Smart Scout is an AI-powered sales assistant built directly into SmartMoving. It ensures every call is answered, every lead is captured, and every opportunity is updated, even when your team is unavailable. By automating inbound sales call handling, Smart Scout helps moving companies reduce missed opportunities, improve response times, and extend sales coverage without increasing staffing costs.
Key Features and Benefits
Feature | Benefit |
24/7 AI Sales Coverage | Answer every call day, night, weekends, and during busy periods so you never lose a lead. |
Simultaneous Call Handling | Handle multiple calls at once so customers never hit voicemail or busy signals. |
Lead & Opportunity Identification | Instantly recognize existing records in SmartMoving and update them automatically. |
Automatic Lead Creation & Updates | Create new leads and opportunities in SmartMoving in real time. |
Duplicate Prevention & Configurable Lead Refresh | Smart Scout automatically checks whether the caller’s phone number matches an existing lead or opportunity. If it finds a match, it updates that record instead of creating a duplicate. You can configure how old an existing record must be before Smart Scout creates a new one (default: 30 days). |
Built-in Estimate Generation | Generate estimates during calls for your sales team to review before sending. |
Automated Call Summaries | Every call is logged with transcripts and summaries to keep your team informed. |
Multi-Language Support | Engage callers in multiple languages, or let Smart Scout auto-detect and respond in the caller’s language. |
Customizable Voices & Scripts | Choose from different voices, tones, and greetings that fit your brand. |
Branch & Multi-Agent Support | Create different agents with unique greetings, voices, and phone numbers for each branch or service area. |
Spam & Junk Call Detection | Filters out spam calls using caller ID signals and classifies silent calls as junk. |
Automatic compliance notifications | Smart Scout automatically detects when a caller is from an area code that legally requires disclosure and plays “This call is being recorded” at the start of the call, ensuring compliance and reducing liability. |
SmartMoving Integration | All call data flows directly into SmartMoving, eliminating manual entry. |
How to Set Up Smart Scout
Getting started with Smart Scout is simple. Setup takes only a few steps:
1) Enable Smart Scout
Once your account has the feature turned on, you’ll see a new Smart Scout tab under Sales in SmartMoving.
The Smart Scout Dashboard shows key KPIs: minutes saved, calls answered, leads/opportunities created, average call duration, and inbound call logs.
💡 SmartTip - Step 1.1: Control who has access to Smart Scout!
Did you know you can control who sees the Smart Scout page?
Follow theses steps to make sure the correct roles in your account have access:
Go to Settings > Roles & Permissions.
In the Actions section of the permissions table, find Can access Smart Scout.
Check the box to enable this permission for the roles that should be able to use Smart Scout.
Save your changes.
Note: Only users with this permission enabled will see Smart Scout in their navigation.
2) Configure your AI agent
Language & Voice
Pick a language by going to Smart Scout > Head over to Agents and click on Smart Scout > Edit
Choose English, Spanish, or enable multilingual detection. Pick a voice/persona and preview it.
Choose the language and a voice/persona and tap Preview.
Brand & Greeting
Business name: how the agent introduces your company.
Greeting script: customize the first thing it says (you can have it identify as an interactive agent).
Website for FAQs (optional but recommended)
Add your website so Smart Scout can reference public info for common questions.
Notifications
Add one or more email addresses to receive call alerts, summaries, and full transcripts.
Record Type
Choose whether Smart Scout should create Leads or Opportunities.
Leads = new inquiries for your team to qualify.
Opportunities = prefilled records with estimate details ready for review.
Note: Estimates are generated for review; your team sends them (not auto-sent).
3) Connect your phone
You have two options for connecting calls to Smart Scout:
Use the Smart Scout number directly
Share the number shown on your agent (e.g., on your website or ads).
Customers will dial this number and reach Smart Scout immediately.
Forward your existing phone number
Keep your published business number the same.
Forward calls from that number into your Smart Scout number so callers are automatically answered by the agent.
👉 If you choose forwarding, continue to Step 4 to complete the setup.
4) Set Up Forwarding
Once you have your Smart Scout phone number, you’ll need to forward calls from your existing phone line so Smart Scout can answer.
Go to Smart Scout > Settings > Set Up Forwarding.
Select whether you’re forwarding from a Business Phone System or a Mobile Phone.
Choose your provider or carrier from the list.
Business Phone System (e.g., AT&T, Verizon Business, T-Mobile Business, Comcast, Spectrum).
Mobile Phone (e.g., AT&T Wireless, Verizon Wireless, T-Mobile, Sprint, StraightTalk, Visible, Spectrum Mobile).
Follow the step-by-step instructions provided for your carrier.
For business systems, you’ll be directed to the provider’s support page with call forwarding instructions.
For mobile carriers, you’ll see the exact dial codes (e.g., *004*+1XXXXXXXXXX# to forward calls, ##004# to cancel).
Complete forwarding setup on your phone system.
Place a quick test call to confirm Smart Scout is answering.
Tip: You can forward multiple lines (branch numbers, marketing numbers, mobile numbers) into Smart Scout so that every call routes into the same agent.
5) Test the Experience
Click Test Agent and place a live call.
Give typical details (name, phone, origin/destination ZIPs, timing; mention special items).
Ask a basic rates question to confirm the agent defers pricing to your team.
Verify in SmartMoving:
A Lead/Opportunity is created or updated.
Call recording, summary, and transcript are attached.
You received the email alert from Smart Scout with transcript.
If you chose Opportunity, check the Estimate tab prefilled (review before sending).
6) Route and Follow Up
Lead Routing: Create a rule that assigns records with Referral Source = Smart Scout to the right rep(s) (round-robin supported).
Follow-Up Automation: Add a task like “Review transcript, verify estimate, send to customer.”
7) Multi-Branch Support
You can forward as many phone lines as you want to a Smart Scout agent.
This means if you have multiple branches or use multiple phone numbers, each of them can be forwarded to the same Smart Scout agent.
Example use cases:
Forward both your Dallas and Houston branch lines to Smart Scout so no calls are missed.
All forwarded calls will be handled consistently by your Smart Scout agent and logged in SmartMoving.
8) Finalize & go live
Confirm:
Greeting reads well.
Voice and language fit your brand.
Emails/teams receive notifications.
Forwarding rules match your hours.
Announce to your team: Smart Scout is live and will create/update records with Referral Source = Smart Scout.
How Smart Scout behaves (at a glance)
Answers calls 24/7 (after-hours, weekends, or overflow).
Handles multiple calls simultaneously.
Identifies new vs. existing callers and updates records accordingly.
Creates Leads or Opportunities automatically.
Generates estimates for review (not auto-sent).
Logs recordings, transcripts, and summaries.
Filters junk calls and marks spam callers.
Troubleshooting
No calls showing? Re-check call forwarding settings.
Wrong salesperson assigned? Update your lead routing rule for Referral Source = Smart Scout.
Duplicate records? Smart Scout uses caller ID + provided info; confirm name/number when forwarding.
Didn’t get an email? Verify notification addresses in settings and allowlist the alerts sender.
Frequently Asked Questions (FAQs)
How does Smart Scout know if a caller is a new lead or existing customer?
Smart Scout checks the caller’s phone number and details in SmartMoving. If it finds a match, it updates that existing lead or opportunity to keep your records clean. If no match is found, Smart Scout automatically creates a new record.
To reduce duplicate records, Smart Scout uses a configurable refresh window. By default, if the same caller contacts you again within 30 days, Smart Scout will update the existing record instead of creating a new one. You can adjust this time window in your Agent Settings if you prefer Smart Scout to create new leads more (or less) often.
Can Smart Scout send estimates to customers automatically
Not yet. Smart Scout generates estimates for review, but your sales team sends them to ensure accuracy.
Can it handle more than one call at a time?
Yes. Smart Scout can handle multiple simultaneous calls so no lead is ever left waiting.
Does it work in multiple languages?
Yes. Smart Scout supports English, Spanish, French, German, Hindi, Russian, Portuguese, Japanese, Italian, and Dutch.
Will it replace my sales team?
No. Smart Scout is designed to assist, not replace. It captures and qualifies leads so your team can focus on closing deals.
Do I need a new phone system?
No. Simply forward your calls to your Smart Scout number.
Is there a way to track overage minutes and charges?
Yes. In your Smart Scout dashboard, the Minutes Saved metric shows how much time the agent has handled for you. You’ll also see your usage in the usage tracking section, which displays how many minutes have been consumed. Today, Smart Scout does not send an automatic warning when you approach your 250 included minutes, but our team is monitoring this and may introduce alerts in the future.
What kind of support is available?
You’ll have access to step-by-step Help Center guides, in-platform tips, and onboarding assistance from the SmartMoving team.
With Smart Scout, you’ll never miss another sales opportunity. It’s like adding a full-time sales rep who works 24/7, speaks multiple languages, and keeps your CRM perfectly updated.