Business Profile Explained: How to Keep Kai's Answers Accurate on Every Call

Your Business Profile is the core context Kai reads from on every call — company details, services, service areas, and business rules — and it is the single most common reason an AI receptionist gives a wrong answer. Fill it in once from Dashboard > Business Profile, keep it current as the business changes, and Kai answers questions, qualifies leads, and describes your services the way you would.

Most of the "the AI said something wrong" complaints trace back to the same cause: the business changed and the profile didn't. A service area gets added, a service gets dropped, hours shift for the season — and Kai keeps quoting the old version because that's what's still on file. This guide covers what the Business Profile actually holds, how it feeds a live call, and how to keep it accurate.

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Table of Contents

1. What the Business Profile actually is
2. What it holds
3. How it relates to the Knowledge Base and Products
4. How to keep it current, step by step
5. What it costs
6. FAQ

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What the Business Profile actually is

Open Dashboard > Business Profile and you're looking at the general-context page Kai pulls from before he says anything specific to your business on a call. It's not a script and it's not the full instructions that shape how Kai talks — it's the factual record: what the business is called, what it does, where it works, and what rules govern how it operates.

If you manage more than one business under your account, you pick the one you're editing first, then work through the profile's sections.

What it holds

The profile is organized into a few groups of fields:

• Business name, contact details, website, and location
• Services, service areas, category, and pricing notes
• Business hours, timezone, availability, and booking preferences
• Promotions, review links, policies, and other customer-facing details

Every one of those fields is something a caller could plausibly ask about — "do you cover my zip code," "what's included in a tune-up," "are you open Saturdays." A completion indicator on the page flags gaps, since a more complete profile gives Kai more to work with on a call. Write each field the way you'd want Kai to actually say it to a customer, not as an internal note to yourself.

How it relates to the Knowledge Base and Products

The profile is the general layer, not the only layer. Two other places carry more detail Kai can reference:

• Knowledge Base — deeper answers that go beyond the profile basics, for questions the profile fields aren't built to hold.
• Products — specific offerings and pricing Kai can describe in detail.

There's also a related but distinct setting: Business Hours. The profile carries general business context (including a hours field), but the schedule that actually drives call routing lives in Business Hours. Keep both consistent — if they disagree, Kai can end up contradicting itself on a call, telling a caller one thing about hours while the routing logic behaves according to another.

The practical rule: if a caller could ask about it, it needs to live somewhere Kai can read it — the profile for the basics, Knowledge Base or Products for anything deeper.

How to keep it current, step by step

1. Go to Dashboard > Business Profile.
2. If you manage more than one business, choose the one you want to edit.
3. Open each section and fill in missing or outdated fields — don't skip the optional ones, they still help Kai sound more accurate.
4. Use the completion indicator to spot gaps.
5. Click Save.
6. Test your agent after changing services, pricing, hours, or policies, to confirm the new answer actually comes through on a call.
7. Update the profile before seasonal hours, new service areas, or an active promotion go live — not after the calls start coming in.

If Kai gives a caller outdated information, the fix is the same loop: update the matching field, save, then run a quick test call to confirm it. Remember the answer might also be coming from the Knowledge Base or Products rather than the profile itself.

What it costs

Business Profile is included on every KaiCalls plan — Solo starts at $69/mo, Pro at $199/mo, both with a generous answered-call allowance and no per-minute overage. There's no extra fee to fill it in, edit it, or keep it updated — it's just part of setting Kai up correctly.

FAQ

Why did Kai quote the wrong service area on a call? The most likely cause is an outdated Services or Service Areas field in the Business Profile. Update the field, save, and run a test call to confirm the new answer.

Should business hours go in the profile or in Business Hours settings? The profile carries general business context; the schedule that actually drives call routing lives in Business Hours. Keep both consistent so Kai never contradicts itself between the two.

My completion indicator won't reach 100% — what am I missing? Open each section and look for blank fields. Optional fields still count toward a richer profile, which gives Kai more to draw on during a call.

Does the Business Profile replace the Knowledge Base or Products? No. The profile holds the general facts — name, services, service areas, hours, policies. The Knowledge Base holds deeper answers, and Products holds specific offerings and pricing. Kai can pull from all three.

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Get your profile in front of Kai. Open Dashboard > Business Profile and fill in the gaps, or call the KaiCalls demo line at (417) 386-2898 to hear how it sounds on a live call, or visit kaicalls.com.