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Missed call calculator: what is an unanswered phone costing your workshop?

When the whole team is under a car, the phone still rings. A caller who reaches voicemail will often ring the next workshop on the list. Answer three quick questions to see roughly what slips away each month, and what an AI receptionist might win back. It is free, needs no sign-up, and nothing you type is stored. The other assumptions sit under “Adjust assumptions” if you want to change them.

The interactive calculator needs JavaScript. You enter calls per week, average job value and roughly what % of calls go unanswered. With the default example (50 calls a week, 30% unanswered, $450 average job, and 15% of missed callers assumed to book) the estimate is:

  • You could be losing about $4,388 a month (ex GST)
  • The AI receptionist could win back about $1,755 of that, around $576 a month in profit after the $119 + GST add-on (needs Pro+)

These are example inputs, not statistics. Other assumptions (bookable share, conversion, AI recovery, 40% margin, trading days and the Pro+ plan cost) sit under Adjust assumptions. Estimates only, not a guarantee. Nothing you enter is stored.

How the lost revenue is worked out

  1. Calls per month = calls per week × 52 ÷ 12.
  2. Missed calls = calls per month × % of calls missed.
  3. Lost jobs = missed calls × % of missed callers who would have booked. This is never allowed to exceed the share of answered calls you currently turn into bookings.
  4. Lost revenue = lost jobs × average job value (ex GST). Yearly figure = monthly × 12.
  5. Recovered jobs = lost jobs × % an AI receptionist recovers (an assumption you can change).
  6. Recovered gross profit = recovered revenue × gross margin on those jobs (an assumption you can change).
  7. Cost = $119 + GST per month for the AI Receptionist add-on (it includes 60 answered calls a month), plus $1.50 + GST for each answered call after that (we assume it answers your missed calls), plus the $189 + GST Pro+ plan if you are not on Pro+ yet (the add-on needs Pro+).
  8. Profit after cost = recovered gross profit − cost. Payback, annual return and break-even are shown under “Adjust assumptions”.

Why the default numbers look the way they do

  • Defaults are deliberately cautious starting points, not industry statistics. Replace them with your own.
  • 50 calls a week and 30% unanswered is a prompt to check your phone log, not a benchmark. Look at four weeks of missed calls and voicemails for your real figure.
  • Only 15% of missed callers are assumed to be bookable. Many callers are suppliers, existing customers chasing a car, sales calls or wrong numbers.
  • The AI receptionist is assumed to recover 40% of the jobs you would otherwise lose, because some callers will hang up or prefer to speak to a person.
  • Recovered jobs are valued at 40% gross margin, not full revenue, when working out payback and ROI.

Ways to stop losing those calls

  • Set a callback routine: someone checks voicemail and missed calls at fixed times and rings back within the hour.
  • Missed-call text back: on Pro+, when your VoIP or cloud phone system misses a call, Workshop Hub texts the caller from your workshop number with your booking link. It is included in Pro+ (SMS credits apply). It does not work with ordinary mobiles or landlines yet.
  • AI Receptionist: an optional add-on for Pro+ at $119 + GST per month, with 60 calls included and then $1.50 + GST per extra call. It tells callers it is the workshop's AI assistant, answers simple questions, gives rough price ranges for routine jobs, takes booking requests for you to confirm and takes messages. Calls are written down, never recorded.

Questions about this calculator

How many calls does a typical workshop miss?

There is no reliable public figure we can point to, so this calculator does not pretend there is one. Check your phone system or mobile call log for the last four weeks, count missed calls and voicemails, and use that.

Is the AI receptionist included in Workshop Hub?

No. It is an optional add-on for Pro+ at $119 + GST per month, with 60 calls included and then $1.50 + GST per extra call. It is not included in the $189 Pro+ plan, so the calculator can add the plan cost if you are not on Pro+ yet.

Why does the calculator use gross profit for payback?

Recovered revenue is not all profit: parts and wages still have to be paid. Using gross profit keeps payback and ROI conservative. You can raise or lower the margin to match your shop.

Does the calculator store or send my numbers?

No. All calculations happen in your browser. There is no form, no email capture and no tracking of the values you enter.

Are the results guaranteed?

No. They are estimates based on the assumptions you set. Real results depend on your call volume, who is calling, how callers react to an AI assistant, and how quickly bookings are confirmed.

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