starts reading out their card number, tap “Pause recording.” Nothing said until you tap Resume is recorded, transcribed or shown to the AI — the call record just notes the gap.
Give the service department its own number, give your office manager a direct line, add a local number for the next town over, or get a toll-free number. Pick the number yourself, name it, and choose what it rings — a department, one person, or your main menu. Every number can text too: customers who text it land in your inbox and get replies from that same number.
Owners, managers and staff each see what their role allows. Managers get the live board and can listen, coach and take over calls; staff get their phone, calls and inbox; only the owner touches billing and phone-number settings.
A guided five-minute signup puts your numbers on the free registry the big spam-labelling companies read, so your outgoing calls are less likely to be marked as spam. With spam-score watching switched on, every number is checked daily, you get a text if one gets flagged, and you can ask for a re-check in one tap.
Put a receptionist on it in minutes — and hear it answer before you pay a dime of setup.
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