AI booking & reminder agent
Missed appointments and forgotten services cost a small business real money. This agent books appointments, confirms them, and brings customers back when it is time for the next visit — without anyone on your team picking up the phone.
Sound familiar?
- Customers call during working hours, when your team is busy with other customers
- No-shows leave empty slots in your day
- Nobody remembers to tell customers that their yearly service is due
What the booking & reminder agent does
- Offers free times and books the appointment in your calendar
- Sends a confirmation and a reminder the day before
- Lets the customer confirm, move or cancel with one reply
- Reminds customers when the next service, check-up or maintenance is due
- Logs every booking in HubSpot, linked to the customer
- Hands over to a person for anything unusual
What you get: A booking in your calendar and in HubSpot, a reminder scheduled for Thursday, and a returning customer you did not have to chase. Example, for illustration.
Who it is for
- Garages and tyre centres
- Installers and maintenance firms
- Clinics and therapists
- Beauty and wellness
- Service firms
What you prepare
- Your opening hours and how long each type of appointment takes
- Which services repeat, and after how long
- The calendar we connect to
- What happens if a customer cancels late
What GrowFlow does
- Sets up the agent in your HubSpot and connects it to your channels
- Trains it on your own material, in your tone
- Tests it on real questions before it goes live
- Reviews and improves it every month
- Tells you honestly when a task is better left to a person
What does it cost?
Runs on HubSpot Starter (about €20 per user a month) with HubSpot meetings and workflows. Simple confirmations and reminders use no AI credits; AI-written messages use about 10 credits (~$0.10) each, and Starter includes 500 credits a month. WhatsApp messages have their own small cost — we tell you upfront.
HubSpot licence: Starter ~€20 per user / month (monthly or annual billing); Professional ~€100 monthly or ~€90 annually per user, plus ~€1,500 one-time onboarding. See the full HubSpot cost table · GrowFlow plans from €590 / month: see the plans. HubSpot prices change — we confirm them with you in writing before anything is switched on.
Questions
Does it connect to my calendar?
Usually yes — HubSpot meetings connect to Google and Microsoft calendars. In the free consultation we check your setup.
Can customers reschedule themselves?
Yes. They reply to the message or use the booking link, and the change is logged in HubSpot.
Will it send too many messages?
No. You decide when and how often reminders go out, and every message is in your tone.
All smart agents we set up
Start with one agent, one problem. Once it delivers, we add the next.
Want to see it working in your business?
In a free 30-minute call we show you a live example from your industry.
Book a free consultation