Put the busywork on autopilot. Run the business from one dashboard.
First Pilot finds where your team is losing hours, then builds and runs the AI that takes the work over: agents, chatbots and voice agents, workflow automation, websites, and an AIOS that puts all your operations data on one dashboard.
- All your operations data on one dashboard
- Agents that finish multi-step work end to end
- Connects the tools you already use
- A person in the loop where it matters
We aim to reply to every enquiry within one business day.
Voice agent · line 1
Scripted sample
- Ringing(current stage)
- Answered
- Intent
- Availability
- Booked
- Logged
System
Inbound · +1 (628) 555-0188 · 21:47 local · outside business hours
- Handled
- No human
- Outcome
- Job booked
One of these systems at work — a replay of a real-shaped after-hours call: furnace failure at 21:47, emergency call-out booked and written to dispatch without waking anyone.
Operating figures
<1s
Target answer latency on voice lines
92%
Target share of inbound calls resolved without a human
100%
Target share of agent actions written to an audit log
1 business day
Target reply time for any enquiry, including this form
What we build
From the first plan to the running system
Start with whatever is costing you the most time. Each system stands alone, and they report into one dashboard when you run more than one.
AIOS: AI Operating System
All your operations data captured and visualised on a single dashboard.
The numbers that run the business live in five or six tools that do not talk to each other. Finding out how last week went means someone exports spreadsheets and stitches them together by hand.
Scoped in 1 week, built in 2–4Smart Chat Agent
Site chat that answers from your documents and books, instead of collecting emails.
Live in 5–7 daysCustom AI Agents
Agents for the internal work that eats your week — quoting, intake, reconciliation, reporting.
The expensive work is rarely customer-facing. It is the quote built by hand, the invoice keyed twice, the report rebuilt every Monday.
Scoped in 1 week, built in 3–624/7 AI Voice Receptionist
Answers on the first ring, at 2am, on public holidays, during the rush.
Live in 10–14 daysWorkflow Automation
Connects the tools you already use, so nothing is copied across by hand.
Live in 1–3 weeksWebsite Building
Fast, accessible sites built to convert — and wired to the agents from day one.
Launch in 3–5 weeksAI Consulting
A clear plan of what to automate first, and what to leave alone.
Written plan in 1 weekAI Managed Call Centre
A full inbound and outbound desk, run by agents and supervised by our team.
Live in 3–4 weeksAppointment Booking & Follow-Up
Books the slot, confirms it, reminds them, and chases the ones who drift.
Live in 7–10 daysAI Lead Generation
Researched, permission-respecting outbound that books meetings instead of burning lists.
First sequences live in 2 weeks
How a deployment runs
Four stages, and you know what happens in each of them
The same sequence whatever we are building. Published here because the usual reason these projects stall is that nobody agreed what came next.
- 01
Audit
Before anything is built
We look at how the work actually gets done: the tools, the hand-offs, the calls and messages, and where the hours go each week. We measure it rather than guess.
Deliverable — A written baseline: where the time goes and what the gap is costing you.
- 02
Scope
Signed off by you
Everything the system may do is written down and signed off by you before a line of it is built: what it may read and write, what it may say, what it must hand to a person, and who that person is.
Deliverable — An approved scope and escalation roster.
- 03
Build and rehearse
Against staging first
We build against your real systems in a staging configuration, then run scripted tests — including the awkward cases — until the output matches what you signed off.
Deliverable — A test log you review before anything goes live.
- 04
Go live, then tune
Then ongoing
The system takes over with a human watching. For the first two weeks we review its output daily with your team and correct it, then settle into a weekly cadence with a named engineer on the account.
Deliverable — Weekly report: what it handled, what it escalated, and the time or revenue attached.
One worked example
What are the calls you miss actually worth?
Missed calls are the easiest leak to put a number on. Four figures you already know; the model and its assumptions are on the right — no email required, nothing submitted anywhere.
Everything that rings your main line, including repeat callers.
Voicemail, abandoned holds, after-hours. Most businesses guess low — check your carrier report.
Your current close rate on calls a human does pick up.
Revenue from one booked job, before costs.
Estimated monthly effect
- Calls currently lost
- 168 / month
- Recovered by the agentat our measured 92% resolution rate
- 155 / month
- Additional jobs booked
- 70
- Additional revenue
- $29,212 / month
An estimate from your own inputs, not a quote — this is the revenue the unanswered calls are costing you. During the audit we measure your real missed-call rate from carrier data, then price a system against it in writing.
How we work
Four principles we work by
This industry has a credibility problem. These are the four things we hold to on every build.
The agent says it is an agent
Deployments are configured to disclose themselves in the opening line. It is the right thing to do and it is where regulation is heading in every market we operate in.
Escalation is designed, not improvised
We write down what the agent must hand to a human before we build it. Complaints, pricing exceptions, and anything clinical or legal are never the agent's call.
You own the configuration
Prompts, sequences, transcripts and the knowledge base are yours, exportable on request. We do not use your customer conversations to train models of our own.
We measure before we sell
The audit sometimes concludes that you do not need us yet, or need one small system rather than a full programme. We say so in writing.
Where this works best
Businesses that run on calls, bookings and paperwork
- Home services
- HVAC, plumbing, roofing and electrical teams that lose jobs to unanswered phones.
- Clinics & dental
- Front desks drowning in rebooking, recalls and insurance questions.
- Legal & accounting
- Intake that must be consistent, logged and provably compliant.
- Real estate
- Inbound listing enquiries that go cold in under ten minutes.
- Med spa & wellness
- High no-show rates and long consultation-booking chains.
- B2B services
- Lean sales teams that need qualified meetings, not more raw leads.
Already integrated
It writes into the systems you already run
Bookings, contacts and outcomes go where your team already looks. Anything not on this list is scoped during the audit, before you sign — never discovered afterwards.
- HubSpot
- Salesforce
- Google Calendar
- Microsoft 365
- Twilio
- Stripe
- Slack
- ServiceTitan
- Jobber
- Cliniko
- Shopify
- Zapier
Names listed for compatibility only. We display no third-party logos and claim no endorsement or partnership beyond a working integration.
Straight answers
The questions we get on every first call
If yours is not here, ask it on the audit call — we would rather answer it before you buy.
What does First Pilot actually do?
Two things. We consult: we look at how your business runs and tell you what is worth automating first and what to leave alone. And we build: AI agents, chatbots and voice agents, workflow automation, websites, and an AIOS dashboard that puts your operations data in one place. Most clients start with a single system.
What is an AIOS?
An AI Operating System: one dashboard that captures and visualises your operations data. Instead of checking a calendar, a CRM, a phone report and an accounting tool separately, you see them in one view, alongside what the agents and automations we run for you have done.
We do not know where AI fits in our business. Is that a problem?
No, that is the usual starting point. The 30-minute audit is for exactly that: you tell us what is slowing you down, and we tell you honestly whether AI can fix it. Sometimes the answer is that it cannot, or not yet.
Will callers know they are talking to an AI?
Yes, because we tell them. The agent identifies itself as an automated assistant in the opening line — every jurisdiction we operate in either requires it or is heading that way, and callers who are told upfront complain far less than callers who work it out halfway through. It does not pretend to be a named employee.
What happens when the agent cannot handle a call?
It stops trying. Complaints, price disputes, anything medical or legal, and anyone who asks for a person are transferred to the human you nominate, with a summary of the conversation sent by SMS before the call connects. If nobody is available, it takes a callback commitment with a specific time window rather than an open-ended promise.
Do we have to change our phone number?
No. We forward your existing line, which also means you can point half your traffic at the agent and half at your current flow and compare the booking rates before committing.
How long until it is actually working?
It depends on the system. A chat agent is live in 5–7 days, a voice receptionist in 10–14, workflow automations in 1–3 weeks, and a custom agent or an AIOS dashboard in a few weeks from a signed scope. Every service page states its own timeline.
What does it cost, honestly?
We quote it from the audit rather than off a page, because the right number depends on what we are building, how many systems you run and which tools we integrate with. Build and support fees are put in writing before we start. Usage costs are separate: voice calls are charged per minute, based on the rates of the voice platform that carries them, and other third-party tools charge at their own rates, so those costs move with your volume. Book the 30-minute audit and you get a written figure with no obligation.
Who owns the data and the configuration?
You do. Transcripts, recordings, prompts, sequences and the knowledge base are yours, and how you export or delete them is set out in your agreement. We do not use your customer conversations to train models of our own, and we choose model providers whose terms say submitted content is not used for training.
What if we already have a receptionist?
Most of our clients do. The agent takes overflow, after-hours and the repetitive twenty questions, which is usually what your receptionist wants to stop doing. We have not replaced a front-desk role at any client to date.
Can you work with our existing CRM and calendar?
If it has an API, yes. HubSpot, Salesforce, Google Calendar, Microsoft 365, ServiceTitan, Jobber, Cliniko and Stripe are already built. Anything else is scoped in the audit before you sign, not discovered afterwards.
No obligation · no sales sequence
Find out where your business is losing time
A 30-minute audit: you tell us what is slowing you down, we look at how the work gets done today, then tell you which single system to build first — or that you do not need us yet.