What Does It Cost to Build an AI Assistant for a Small Business in 2026?
Real Pricing for HVAC, Plumbing, Electricians, Landscapers, Window Cleaners & Medical Offices
Small business owners are increasingly asking:
“Can I get an AI assistant for $300 per month that runs my entire business?”
They want something that:
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Responds to leads automatically
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Books jobs in Housecall Pro
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Organizes Google Docs
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Manages Google Calendar
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Writes emails
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Handles HR tasks
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Screens job applicants
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Sends follow-ups
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Conducts research using Google Gemini
What they’re imagining isn’t a chatbot.
It’s a fully integrated AI operations system.
This article breaks down:
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Real-world AI assistant development costs
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Monthly infrastructure expenses
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Industry-specific pricing
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Required third-party APIs
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Ongoing maintenance fees
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Example build costs by industry
If you’re searching for “AI chatbot development cost,” “how much to build a Gemini assistant,” or “AI assistant pricing for small business,” this guide gives you transparent numbers.
What an AI Business Assistant Actually Includes
A real AI assistant for a service business typically includes:
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Lead intake automation
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Two-way SMS messaging
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Missed call auto-response
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CRM integration (Housecall Pro, Jobber, ServiceTitan)
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Google Calendar scheduling
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Email drafting & responses
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Estimate follow-ups
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Review automation
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Hiring workflow automation
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Internal documentation organization
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Research assistant functionality
This requires multiple APIs, hosting infrastructure, monitoring systems, and ongoing optimization.
This is business infrastructure.
Not a plugin.
Core APIs Required (And Why)
1. Google Gemini API
Used for:
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Writing emails
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Responding to customer inquiries
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Research tasks
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Internal documentation summaries
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HR drafting
Monthly cost: $50–$300 depending on usage.
2. Twilio (SMS API)
Used for:
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Two-way texting
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Missed call text-back
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Appointment reminders
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Review requests
Monthly cost: $25–$150+
3. Zapier or Make (Automation Layer)
Used to:
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Connect CRM with Google Workspace
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Sync hiring forms
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Trigger workflows
Monthly cost: $30–$150+
4. Google Workspace API
Used for:
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Gmail drafting
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Calendar scheduling
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Google Docs organization
Cost: $12–$25 per user/month.
5. Hosting & Monitoring
Used for:
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Backend automation server
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Error tracking
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Logging
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System reliability
Monthly cost: $45–$130.
Typical Baseline Infrastructure Cost:
$150–$500 per month (before maintenance fees)
AI Assistant Cost by Industry (2026)
Below are realistic example build costs when designed and implemented by an experienced systems architect like Sandy Rowley.
HVAC Company (6–12 Technicians)
What the AI Handles:
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Emergency intake triage
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Quote follow-ups
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Seasonal reminders
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Dispatch note automation
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Review generation
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Hiring intake assistance
Monthly Infrastructure: $250–$600
One-Time Build Cost: $15,000–$25,000
Monthly Maintenance Fee: $750–$1,200
Why?
HVAC companies often generate $1M+ annually. A 10% improvement in close rate can mean six-figure revenue gains.
Plumbing Company
AI Responsibilities:
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Emergency dispatch intake
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Membership renewal reminders
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Invoice follow-up
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Hiring automation
Monthly Infrastructure: $250–$600
Build Cost: $15,000–$30,000
Maintenance: $750–$1,500
Higher urgency and liability increase system complexity.
Electrical Contractor
AI Responsibilities:
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Permit tracking reminders
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Project updates
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Invoice follow-up
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Hiring automation
Monthly Infrastructure: $200–$500
Build Cost: $12,000–$20,000
Maintenance: $600–$1,000
Window Cleaning Company (5–8 Employees)
AI Responsibilities:
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Lead qualification
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Estimate booking
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Weather rescheduling
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Unsold estimate follow-ups
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Review automation
Monthly Infrastructure: $150–$400
Build Cost: $8,000–$12,000
Maintenance: $497–$750
Landscaping Company
AI Responsibilities:
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Recurring maintenance scheduling
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Seasonal upsells
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Photo documentation organization
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Review requests
Monthly Infrastructure: $150–$400
Build Cost: $7,500–$12,000
Maintenance: $397–$750
Medical Office (Private Practice)
AI Responsibilities:
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Appointment reminders
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Intake screening
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Insurance FAQ
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Secure messaging
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HR documentation drafting
Monthly Infrastructure: $400–$1,000
Build Cost: $25,000–$60,000
Maintenance: $1,000–$2,500
Compliance requirements significantly increase cost.
What Monthly Maintenance Covers
Sandy Rowley’s monthly maintenance includes:
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Error monitoring
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Prompt refinement
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Workflow adjustments
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API updates
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Integration troubleshooting
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Feature improvements
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AI training optimization
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Security monitoring
AI systems require ongoing refinement.
They are not “set it and forget it.”
Why $300 Per Month Isn’t Realistic
If infrastructure costs alone range from $150–$500 per month, then $300 total does not cover:
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Hosting
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SMS usage
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Monitoring
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Ongoing training
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Development support
That price point only works if:
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The system is heavily standardized
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Customization is extremely limited
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It serves dozens of businesses simultaneously
Custom operational AI systems require professional implementation.
Build Timeline Expectations
Basic Lead Capture Assistant:
1–2 weeks
Booking + Follow-Up Automation:
3–4 weeks
Full AI Operations Assistant:
4–8 weeks
Final Takeaway
An AI assistant that:
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Reduces admin workload by 40–60%
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Increases booked jobs by 10–20%
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Prevents missed calls
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Improves follow-up
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Assists with hiring
Is not a $20 task.
It is operational leverage.
And when built correctly, it becomes one of the highest ROI investments a service business can make.
A Step-By-Step Guide on How to Build an AI
Since the 1940s, when the digital computer was developed, it’s been clear that computers could be programmed to complete extremely complex tasks. For example, they could discover proofs for mathematical theorems or play chess. In fact, computers or computer-controlled robots can perform tasks typical of humans. That’s where artificial intelligence comes into play.
Are you interested in how to build an AI? This article provides a basic understanding of artificial intelligence, its application, and the steps necessary for making an AI.
What Is Artificial Intelligence

Artificial intelligence (AI) is the ability of a digital computer or computer-controlled robot to carry out tasks that intelligent beings perform. AI represents a branch of computer science. Siri, Alexa, and similar smart assistants, as well as self-driving cars, conversational bots, and email spam filters, are examples of AI.
Mathematician Alan Turing’s paper, “Computing Machinery and Intelligence,” and the Turing Test express AI’s fundamental goal and vision. Turing wrote his paper on artificial intelligence, arguing that there isn’t any convincing argument that machines can’t think intelligently like humans. Similarly, the Turing Test is a method of determining whether a machine can “think.”
Based on the information theory, intelligence is one’s ability to accept or transfer information and keep it in the form of knowledge. The information theory mathematically represents the conditions and parameters that affect how information is transmitted and processed
According to Shane Legg, co-founder of DeepMind Technologies, intelligence is the agent’s ability to set goals and solve different problems in a changing environment. If the agent is a human, you deal with natural intelligence, and if the agent is a machine, you deal with artificial intelligence.
AI Operation and Application
Increasingly, building AI systems is becoming less complex and cheaper. The principle behind making a good AI is collecting relevant data to train the AI model. AI models are programs or algorithms that enable the AI to recognize specific patterns in large datasets.
The better you make AI technology, the more wisely it can analyze vast amounts of data to learn how to perform a particular task.
The process of analyzing data and performing tasks is called machine learning (ML). For example, Natural language processing (NLP) gives machines the ability to read, understand human languages, and mimic that behavior. The most promising AI apps rely on ML and deep learning. The latter operates based on neural networks built similarly to those in the human brain.
Real-world applications of AI systems are wide-ranging. Below, you can find the most common examples of AI in daily life:
- Speech Recognition
Also known as automatic speech recognition (ASR), computer speech recognition, or speech-to-text, is a capability that uses NLP to process human speech into a written format. For example, Siri utilizes speech recognition to conduct voice searches.
- Customer Service
Increasingly, more companies are turning to online virtual agents for customer service, thus replacing human agents. According to Servion Global Solutions, 95% of all customer interactions will involve artificial intelligence by 2025.
- Computer Vision
In this case, AI technology allows computers and systems to derive meaningful information from digital images, videos, and other visual inputs. You can see its application in photo tagging on social media.
- Discovery of Data Trends
AI algorithms can use consumers’ behavior to discover data trends, allowing companies to build effective cross-selling strategies. As a result, companies can offer relevant add-on recommendations during the checkout process. That’s where predictive analytics software steps in.
Such software allows real-time decision-making with your data. For instance, the software can generate risk assessment models, such as fraud and risk detection, targeted advertising, and product recommendations.
- Fraud Prevention
One of the primary problems that artificial intelligence tackles are payment and sensitive information fraud. Companies utilize AI-based systems to detect and prevent this type of fraud effectively.
- Automated Stock Trading
AI-based high-frequency trading platforms make thousands or, sometimes, millions of trades each day. As of 2020, half of stock market trades in America were automated. According to Allied Market Research, the global algorithmic market size is forecast to account for $31.2 million by 2028.
How to Build an AI: What Is Required to Build an AI System?
Gartner, Inc. predicts that worldwide AI software revenue will reach $62.5 billion in 2022, growing by 21.3% from 2021. So, how to build an AI? Let’s go through the basic steps to help you understand how to create an AI from scratch.
Step 1: The First Component to Consider When Building the AI Solution Is the Problem Identification
Before developing a product or feature, it’s essential to focus on the user’s pain point and figure out the value proposition (value-prop) that users can get from your product. A value proposition has to do with the value you promise to deliver to your customers should they choose to purchase your product.
By identifying the problem-solving idea, you can create a more helpful product and offer more benefits to users. After you’ve developed the first draft of the product or the minimal viable product (MVP), check for problems to eliminate them quickly.
Step 2: Have the Right Data and Clean It
Now, when you’ve framed the problem, you need to pick the right data sources. It’s more critical to get high-quality data than to spend time on improving the AI model itself. Data falls under two categories:
- Structured Data
Structured data is clearly defined information that includes patterns and easily searchable parameters. For example, names, addresses, birth dates, and phone numbers.
- Unstructured Data
Unstructured data doesn’t have patterns, consistency, or uniformity. It includes audio, images, infographics, and emails.
Next, you need to clean the data, process it, and store the cleaned data before you can use it to train the AI model. Data cleaning or cleansing is about fixing errors and omissions to improve data quality.
Step 3: Create Algorithms
When telling the computer what to do, you also need to choose how it will do it. That’s where computer algorithms step in. Algorithms are mathematical instructions. It’s necessary to create prediction or classification machine learning algorithms so the AI model can learn from the dataset.
Step 4: Train the Algorithms
Moving forward with how to create an AI, you need to train the algorithm using the collected data. It would be best to optimize the algorithm to achieve an AI model with high accuracy during the training process. However, you may need additional data to improve the accuracy of your model.
Model accuracy is the critical step to take. Therefore, you need to establish model accuracy by setting a minimum acceptable threshold. For example, a social networking company working on deleting fake accounts can set a “fraud score” between zero and one to each account. After some research, the team can decide to send all the accounts with a score above 0.9 to the fraud team.
Step 5: Opt for the Right Platform
Apart from the data required to train your AI model, you need to pick the right platform for your needs. You can go for an in-house or cloud framework. What’s the main difference between these frameworks? The cloud makes it easy for enterprises to experiment and grow as projects go into production and demand increases by allowing faster training and deployment of ML models.
- In-house Frameworks
For example, you can choose Scikit, Tensorflow, and Pytorch. These are the most popular ones for developing models internally.
- Cloud Frameworks
With an ML-as-a-Service platform or ML in the cloud, you can train and deploy your models faster. You can use IDEs, Jupyter Notebooks, and other graphical user interfaces to build and deploy your models.
Step 6: Choose a Programming Language
There is more than one programming language , including the classic C++, Java, Python, and R. The latter two coding languages are more popular because they offer a robust set of tools such as extensive ML libraries. Make the right choice by considering your goals and needs. For example:
- Python is a good choice for beginners as it has the simplest syntax that a non-programmer can easily learn.
- C++ boasts a high level of performance and efficiency, making it ideal for AI in games.
- Java is easy to debug, user-friendly, and can be used on most platforms. In addition, it works well with search engine algorithms and for large-scale projects. As a rule, Java is used to build desktop applications.
- R is developed for predictive analysis and statistics. Thus, it’s primarily used in data science.
Step 7: Deploy and Monitor
Finally, after you’ve developed a sustainable and self-sufficient solution, it’s time to deploy it. By monitoring your models after deployment, you can ensure it’ll keep performing well. Don’t forget to monitor the operation constantly.
Sum Up
“How to build an AI” is a question many are interested in these days. To make an AI, you need to identify the problem you’re trying to solve, collect the right data, create algorithms, train the AI model, choose the right platform, pick a programming language, and, finally, deploy and monitor the operation of your AI system.





Can’t I just use ChatGPT or Gemini myself instead of paying $10k+ for a system?”
Answer:
Yes — and many owners do.
But using ChatGPT manually is not the same as integrating an AI assistant into your CRM, SMS system, calendar, and workflows.
Manually using AI:
Requires you to copy/paste
Doesn’t track leads automatically
Doesn’t follow up consistently
Doesn’t integrate with Housecall Pro
Doesn’t trigger reminders or booking automation
A custom AI operations assistant runs in the background and executes workflows automatically. The value is in integration and automation — not just text generation.
“How much revenue does this realistically increase?”
Answer:
Most service businesses see improvements in:
10–20% more booked jobs
30–50% faster lead response times
40–60% reduction in admin workload
For example:
If your average job is $600 and you add 10 extra jobs per month, that’s $6,000 additional revenue monthly.
The ROI often covers the build cost within 3–6 months.
“What if the AI gives wrong information to customers?”
Answer:
That’s exactly why professional implementation matters.
A properly built system includes:
Guardrails
Structured prompts
Business rule logic
Error monitoring
Human handoff triggers
This isn’t “let the AI say anything.”
It’s controlled automation tied to your service pricing, geography, and policies.
“Why does HVAC cost more than landscaping?”
Answer:
HVAC systems typically involve:
Emergency triage logic
Dispatch prioritization
Maintenance contracts
Higher ticket jobs
More complex CRM workflows
Landscaping operations are generally more recurring and less urgent.
More complexity = more logic layers = higher build cost.
“Can this replace my office manager?”
Answer:
It can reduce admin workload by 40–60%.
But it doesn’t eliminate human oversight.
The AI handles:
Follow-ups
Booking confirmations
SMS responses
Email drafting
Review automation
Humans still handle:
Escalations
Edge cases
Customer relationships
Think of it as multiplying your admin’s capacity — not replacing judgment.
“Why can’t this be $300 per month like other software?”
Answer:
Software companies charging $300/month spread development cost across thousands of users.
A custom AI assistant:
Is built specifically for your workflows
Integrates with your CRM
Connects to your calendar
Uses your pricing logic
Requires monitoring and updates
That’s custom infrastructure, not a shared SaaS tool.
“How long does implementation take?”
Answer:
Typical timelines:
Basic lead intake automation: 1–2 weeks
Booking + follow-up workflows: 3–4 weeks
Full operations assistant: 4–8 weeks
Most of the time goes into:
Mapping workflows
Testing integrations
Fine-tuning prompts
Ensuring reliability
“What happens if APIs change or something breaks?”
Answer:
That’s exactly what the monthly maintenance fee covers.
Maintenance includes:
API updates
Error monitoring
Prompt refinement
Workflow adjustments
Integration fixes
Ongoing improvements
Without maintenance, AI systems degrade over time.
“Is this overkill for a 5–6 employee company?”
Answer:
Not necessarily.
Smaller teams often benefit the most because:
Missed calls hurt more
Follow-ups are inconsistent
Admin bandwidth is limited
If your team is overwhelmed, an AI assistant becomes leverage.
If you’re under capacity, it may not be urgent yet.
The right time is when:
You’re losing leads
Admin is overloaded
Growth is bottlenecked by communication