Frequently Asked Questions

Yes. Oprantis is a registered US business based in Mission Viejo, California, founded by Peter Bigelow (25 years in the trades) in March 2026. Aria, the AI agent, is the production receptionist running on Retell + 11labs voice + GPT-4o — 📞 Talk to Aria to test her live. The full 30-day money-back guarantee is at /guarantee/.

Honest answer: she will, occasionally — same as a human receptionist on day one. Two safeguards: (1) every call is recorded and transcribed so you see exactly what happened, (2) the post-launch tuning window includes script adjustments for any edge cases the first 50-100 calls surface. If Aria's quality isn't where you need it after 30 days, the full refund applies.

Yes. Self-serve from your account portal. No phone calls, no email chains, no retention scripts. Cancellation takes effect at the end of your current billing cycle and Founders Special pricing locks for the life of the subscription if you re-up later.

No. All Oprantis plans are month-to-month. No annual commitments, no early-termination fees. The 30-day money-back guarantee runs alongside the month-to-month structure — you can cancel and refund the first 30 days, or stay month-to-month indefinitely.

Aria handles non-clinical front-desk tasks only — appointment scheduling, recall outreach, hours and location questions. The default Oprantis configuration is not currently covered under a HIPAA Business Associate Agreement (BAA). HIPAA-BAA coverage is on the medical roadmap. Configure intake scripts to capture appointment logistics only, not clinical PHI, until BAA coverage is in place.

Yes. Aria's financial-advisor scripts avoid prohibited communications: no specific product recommendations, no performance guarantees, no comparisons of investment products. RIA disclosure language and broker-dealer affiliation language are configurable per firm. Compliance review of intake scripts is included in onboarding for RIA and broker-dealer firms.

30-day money back, full refund — including setup fees. Email peter@oprantis.com, I respond within 1 business day, Stripe refund within 5 business days. No forms, no hoops, no retention scripts. Full terms at /guarantee/.

Most customers are live within 48 hours of sign-up. Setup includes provisioning your dedicated Aria number, configuring your industry-specific intake script, connecting your calendar (Calendly or Google Calendar), and CRM sync (HubSpot natively). Forwarding your existing business number takes 60 seconds once setup is complete.

During Founders Special pricing, setup is waived. Standard setup fee covers: industry-specific intake script configuration, calendar integration, CRM field mapping (HubSpot natively; webhook to other CRMs on Growth+), escalation rule configuration, and the first 14 days of script tuning based on actual call data. If we haven't begun setup work, any setup fee is fully refundable.

Two reasons. (1) AI labor costs less than human-receptionist labor — Aria can handle 1,000 calls a day at the same flat rate as 10. (2) Vertical depth instead of horizontal sprawl — we don't pay for capabilities you don't need (live chat, multi-language hubs, dedicated account managers) and pass the cost difference back. Honest comparisons: vs Smith.ai, vs Ruby.

U.S. English is the launch language. Spanish-language Aria is on the 2026 roadmap and will be made available to existing customers as a configuration option, no plan upgrade required. If your inbound volume is meaningfully Spanish-speaking today, that's a real gap worth flagging — call (949) 791-4332 and we can discuss timing.

Configurable per business. Default behavior: Aria says "Peter's not available right now — would you like me to take a message and have him call you back, or would a callback time work?" Then she captures the message + preferred callback time, syncs to CRM, and sends you an SMS alert. Alternative: route directly to your mobile if the caller meets configured criteria (existing client, urgent matter, etc.).

Encrypted at rest and in transit, stored in US data centers on Cloudflare infrastructure. Access-controlled per customer. Retention defaults to 90 days; longer retention available on Growth and Concierge tiers. You can request deletion of any recording via peter@oprantis.com — processed within 5 business days.

Yes. The intake script is configured to your business during onboarding: greeting, qualifying questions, escalation rules, hours messaging, brand voice. After launch, you can submit script change requests via the portal — most updates land within 24-48 hours. Voice training (custom-tuned voice that sounds closer to a specific human) is on Concierge tier only.

Configurable. Many customers run Aria 24/7 (her cost is the same regardless), but if you want her active only outside business hours, that works — your existing front desk handles 9-5 and Aria covers nights/weekends/holidays. The flat plan pricing doesn't change based on hours active; minutes count when she's on a call. Most after-hours-only setups land in the Starter tier.

Oprantis is an AI-powered receptionist platform for service businesses. Aria, the platform’s AI agent, answers every inbound call 24/7, runs structured intake, books appointments, and syncs the call to your CRM. Oprantis serves four verticals: trades contractors, medical practices, legal firms, and financial advisors.

Aria is the AI agent that powers Oprantis. She picks up your inbound calls 24/7, qualifies the lead, captures contact info, books appointments, and writes a summary into your CRM. She doesn’t replace your team — she replaces voicemail.

No. Forward your existing business number to Aria’s line and she starts answering. Most carriers use a star-code (often **21* followed by the number, then #). We send setup instructions during onboarding. No new hardware, no new phone lines.

Most customers are live within 48 hours of sign-up. Setup includes: (1) provisioning your dedicated Aria number, (2) configuring your industry-specific intake script, (3) connecting your calendar (Calendly or Google Calendar), (4) setting up CRM sync (HubSpot supported natively). Forwarding your number takes 60 seconds once setup is complete.

Three plans, all monthly: Starter $197/mo, Growth $497/mo, Concierge $1,497/mo. Founders pricing locks at sign-up. See full pricing →

Setup fees are currently waived under the Founders Special. Standard setup fee returns once Founders pricing closes. If we haven’t begun setup work, any setup fee is fully refundable.

No per-minute charges on inbound calls within your plan’s included minutes (Starter 300, Growth 600, Concierge 1,200). Overages bill at $0.20/min. Most service businesses stay well within plan minutes.

Oprantis ships configurations for four verticals: trades contractors (HVAC, plumbing, electrical, roofing, drywall, painting, general), medical practices, legal firms, and financial advisors. If your business is service-based and phone-driven, the product likely fits. Email peter@oprantis.com if you’re outside the four verticals — we evaluate fit case-by-case.

Ruby and Smith.ai are human-receptionist services. Their billing model is per-minute, their hours are limited or expensive after-hours, and intake quality varies by which receptionist picks up. Oprantis is AI-native: same-quality intake every call, 24/7 coverage, vertical-tuned scripts, no per-minute pricing within plan limits, and structured CRM sync built in. Oprantis is also operator-built — founded by a 25-year contractor — so the product roadmap reflects what service businesses actually need.

Most AI-receptionist products are horizontal: one phone-bot configuration sold to every industry. Oprantis is vertical: trades, medical, legal, and financial each get industry-tuned intake scripts, vertical-specific compliance boundaries, and operational integration designed for that industry’s workflow. The receptionist function is the wedge; the platform expansion (dispatch, recall, conflict-check, qualification) is what generic AI-receptionists don’t build toward.

HubSpot is supported natively on all plans. Salesforce, Zoho, and Pipedrive are supported via webhook + custom field mapping on Growth and Concierge tiers. Custom CRM integrations (PracticeFusion, Clio, Wealthbox, etc.) are scoped during onboarding.

U.S. English is the launch language. Spanish-language Aria is on the 2026 roadmap and will be made available to existing customers as a configuration option, no plan upgrade required.

Visit any page on oprantis.com and click “Hear Aria” or book a slot at oprantis.com/welcome. Our team walks through the product live, plays sample call recordings, and answers vertical-specific questions. Demos are 30 minutes.

No formal free trial — Founders pricing is the entry point and is month-to-month with no annual contract. We don’t pro-rate refunds on the current month (the AI minutes are already provisioned), but you keep service through the end of your billing cycle. Setup fees are fully refundable if we haven’t begun setup work.

Self-serve from your account portal — no phone calls, no email chains, no retention scripts. Cancellation takes effect at the end of your current billing cycle. Founders Special pricing locks for the life of your subscription, so once you’re in at the founders rate, that’s your rate.

Customer name, email, business info, call recordings, transcripts, and the lead/appointment outcomes Aria captures. Stored on Cloudflare infrastructure (US data centers). Encrypted at rest and in transit. Sub-processors: Cloudflare, Clerk (auth), Stripe (billing), Retell (voice AI), HubSpot (CRM). Full disclosure on the Privacy Policy.

Email peter@oprantis.com goes straight to Peter Bigelow (founder). Or (949) 791-4332. Or use the contact form. Starter: 1-business-day response. Growth: same-business-day. Concierge: dedicated success contact + direct phone.

Yes. Aria captures the structured intake and writes it to your CRM via HubSpot or webhook. Most contractors run ServiceTitan, Housecall Pro, or Jobber as the dispatch system of record — we sync intake into HubSpot, and from HubSpot to your dispatch system via the dispatch system’s native HubSpot integration or Zapier. Direct integrations with ServiceTitan and Housecall Pro are on the Q3 2026 roadmap.

Aria recognizes urgency keywords during intake (“burst,” “flooding,” “no heat,” “sparks,” “smoke”) and escalates per your configured rules. Typical escalation: Aria captures address and callback number, then conferences in your on-call tech’s mobile or sends an immediate SMS alert to dispatch. You configure the escalation rules during onboarding.

Yes. Aria integrates natively with Calendly and Google Calendar. She checks real-time availability, books the appointment, and sends an SMS confirmation to the customer with the time, date, and a calendar invite link.

Aria does not quote prices on calls (price quoting requires job inspection in trades). She captures the job specifics — trade type, scope, urgency, address, access constraints — and books an estimate appointment. If you provide flat-rate pricing for diagnostic visits, Aria can communicate that ($89 service call, etc.) per your configuration.

Yes. Aria asks “How did you hear about us?” as part of structured intake and tags the lead source in your CRM. For repeat customers (matched on phone number), Aria recognizes them and skips re-introductory questions. Lead-source attribution is part of the “Beyond the Front Desk” ROI roadmap.

Aria uses current-generation voice AI — conversational, natural pacing, handles interruptions, doesn’t sound like a 2010 IVR. Customers in our beta consistently report being surprised when they later learn it was AI. Listen to sample call recordings on the live demo.

24/7. Aria answers nights, weekends, holidays, and during your team’s busy stretches when nobody can pick up. The hours configuration controls escalation rules — for example, after-hours emergencies might route to your on-call tech, while non-urgent after-hours calls book for the next business morning.

Yes. Aria’s intake script branches based on the customer’s described problem. A general contractor running drywall, painting, and remodel can have Aria identify the trade, qualify the job, and route to the appropriate tech or estimator.

The intake script is configured to your business. Misroutes are rare in practice because Aria captures structured fields (trade, urgency, address, access) and the dispatch logic runs on those fields. Edge cases are caught during the first two weeks of post-launch tuning, which is included on all plans.

Aria recognizes repeat customers by phone number lookup against your CRM. For repeats, she skips introductory questions, pulls up the customer’s prior service history (if you’ve enabled CRM read-back), and books the new request directly. Customers feel known instead of re-introducing themselves every call.

Aria handles non-clinical front-desk tasks only — appointment scheduling, recall outreach, insurance pre-verification, hours and location questions. The default Oprantis configuration is not currently covered under a HIPAA Business Associate Agreement (BAA). HIPAA-BAA coverage is on the medical roadmap. Don’t use Aria to receive PHI in call recordings until BAA coverage is in place; configure intake scripts to avoid PHI capture in the meantime.

No. Aria does not triage symptoms, give medical advice, or counsel patients. Clinical calls are routed to your designated on-call line or clinical staff per your escalation rules. Aria is a non-clinical front-desk automation layer, not a clinical decision tool.

Aria captures the inputs your insurance verification team needs — carrier, member ID, group number, policyholder DOB, plan type, member relationship. She does not call insurance carriers directly. Captured fields sync to your practice management system or CRM for your team to verify.

Aria sends configured outbound reminders 48 hours, 24 hours, and 2 hours before each appointment, with a confirm/reschedule loop. Patients who don’t respond to the 24-hour reminder get a follow-up call to confirm. No-show recovery typically reduces no-show rates by 30-50% in the first 90 days, depending on baseline.

The intake script is configured per practice. Aria asks structured questions to identify the visit type (new patient, follow-up, annual, urgent, procedure) and matches against your appointment-type calendar. Mismatches are rare and caught in the post-launch tuning window.

Yes. Aria runs outbound recall campaigns based on your patient list and your recall cadence (annual physicals, dental cleanings every 6 months, dermatology checks, post-procedure follow-ups at 30/60/90 days). Available on Growth and Concierge tiers.

Call recordings are encrypted at rest and in transit, stored in US data centers, and access-controlled. Once HIPAA-BAA coverage is live, recordings will fall under the BAA. Until then, configure intake scripts to capture appointment logistics only, not clinical detail.

Aria writes intake to HubSpot natively. EHR integration (Epic, Cerner, eClinicalWorks, Kareo, Athena) is via webhook + your EHR’s integration platform, scoped during onboarding. Most practices run intake in HubSpot for the front-of-funnel and use the EHR for clinical records, syncing patient demographics through the EHR’s standard integration.

Per your protocol. Aria recognizes urgency cues and routes to your designated on-call clinical line per the practice’s escalation rules. Aria does not assess clinical urgency — she follows the routing rules you configure. Most practices configure: chest pain, breathing difficulty, suspected stroke symptoms, severe bleeding, suicidal ideation → immediate route to on-call.

Yes. Aria identifies provider preference during intake (existing patient with provider X, new patient asking for the next-available, specialty-specific request) and books against the right provider’s calendar. Multi-location practices configure per-location routing rules.

No. Aria captures intake information — matter type, jurisdiction, opposing party, date of incident, statute-of-limitations relevance — but does not interpret statutes, evaluate case merit, or counsel prospective clients. All legal advice is provided by licensed attorneys at your firm.

Aria collects the inputs your conflict-check system needs (parties involved, jurisdictions, related matters), but does not run the conflict check. The captured fields sync to your CRM or matter-management system for your conflict process to run before consultation booking.

Aria captures the date of incident and matter type during intake. For matter types where statute-of-limitations matters (PI, employment, contract), Aria flags the captured date against your firm-configured statute rules and tags time-sensitive matters in the CRM for attorney attention. The flag is informational — the attorney makes the actual statute determination.

The intake script branches on the caller’s described situation and asks structured follow-up questions to confirm matter type (PI - vehicle vs. premises vs. medical malpractice; family - divorce vs. custody vs. support modification, etc.). Accuracy is high in practice; the post-launch tuning window catches edge cases.

Yes. Aria sends a secure SMS or email link to the prospective client with a request for specific documents (police report, medical records release, prior order, contract). Documents upload to a secure firm-accessible folder and are tagged with the matter for attorney review.

Aria’s scripts are reviewed against general bar advertising principles (no guarantees of outcome, no comparisons of attorney quality, no prohibited solicitation). State-specific rules vary; firms in jurisdictions with stricter rules (NY, CA, TX) review Aria’s scripts during onboarding to ensure compliance with local bar requirements.

Privilege attaches when an attorney-client relationship is formed. Aria’s intake calls are not privileged communications — they are pre-engagement intake. Captured fields are stored in your firm’s CRM with standard access controls. Once an attorney engages, all subsequent communications go through your firm’s privileged channels, not Aria.

Aria captures the matter at any hour. The attorney sees a complete intake summary in the CRM — matter type, jurisdiction, urgency, contact details, conflict-check inputs — before the morning calendar review. For PI and emergency matters, Aria can route to the on-call attorney’s mobile per firm escalation rules.

Yes. Aria identifies the practice area from the caller’s described situation and runs the matching intake script. Firms running PI + family + estate planning configure three intake branches; Aria routes the captured matter to the appropriate attorney’s queue.

Per your configuration. Many firms set fit criteria (jurisdiction, matter type, minimum case value) and Aria informs callers when a matter falls outside the firm’s scope, optionally referring them to a configured referral attorney or bar association lawyer-referral service. Other firms capture every call and let the attorney triage. Both patterns are supported.

No. Aria does not provide investment, tax, retirement, or financial advice of any kind. She does not make recommendations on products, allocations, or strategies. Aria is a front-desk qualification layer that captures KYC basics and routes qualified prospects to your licensed advisors. All advisory activities remain with the licensed professional.

Aria captures KYC basics — full name, contact, qualifying asset range, planning need, employment, source of funds (general, not detailed) — during the intake call. She does not run the actual KYC verification (CIP, OFAC, AML screening); those run in your firm’s compliance system using the captured intake fields as inputs.

You configure the qualifying threshold during onboarding (e.g., minimum $500K investable assets, or $1M+ for wealth management). Aria asks the qualifying-asset question during intake using a comfortable script (“In broad terms, are your investable assets above or below $500,000?”). Qualified prospects are booked for advisor consultations; below-threshold prospects are handled per your configured rule (referral, educational resources, or polite end of call).

Aria’s scripts avoid prohibited communications: no specific product recommendations, no performance guarantees, no comparisons of investment products, no unregistered solicitation language. Compliance review of intake scripts is part of onboarding for RIA and broker-dealer firms; firms in higher-risk states or those running broker-dealer business get additional script review before launch.

Aria recognizes existing clients via phone number lookup and routes them differently from prospects: typically straight to the advisor’s assistant or directly to the advisor’s mobile per firm rules. Existing-client servicing requests (statement question, address change, contribution question) can be routed to back-office staff with the captured request details.

Yes. Aria integrates with Calendly, Google Calendar, and Outlook Calendar. She books prospect consultations into the advisor’s qualified-prospect calendar, with automated SMS and email confirmation including any pre-meeting forms (risk tolerance, planning intake) you want collected before the meeting.

The qualifying-asset question is scripted carefully — comfortable phrasing, broad ranges, no pressure. Most prospects answer accurately. Aria captures the prospect’s self-reported range; the actual KYC-verified asset detail comes during the advisor consultation, not the intake call.

Prospects who call after hours — including high-net-worth prospects who research advisors at 9pm after the kids are in bed — reach Aria instead of voicemail. She captures full qualifying intake, books a consultation for the next available advisor slot, and sends SMS confirmation. The prospect feels handled; the advisor sees a qualified appointment in the morning.

Aria can be configured to read disclosures (call recording notice, advisor regulatory status) at the start of the call per your compliance team’s preferred wording. Disclosure scripts are reviewed during onboarding.

HubSpot is supported natively. Wealthbox, Redtail, and Salesforce Financial Services Cloud integrate via webhook + custom field mapping on Growth and Concierge tiers. Most advisor firms run HubSpot or the advisor-specific CRM as the primary system; intake fields sync to whichever is your CRM of record.