Frequently asked questions

Open Settings → AI team → AI Voice Receptionist. Turn the AI Voice Agent on, then fill in three fields: the agent's name (what she calls herself), your business name, and Business context — what you do, your pricing, and anything a caller commonly asks. That context is the whole brain; a blank one means she takes a message instead of answering. Add your appointment types so she can book, and set your business hours so she never offers a time you are closed. Full walkthrough at /help/guides/voice-ai-inbound.

Keep your own number public and forward only what you miss. From the phone you want forwarded, dial **61*<your CloseBoss number>*11*20# and press call — that is forward-on-no-answer, voice calls, after 20 seconds. Most US carriers allow 5–30 seconds in five-second steps; 20 matches CloseBoss's default ring timeout and usually beats your carrier's voicemail. Also worth setting: **67*<number># for busy and **62*<number># when your phone is off. To undo them all, dial ##004#.

Three usual causes. First, the iPhone Settings → Phone → Call Forwarding switch is unconditional — it sends every call to the AI and your phone never rings; conditional forwarding only works through the **61* codes. Second, your carrier voicemail may pick up before the forward does, so if voicemail answers at 25 seconds a 30-second forward never fires — shorten the forward or ask your carrier to lengthen voicemail. Third, Verizon uses *71 and ignores the ring-timer setting.

Two places to check. On your phone: the conditional forwards set with the **61* / **67* / **62* codes are cleared all at once by dialing ##004# and pressing call; on Verizon dial *73. If the iPhone Settings → Phone → Call Forwarding switch is on, turn it off there. In CloseBoss: if the receptionist rings your mobile before answering (Missed Call Text-Back), open AI Receptionist or Settings → AI Team, turn off Enable text-back or clear the mobile number, and save. Calls then go straight to the AI without ringing you.

Yes. Every appointment the receptionist books sends the caller a confirmation text containing a private reschedule link. Opening it shows your real open times — in your business's timezone, within your business hours, with slots that are already taken removed — and picking one moves the appointment immediately. The link only ever moves that one appointment, and it stops working once the appointment has passed.

From your dashboard, open Settings → Messaging and pick a Review Policy (auto-send vs require approval). Then open Templates and either edit one of the prebuilt sequences or create a new one. New leads start receiving the sequence within 60 seconds of capture. See the step-by-step guide at /help/guides/ai-followup-setup.

Go to Contacts → Add → Upload CSV (sold comps for CMAs go in Settings → Data & tools → MLS Data Import). Map your CSV columns to CloseBoss fields and run the import. Imports respect duplicate detection by email + phone, so re-importing won't double up your contacts.

Not yet. The CloseBoss iPhone app is coming soon: your leads, inbox, deals, tasks, calendar and Ask Max, on the same account as the web. Android will follow. Plans are bought on the web.

Grace reads your contract with AI, tracks every deadline and where it came from, keeps documents and history on the deal, and gives escrow, lenders and inspectors a private link to their part. Ask her anything about a deal and she answers from the record. See /features/transaction-coordinator.

A private space for each buyer and seller, by your invitation, signed in with an email link — no password. Buyers save searches, compare homes and request tours; sellers follow prep, showings and offers; both share documents with you. See /features/client-portal.

Tell the Boss Assistant what you want — "set up Saturday's open house," "build a seller presentation for 123 Main St," or "find and show homes to the Garcias" — and the team does the research and every step, then hands back the finished deliverables. You review and send.

Messages send in your name and from your number. AI is transparent about being a digital assistant when asked, but the goal is a fast, helpful first response — not deception. You decide how much AI handles before looping you in (configured in Settings → Voice & Style).

AI continues the conversation, asking qualifying questions tailored to the lead's source (Zillow, Facebook, your site). When intent crosses your threshold — they ask about a tour, mention a price range, or request to talk — you're notified immediately and AI hands off the thread.

Partly. Clone your voice free in Settings → Account → Digital twin, from your intro video. It narrates your twin videos and listing voiceovers, and the receptionist's fixed lines — like the greeting — can play in your voice. Live conversations use a studio voice.

He keeps the money side straight: a commission pipeline that flags deals missing a commission, expenses with receipt capture, and invoices. See /help/guides/ai-accountant.

You're the boss. Tell Max, your AI captain, what you want done and he puts the right teammate on it: Emma, the AI Receptionist, answers calls and texts; Chris, the AI Sales Assistant, follows up with every lead; Ruby, the AI Marketing Assistant, writes and posts your content; Grace, the AI Transaction Coordinator, keeps every deal on schedule; and Oliver, the AI Accountant, tracks commissions, expenses, and invoices. You finally own a team — without the payroll.

The dashboard is in English and Simplified Chinese (中文). The AI answers texts and email in English or Chinese, matching the client. On phone calls, the AI receptionist speaks English, Mandarin Chinese, and Spanish. Cantonese isn't supported yet.

Both — and that's what sets it apart. Your AI Receptionist answers inbound calls live, 24/7, and texts back the moment a call goes unanswered. Your AI also places real outbound voice calls to follow up with your sphere and leads — not just another SMS like every other CRM.

Most CRMs stop at SMS and email drips and leave the work to you. CloseBoss is an AI team you command: it answers the phone, calls your sphere by real voice, and runs whole jobs — open houses, presentations, showings, closings — from a single instruction, handing you finished reports.

From one address it produces an AI CMA (live web comps + value range), a branded Seller Presentation, a Property Deep Report (loan affordability, deal rating, investment ROI, schools, neighborhood, location map), an AI House Search for buyers, a side-by-side Comparison Report, and a Net-to-Seller sheet — each share-ready with your branding.

Yes. Hand the Sales Assistant a lead list and it places outbound calls in a natural voice, qualifies each prospect on budget, timeline, and motivation — buyer or seller — then scores intent, books the hot ones, and logs notes to every contact. You work only the leads that are ready.

It's built for real estate. The assistants are modeled on the playbooks of top-producing agents — how they qualify buyers and sellers, handle common objections, time their follow-up, and talk pricing and negotiation. Every call and message reflects proven agent best practices, not generic chatbot answers.

Coaching is a producer-development program built into the dashboard. Producer Track (every paid plan) targets 10 transactions / 3% conversion; Top Producer Track (Premium, Signature and brokerage seats) targets 15 transactions / 5% conversion. Daily plans, weekly playbooks, monthly AI deep-dives, peer benchmarks. No add-on fee.

Open the Coaching programs card on your agent dashboard (/agent/dashboard). Each program your plan can access has Enroll / Re-enroll / Opt out controls. Auto-enrollment runs on plan upgrades but always respects prior opt-outs — once you opt out, we won't re-enroll you without an explicit choice here.

Yes. Open More → Billing (or Settings → Account → Plan & credits) and click Manage billing & invoices — cancelling happens in the Stripe portal that opens. There's no minimum term and no cancellation fee. Your plan stays active through the end of the current billing period, then moves to the Free plan automatically.

Your contacts, pipeline, and conversations stay in your account. You can keep using the Free plan, which has no limit on leads or contacts, or download a copy any time from Settings → Data & tools → Export your data: contacts, deals, and conversation history as CSV files, on every plan including Free. We don't delete data automatically — request deletion via /contact if you want a full wipe.

There's a Free plan instead — no card, no expiry. It includes 100 credits a month plus 300 welcome credits, enough to hear the AI receptionist on real calls. Paid plans have no trial: billing starts when you choose one, and you can cancel any time.

Credits are spent on only two things: AI phone minutes and video. Texting, email, the CRM, Ask Max, reports, social posting and voice cloning are included. If you run low, buy a top-up pack on Plan & credits — pack credits never expire. Prices are on /plans.

Yes, wherever /plans shows the Annual option: twelve months for the price of ten. Your credits still arrive every month.

Not on Free, Solo, Pro or Premium. Signature includes a one-time $499 setup, for a specialist who configures everything with you. Concierge migration from another CRM is free through 2026.

Each plan is one seat. Teams and brokerages get seats through a Brokerage plan, priced per agent — talk to us at /contact?topic=team.

Moving from another CRM is a CSV import, with column presets for Follow Up Boss, kvCORE / BoldTrail, and Lofty (Chime) — or free concierge migration through 2026. There is no live sync with another CRM. New leads come in from Facebook Lead Ads, your CloseBoss lead page, open-house QR signups, and calls and texts to your CloseBoss number. Zillow, Realtor.com, Outlook, and Zapier connectors are coming soon; the full list is at /integrations.

Seven: Facebook (your Page), Instagram (the Business account linked to that Page), LinkedIn (your personal profile — Company Pages aren't supported yet), Threads, Pinterest, TikTok, and YouTube. TikTok and YouTube take video only and are in beta: TikTok posts stay private until TikTok completes its review of our app, and vertical YouTube videos post as Shorts. X (Twitter), Google Business Profile, and Nextdoor aren't supported yet.

Open any contact, click Message → Video. Record in the browser (no extension needed), trim if you want, and send. The recipient sees an inline player; you get notified when they watch and how much of it. See /help/guides/video-email for a step-by-step walkthrough.

Customer data is stored in Supabase Postgres (US region) with row-level security. Calls and texts run through Twilio, and AI calls through our voice AI providers (Retell and ElevenLabs). We never sell or share data with advertisers. Full details in our /privacy page.

Open the chat bubble in your dashboard or email contact@closebossai.com. Signature includes concierge support with a named contact. We're agents-helping-agents — no offshore tier-1 script-readers.