AI phone assistant
Every call deserves an answer. Even when you have no time right now.
The AI phone assistant takes enquiries, answers approved questions, records the request and forwards it or coordinates appointments, depending on the setup.
- Discloses the AI at the start of the call
- Answers only with approved content
- Not an emergency line, not a replacement for your team
Incoming call
Caller · Mobile
AI assistant answers
Live transcript
DemoRecognised request
Heating failure
Priority: urgent
Possible follow-up
Instant message to the team
with name, address, callback
The missed call
A customer calls. Nobody can pick up. The enquiry is not lost anyway.
A perfectly ordinary morning at a trades business, once without and once with an AI phone assistant.
Without assistant
- 08:43
The team is working on site
- 08:44
A customer calls
They urgently need help.
- 08:44
Nobody answers
The phone rings out or goes to voicemail.
- 08:45
The customer calls the next provider
The job never shows up in any statistics.
With an AI phone assistant
- 08:43
The team is working on site
- 08:44
A customer calls
The call is forwarded to the assistant.
- 08:44
The assistant picks up and points out that it is an AI
It asks for name, callback number and the reason for the call.
- 08:45
The request reaches the team
Urgent matters arrive immediately as a message, and the callback comes with all the details.
01Calls get lost
On the building site, in an appointment or after hours, nobody picks up. Anyone with an urgent need hangs up and calls the next business. That job never shows up in any statistics.
02Always the same questions
Opening hours, directions, process, who is responsible. Recurring enquiries interrupt your team's work and tie up time.
03Callback requests on slips of paper
The number is missing on the voicemail, the request on the note, and the name is barely legible. Then the callback takes twice the time, because someone first has to ask again.
04Queue at peak times
On Monday morning all lines are busy. Some callers wait, others give up. An extra person at reception is usually not worth it for these peaks.
What the assistant sounds like
A conversation from greeting to note
Walk through the example step by step. Along the way, the message your team will have in hand is created.
Incoming call
Caller · Mobile
AI assistant answers
Live transcript
DemoSummary
Message to your team
- Request
- Name
- Address
- Callback
- Priority
- Follow-up
The highlighted details from the conversation end up in the message in a structured way. Missing or unclear details remain visible to your team.
Step 1 of 7
How would the assistant sound for your business?
In the intro call we clarify call types, integration and emergencies. The quote follows afterwards.
The path of a call
What happens to a call?
From the first ring to the right follow-up action. Which endpoints are active for you depends on integration and approval.
- 01
Call arrives
By forwarding your number, for example when busy, unanswered or outside business hours.
- 02
AI takes the call
Greeting according to your guidelines, with the notice about the AI right at the start.
- 03
Identify the request
Classification based on the keywords and situations you define as urgent.
- 04
Capture information
Name, callback number, reason for the call, address or property if needed.
Appointment request
Request noted, or booked directly if the calendar can be connected.
Callback request
Callback with all details instead of notes and voicemail.
General question
Answer based on content you have approved. Otherwise referral to the team.
Forwarding
Transfer to your mobile or landline number.
Documentation
Message by email or messenger, and depending on the integration also to a CRM or spreadsheet.
For unclear or uncertain questions, the assistant does not guess but asks follow-up questions, offers a callback or hands over to your team.
Scope of services
What an AI phone assistant can do (depending on integration and approval)
Answering calls
You define the greeting and call flow in advance, right down to the tone. The assistant says at the very start that it is an AI, and then conducts the call in a focused way.
Answering frequent questions
It draws on content you have approved beforehand, such as opening hours, directions or process. What isn't covered there, it should not answer, but refer to a callback or the team.
Capturing contact details
Name, callback number, request and, if needed, address or property. The details are captured in an agreed format. Missing or unclear information remains recognisable to your team.
Categorising requests
A burst pipe doesn't end up in the same pile as a price enquiry. You define which keywords and situations count as urgent and are reported immediately.
Appointments via calendar
The assistant takes down the appointment request or books directly if your calendar can be connected. Otherwise your team confirms the request itself later.
Handover and summary
Transfer to a person or callback with all the details. Plus a short summary of the call, as far as that is legally permissible and you want it.
Use cases
Four businesses, four typical calls
Choose a situation. The conversations are examples; the setup is tailored to your business.
The team keeps working. The assistant takes fault reports, asks for the address and type of fault and reports urgent cases immediately by message.
Incoming call
Caller · Mobile
AI assistant answers
Live transcript
DemoWhat reaches the team
Heating engineer on the building site
- Request
- Water leak in the basement
- Address
- Gartenstraße 4
- Callback
- 0170 0000000
- Priority
- Urgent
Follow-up
Instant message to the team
Control
You set the rules. The assistant follows them.
We define the greeting, answers, hours, forwarding, appointments and handover to people together in advance. What is not approved, it does not answer.
- No binding commitments without your approval
- No medical or legal advice
- Not an emergency line: in case of danger, refer to 112
Example Heating Co.
Schematic- Greeting
"Hello, this is the digital assistant of Example Company. I am an AI and will take down your request."
- When it picks up
- BusyNot answeredOutside business hours
- Permitted answers
- Opening hoursDirectionsProcessResponsibilities
- Urgent for
- Burst pipeWater leakHeating failure→ immediately as a message
- Appointments
- Note the requestBook directly if calendar is connected
- Handover
- Transfer to your numberCallback with all details
Schematic illustration of the settings, not a user interface. We agree the rules with you and set them up.
Who this service is for
For businesses and practices that miss calls because the team is out, on another call, or outside opening hours, and for requests that can be captured in a few details.
What we deliver
- Phone assistant with a tailored greeting and call flow; it says at the start that it is an AI
- Knowledge base built from content you approve, for standard questions
- Capture of name, callback number and request, plus address or property if needed
- Notification by email or messenger, urgent cases immediately based on your keywords
- Call forwarding, transfer or callback note; appointment request or booking if the calendar can be connected
- Test calls before launch and monitoring of the first calls
What we need from you7
- Your phone number and the option to set up call forwarding with your phone provider
- Deciding when the assistant picks up (busy, no answer, outside opening hours)
- Approved content: opening hours, directions, procedures, responsibilities
- Definition of urgent cases and handover routes, including the number
- Access to the calendar or CRM, if it is to be connected
- Decision on recording and transcripts, made together with your legal adviser
- Listening in on the test calls and giving feedback
Requirements and limits6
- It is not an emergency service. In case of danger to life or health, call 112, and it tells callers so.
- No binding commitments without your approval, and no medical or legal advice.
- When information is missing or uncertain, it is set up not to guess but to ask follow-up questions, offer a callback or hand over. Mistakes are still possible, which is why we run tests before launch and spot checks during operation.
- Dialects, poor connections or noise can make comprehension weaker.
- Whether your phone system or provider can be connected is checked in advance.
- It does not replace a team: callbacks and decisions stay with your employees.
Setup
Four steps to the first answered call
You listen to every conversation yourself before the assistant goes live.
- 1
Clarify requirements
We clarify which calls the assistant takes and what counts as an emergency.
- Define call goals and cases, including emergencies
- 2
Knowledge and conversation rules
Together we build the knowledge base, dialogues and integrations.
- Develop the knowledge base and dialogues with you
- Connect phone number and calendar
- 3
Test calls
You call and listen in yourself before anything goes live.
- Test calls that you listen in on yourself
- 4
Approval and go-live
Start with close monitoring, refine based on real calls.
- Start with close monitoring of the first calls
- Refine based on real calls
Transparency
Limits, privacy and costs on the table
An AI on the phone is a tool with clear limits. We lay these out up front.
Limits of the AI
- It is not an emergency service. In case of danger to life or health, call 112, and it tells callers so.
- No binding commitments without your approval, and no medical or legal advice.
- When information is missing or uncertain, it is set up not to guess but to ask follow-up questions, offer a callback or hand over. Mistakes are still possible, which is why we run tests before launch and spot checks during operation.
- Dialects, poor connections or noise can make comprehension weaker.
- Whether your phone system or provider can be connected is checked in advance.
- It does not replace a team: callbacks and decisions stay with your employees.
Data protection and AI notice
Data protection and AI notice
Callers should know that they are speaking with an AI. Which data is processed depends on the setup, and we clarify that with you beforehand. The following points serve as guidance and do not replace legal advice.
- Clear notice at the start of the call that an AI is on the phone
- Defined which data goes where and which service providers are involved
- Recording and summary only as far as legally permissible
- The legal assessment in individual cases is handled by your legal adviser
Integration
Integration and requirements
We clarify in the intro call what can be connected on your side. We check each integration individually for your project, because some phone systems and providers play along, others don't.
- Phone number or forwarding of your existing number
- Calendar for appointment requests
- CRM or spreadsheet for enquiries
- Notification by email or messenger
- Transfer to your mobile or landline number
Costs
Calculated after the intro call, itemized separately
One-off
No flat rate. One-off costs cover setup, knowledge base, phone number connection and test calls; the quote follows after the intro call.
Ongoing
Ongoing: phone minutes, voice and model usage, licenses for the services used and, if applicable, support. They depend on call volume and are shown in the quote separately from the setup.
Depends on: Number and length of calls, Size of the knowledge base, Calendar or CRM integration, Dedicated or additional phone number
Listen for yourself before it goes live.
Before launch we make test calls that you listen in on and evaluate yourself.
Result
What you get out of it
Fewer missed enquiries, even outside business hours
Requests noted in a structured way instead of on scraps of paper
Your team no longer has to explain the opening hours for the tenth time
Urgent matters become visible sooner than routine ones
Callers get an immediate response instead of a queue or voicemail
Actual results depend on the starting point, scope and implementation. We do not give guarantees of success.
FAQ
Frequently asked questions
What is an AI phone assistant and how does it differ from voicemail?
Voicemail only records, without asking follow-up questions. The assistant holds a real conversation: it greets the caller, answers approved questions, asks for missing details and passes the result on to you in a structured form. That way you learn what the caller really needs and can call back with a purpose.
How natural does the AI sound?
Usually quite natural, but you can tell it is an AI. Callers are also told right at the start. With dialects, poor connections or background noise it can stumble. Before launch we run test calls so you can hear and judge it yourself.
How much does an AI phone assistant cost?
That depends on call volume, integrations and knowledge base. There is no flat rate. After the intro call you receive a quote that shows the one-off setup and the ongoing costs (phone minutes, voice and model usage, licenses, support) separately. The ongoing costs depend on how many calls the assistant takes.
Can the assistant book appointments?
Yes, if your calendar can be connected. It then suggests free slots and enters the appointment. If no connection is possible, it takes the appointment request with the contact details and your team confirms it. Both work; the calendar option is just more convenient.
Which phone number is used, and how does the handover work?
Usually your existing number, via forwarding, for example when busy, on no answer or outside opening hours. We check beforehand whether your provider supports this. For certain requests or at the caller's wish, the call is transferred to a person; alternatively the assistant creates a callback with all the details.
What data is processed, and is it GDPR-compliant?
Typically voice or transcript, name, phone number and request. We define the exact scope and the service providers involved for each project, as well as the notice at the start of the call. The legal assessment for your case, for example regarding recordings, should be made by your legal adviser.
What happens in emergencies or unclear requests?
The assistant is set up to ask follow-up questions on unclear points, offer a callback or hand over to your team instead of guessing. It recognises urgent cases by keywords that you define with us and reports them immediately. Mistakes are possible, which is why there are test calls and spot checks during operation. It is not an emergency service, though: in case of danger, call 112, and it points callers to this.
How long does setup take?
That depends on the scope: how many types of conversation, which integrations, how extensive the knowledge base is. A concrete schedule is included in the quote. After the test calls we start with close monitoring and improve based on real conversations.
Hear for yourself how your business can stay reachable.
Tell us when nobody can pick up the phone at your business. In the intro call we clarify what can be connected.