Documentation

Getting Started with Vera AI

This guide walks you through everything required to launch your AI voice receptionist — from subscribing to taking your first live call. Most agents complete setup in under 30 minutes.

Before You Begin

Have these ready to make onboarding fast:

• The agency or team name Vera should use when greeting callers
• The cell number where important calls should be transferred
• Your FAQ documents (PDF) — service areas, commission structure, buyer/seller process, anything callers commonly ask about
• The Google account whose calendar Vera should book showings on
• Login access to your CRM — Salesforce, HubSpot, or Follow Up Boss

Step 1 — Subscribe & Get Your Number

Choose a plan on the pricing page (Starter, Growth, or Elite — monthly or annual) and complete checkout. Payment is processed securely by Stripe.

Immediately after checkout you're taken to your dashboard at vera-ai.tech/dashboard, and your tenant is provisioned with a dedicated business phone number. This is the number Vera answers. You'll see it at the top of your dashboard at all times.

Step 2 — Set Your Agency Name & Greeting

The onboarding wizard opens automatically on your first dashboard visit. The first step asks for your agency name. Vera uses it to greet every caller — for example: "Thank you for calling Sunrise Realty! This is Vera, how can I help you today?"

You can refine the greeting any time later under Dashboard → Settings— changes update Vera's greeting instantly.

Step 3 — Add Your Transfer Number

Next, enter the phone number where Vera should warm-transfer important calls — typically your cell. When a caller is ready to act (wants to list, make an offer, or asks for you by name), Vera connects them to you live instead of taking a message. Enter it with area code — your cell or office line both work.

Step 4 — Upload Knowledge-Base Documents

Upload the PDF documents Vera should use to answer callers' general questions — service areas, commissions, your buyer consultation process, open-house policies, and so on. Vera answers only from the materials you provide, so callers get accurate, on-brand answers.

Your plan determines how many documents you can upload (Starter: 1, Growth: 5, Elite: 15) — the counter shows how many slots you've used. Each document is indexed after upload, so give it a minute before test-calling. You can add, replace, or remove documents any time under Dashboard → Settings → Knowledge Base.

Step 5 — Connect Google Calendar

In the Integrations step, click Connect Google Calendar and approve access. Vera then checks your real availability live during calls and books showings (60 min), listing appointments (45 min), and consultations (30 min) directly onto your calendar — no double-bookings.

Fine-tune your bookable hours, appointment length, and buffer times under Dashboard → Settings → Availability and Settings → Booking. You can also block out vacation days.

Step 6 — Connect Your CRM

Still in Integrations, connect Salesforce, HubSpot, or Follow Up Boss. Salesforce and HubSpot use a secure sign-in window; Follow Up Boss uses an API key from its Admin → API page. Every caller Vera qualifies — name, contact info, intent, property interests — syncs to your CRM automatically, so your follow-up pipeline fills itself.

CRM sync is included on Growth and Elite plans. Only one CRM can be connected at a time — disconnect the current one first to switch. Connect or reconnect any time under Dashboard → Settings → Integrations.

Step 7 — Test & Go Live

Before publishing your number, place a test call and try a few scenarios:

• Ask a question covered by one of your uploaded documents
• Ask about active listings — e.g., "What's for sale in [your city] under $500,000?" — Vera searches live Zillow data
• Ask to book a showing and confirm it appears on your Google Calendar
• Say you want to speak to the agent and confirm the transfer reaches your cell

Check Dashboard → Callsafterward — you'll see the call recording, transcript, and any captured lead. Your Overview page shows your assigned Vera phone number, plan usage, recent leads, and upcoming appointments. Once you're happy, forward your line or publish the number. You're live.

Managing Vera Day to Day

Dashboard overview

Your dashboard shows minutes used, recent calls, new leads, and upcoming appointments at a glance.

Settings

Everything lives in Settings (last item in the dashboard sidebar), organized top to bottom:

• Profile — update your name, agency name (changes Vera's greeting immediately), and transfer number.
• Subscription — upgrade, downgrade, or cancel through the secure Stripe billing portal. Plan changes take effect right away; cancellations run to the end of your billing period.
• Integrations — connect or disconnect Google Calendar and your CRM.
• Knowledge base — upload new PDFs or delete old ones; the counter reflects your plan's limit.
• Availability — set weekly working hours so Vera only offers slots when you're available.
• Blocked-out time — click days on the calendar to block vacations or personal time; Vera won't book anything in blocked periods.

Calls

Every call is logged with a recording and transcript under Dashboard → Calls.

Leads & Appointments

Review, edit, and manage captured leads and booked appointments under their respective tabs — click any item to edit it, or use the + button to add one manually. Edits sync to your CRM and Google Calendar automatically.

Minutes

Minutes count only Vera's active talk time. As a rule of thumb, 200 minutes covers roughly 400 short calls (~30 seconds of talk time) or about 100 longer calls (~2 minutes each). If you exceed your plan's included minutes, overage is billed at your plan's per-minute rate.

Billing & Plan Changes

Subscriptions are billed through Stripe. Manage your payment method, switch plans, change between monthly and annual billing, or cancel from Dashboard → Settings → Billing. Annual plans include two months free and waive the one-time onboarding & AI-training fee.

Troubleshooting & FAQ

Vera isn't answering my calls

Confirm you're dialing your assigned Vera number (shown in your dashboard), and that any forwarding from your existing line is active with your carrier.

Vera couldn't answer a question I expected her to know

Make sure the answer is present in an uploaded document, then check Settings → Knowledge Base to confirm the document finished processing. Plain-text PDFs work best.

Calendar bookings aren't appearing

Reconnect Google Calendar under Settings → Integrations and verify you approved access with the correct Google account.

Leads aren't syncing to my CRM

CRM sync requires a Growth or Elite plan. Reconnect the integration under Settings → Integrations; if it still fails, contact support and we'll investigate.

Still stuck?

Reach us any time via the support page. We respond within one business day, and onboarding issues are prioritized.