Build a single-source phone answer sheet with AI-assisted editing

Step 2: Write the true answers yourself

This part is yours. AI doesn't know your hours, your prices, or your service area, and it will happily invent them. For each question, write the real answer in your own words:

• Hours, including holidays.
• Where you work, and where you don't.
• What you charge, or the honest version: "We give a price after we see the job."
• How to book, change, or cancel, and your real cancellation rule.
• What to bring, how long it takes, where to park.

Step 3: Let AI make it easy to say out loud

Paste your questions and answers and send:

Rewrite each answer so it can be said out loud on the phone
in under 15 seconds. Keep every fact, price, time, and
policy exactly as written. Don't add anything. If an answer
is unclear or contradicts another answer, mark it [CHECK].

Then read every line yourself. If a fact changed, change it back.

Step 4: Add the "hand it to a person" list

Some questions nobody should guess at. Put them at the bottom with who handles each one:

• Emergencies.
• Complaints.
• Billing disputes.
• Anything about a specific customer's account or history.

Step 5: Keep it current

Put the date at the top and one person's name as the owner. When a price or policy changes, the owner updates the sheet the same day and prints a new copy. An old answer sheet is worse than none, because it's wrong with confidence.

Where the sheet goes next

The same page trains new hires. It becomes the FAQ on your website. And if you ever put an AI agent on your phone line (Deeplathe builds agents that answer, book, and reschedule for local service businesses), this sheet is what it should answer from. An agent can only be as right as the sheet behind it. Some callers will still want a person, which is what the hand-off list is for.

If calls are slipping through while everyone's busy, here's what happens to after-hours calls at a local business.

Under the hood

The division of labor is deliberate:

• Question mining is a clustering task. Models are good at grouping paraphrases ("are you open Saturday" / "weekend hours?") from a pasted batch.
• Answer authoring is ground truth. A model has no access to your prices or policies, so any answer it writes from scratch is a guess.
• Compression is a constrained rewrite: same facts, shorter spoken form, with a [CHECK] flag for contradictions.

The sheet then becomes the knowledge source for everything downstream: training, the website FAQ, and any voice agent you deploy. Retrieval quality never exceeds source quality, so versioning and a single owner matter more than the tool.

Short close

Tally the real questions, write the true answers yourself, let AI make them easy to say, and list what goes to a person. Date it, own it, keep it current.