PupPilot AI Front Office: an AI receptionist on the phone system you already have.

Keep your phones, your numbers and your provider. Forward the calls you choose — after hours, overflow or every call — and PupPilot AI answers them with the pet's record in view, books into your PIMS and hands the rest to your team. More than a third of PupPilot clinics run it this way.

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PupPilot AI Front Office

What it is

The AI answers the calls your team can't get to — after hours, overflow, and when the desk is busy — handles the routine ones, and transfers the rest to your staff with the caller's name, patient, and reason for calling already on screen. It isn't a replacement for your receptionists. It's the part of the front office that makes sure every call reaches someone.

  • ☎️ Works with the phone system you have
  • 🔢 Your numbers stay where they are
  • 🩺 Set up on your config call; free one-week trial
  • 🔗 Syncs with 130+ PIMS

Three ways to forward

Your phone system decides which calls reach PupPilot AI, and PupPilot AI answers them with the pet's record in view. Step-by-step guides for 24 phone systems cover after-hours forwarding and the day agent with live transfer, and our team walks through yours on the call.

  • 🌙 After hours only: your phones ring as normal during the day, and your system forwards to PupPilot AI on the schedule you set.
  • 📞 Overflow and no-answer: PupPilot AI picks up when the desk can't.
  • ☀️ Every call: PupPilot AI answers first and transfers to the internal number you set up — the day-agent setup.
See the forwarding guides

What PupPilot AI does on the call

Every call you forward

AI answering on every line: after hours, overflow, and when the desk is busy

Real availability, real bookings

Real availability read from your practice management system, and the appointment written back before the call ends

Greeted by name

Callers recognized by household and pet, and greeted by name

Live call transfer

Live call transfer with the caller's name, patient and reason on screen

Your real hours

"Are you open?" answered from your real hours, holidays included

A text during the call

A text sent during the call — directions, a confirmation, a link — picked from what the caller asked for in their own words

After-hours partners

After-hours partners handed the referral directly, on their own channel

Every call summarized

Every call categorized and summarized, and flagged when someone needs to act

Voices you choose

Voices you choose and hear before you commit

A settings assistant

An assistant that reads your setup and proposes changes for you to approve — it never edits on its own

When a caller needs a person

PupPilot AI transfers the call to the number you choose, and your team sees who's calling, which pet and why in the PupPilot inbox before they pick up. A caller who asks for a person is transferred at once; a frustrated caller is transferred without asking. Make PupPilot the phone system too and the transfer rings your team while the AI keeps the caller company, with the chart on screen.

How live call transfer works

Your PIMS

PupPilot AI reads and writes your practice management system during the call, on the phone system you have.

  • PIMS sync with 130+ practice management systems
  • Four things PupPilot does with your practice management system: signs in, reads your schedule, reads your whole client and patient base, and writes a booking during a live call
  • Systems with no availability endpoint still take bookings — we derive the open slots inside your bookable hours
  • Connections monitored, with sync runs and coverage you can see
  • The patient's chart in view on the call
  • Your clinic's own protocols for triage and escalation
  • Clinical judgment stays with your team: the AI relays what's documented
  • A care network from day one — poison hotline, behaviorist, urgent care and your emergency referral, each one swappable
  • Texting registration filed with the carriers for you
  • Your practice management password collected over a one-time link and held in a vault you can lock
  • Roles built from individual permissions, and sign-in activity for everyone on your team
  • Sign in to your own portal with PupPilot, through OpenID Connect
  • A product tour anyone on your team can replay, and documentation inside the product
See the PIMS integrations

Reminders and follow-ups

The desk stops answering and starts reaching out, from the same record PupPilot AI books into.

  • A clinic calendar with day and week views, booking, rescheduling and cancellation
  • Your own appointment types, with an explanation the assistant uses when a caller asks
  • Scheduling rules, notices, and windows where the assistant must not book
  • Appointments confirmed back to the clinic, automatically for the types you choose
  • A brand-new client booked on the call and created in your system as it happens, where your system supports it
  • Appointment reminders by text and email, drawn from your schedule or from a list, and never two for the same visit
  • Follow-up calls after a visit or a procedure, paused or canceled whenever you want
  • Campaigns to start from — post-op checks, post-adoption check-ins, care due — with your wording where you want it
  • Audiences built straight from the schedule
  • Replies that arrive by email read and attached to the right follow-up
Veterinary reminder software

Or make PupPilot the phone system

Everything PupPilot AI does, it does on the phones you have. Make PupPilot the phone system too and it does more: your team's own calls, texts, email and fax land in the same inbox, texting runs from your main number, desk phones arrive provisioned, and a warm transfer rings your team while the AI keeps the caller company, with the chart on screen. Most clinics choose PupPilot Phone System, because one system for every call, text, email and fax is simpler to run. It's our recommendation, not a requirement. If you ever choose PupPilot Phone System, your setup carries over and PupPilot ports your numbers — how switching works.

See PupPilot Phone System
After-hours call, forwarded from the clinic's own phone system | Appointment booked
Client
Hi, I'm calling about my dog Max. He's due for his annual visit and I can never call during the day. Can I book something?
PupPilot
Of course. I have Max's record here — a six-year-old Labrador, last seen in October for his annual visit, so he's due now. Dr. Patel has openings on Tuesday at 2:10 p.m. and Thursday at 9:40 a.m. Would either of those work?
The clinic's own phone system forwarded the after-hours call. PupPilot AI recognized the caller from the practice management system and read real availability.
Client
Thursday at 9:40 works.
PupPilot
You're booked: Max, Thursday at 9:40 a.m. with Dr. Patel, for his annual visit. It's in the clinic's schedule now, and I've just texted you a confirmation with the address. Is there anything else I can help with tonight?
The appointment is written to the PIMS before the call ends, and the confirmation text goes out during the call.
Client
No, that's it. Thanks!

PupPilot AI Front Office: common questions

Do we have to replace our phone system to use PupPilot?

No. PupPilot AI Front Office works as an AI receptionist on the phone system you already have, and you can keep it that way for as long as you like — more than a third of PupPilot clinics do. Clinics that want one system for every call, text, email and fax choose PupPilot Phone System, which replaces the phones. Our medical team sets up either one on your config call.

Does it work with our phone provider?

It works with any phone system that can forward calls to another number, and most can. There are setup guides for 24 common systems, from Weave and PetDesk to RingCentral and a landline, and our team walks through yours on the config call.

Can we keep our phone number?

Yes, with either product. With PupPilot AI Front Office nothing about your numbers changes: your phone system forwards the calls you choose to PupPilot AI. With PupPilot Phone System, PupPilot ports your main line, after-hours line, fax and direct numbers, handles the letter of authorization and the paperwork, and keeps your phones ringing until the cutover.

Can we forward only after-hours calls?

Yes. After-hours only, overflow only or every call: you choose on the config call, and you can change it.

What happens when a caller needs a person?

PupPilot AI transfers the call to the number you choose, and your team sees who's calling, which pet and why in the PupPilot inbox before they pick up. A caller who asks for a person is transferred at once; a frustrated caller is transferred without asking. Make PupPilot the phone system too and the transfer rings your team while the AI keeps the caller company, with the chart on screen.

How is this different from PupPilot Phone System?

PupPilot Phone System is the phones themselves: your numbers port to PupPilot, unlimited calling and texting, email, fax and desk phones are included, and every channel lands in one inbox with the AI on every line. PupPilot AI Front Office is the AI on the phones you already have. Most clinics choose PupPilot Phone System, because one system for every call, text, email and fax is simpler to run. It's our recommendation, not a requirement.

Can we move to PupPilot Phone System if we want to?

Yes. Your setup carries over, PupPilot ports your numbers and runs old and new lines in parallel until the cutover.

What does it cost?

Plans are sized to your clinic, and your free one-week trial starts right after your config call. See What's Included.

Meet with our medical team, not our sales team.

They set PupPilot AI up on your phone system on the call, and your free trial starts right after. Nothing to sign.

Book a Config Call See What's Included