AI Phone Agent for Businesses

4–8 weeksto pilot start (guideline)

A personapproves what matters

Privacy-mindedbuilt with clear limits

Guideline values and concept – not results of real customers.

Dashboard view

Phone agent: What the work looks like in the dashboard

Everything important at a glance: what the agent has handled, what needs your approval and what was handed to a person.

Every call with a summary and next step

Appointments straight into the calendar

Special cases reach your team with context

Clear AI notice, recording only with consent

Request a demo

Flow

Automatic where it is safe – with a person where it matters

Every step is visible and traceable. In special cases or when unsure, a person decides.

1Call comes inGreeting, “AI agent” notice
2Understand the requestName, topic, urgency
3Check the rulesOpening hours, knowledge base
4A person decidesSpecial cases with summaryA person decides
5Action & logCalendar, callback, note

Concept illustration. We define the exact flow together with you in the analysis call.

See the dashboard and flow for your case?

In the demo we show both using your processes – no obligation, 30 minutes.

Request a demo

Example

One call, from greeting to appointment

The conversation is invented and only shows the principle.

Clear greeting with AI notice
Follow-up questions only for what you really need
Appointment in the calendar, summary to your team

Example callInvented example

The agent identifies itself as an AI assistant.

AI agentHello, you are speaking with the digital assistant of Example Heating. How can I help?

CallerMy heating has been making noises since yesterday. Can someone come by?

AI agentWe can schedule that. What is your name and address? Would Thursday morning work?

CallerYes, Thursday works.

Appointment pencilled in · summary sent to dispatch

Example view

Clear boundaries

What the agent may do – and what not

The agent handles itself

Answer calls and capture the request
Answer opening hours, directions, standard questions
Propose and enter appointments by your rules
Take callback requests

Submitted for approval

Rescheduling for special customers
Price information outside your price list
Quotes and commitments

Never does

Give legal, medical or tax advice
Ask for payment details
Pose as a human
Record calls without consent

Recording and transcription: only with the explicit consent of the caller.

Integration

Where the agent can connect

Calendar (e.g. Google/Microsoft)
Phone system / SIP
CRM
Industry software
Email
Ticket system

Which systems can be connected is clarified in the analysis call – it depends on the interfaces of your software.

Use cases

Typical fields of use

Trades

Take fault reports, plan site visits.

Practices

Capture appointment and prescription requests without giving diagnoses.

Real estate

Book viewings and pre-qualify prospects.

Hospitality

Take reservations, answer opening-hours questions.

Example calculation

Calculate with your own numbers

A thought model – enter your own assumptions.

Example calculation

Calls per weekMinutes per call (incl. follow-up)Share the agent takes over (%)Internal cost per hour (€)

Relief per month (hours)–

Calculated value per year–

Example calculation with freely editable assumptions – not a forecast and not a promise. Actual relief depends on your workflows; we work it out in the analysis.

Control & security

You stay in control

AI agents only work within the rules you define together with us.

People decide

Important steps are submitted for approval. You decide what may run automatically.

Traceable

Every action is logged so you can always see what happened.

Privacy from the start

Built with GDPR in mind: data minimisation, processing agreements and deletion concepts are planned from the beginning.

AI disclosure

Agents identify themselves as AI towards customers, as the EU AI Act (Art. 50) envisages for interaction with AI systems.

Legal requirements depend on the individual case. We do not replace legal advice.

Delivery

How the rollout works

Manageable, in stages, with clear decision points.

Analysis
Joint conversation, document the process, define goal and limits.
Pilot · 4–8 weeks
Limited deployment with real but non-critical cases.
Go-live
Step-by-step release, training, hand-off rules.
Optimisation
Evaluation, adjustment, controlled expansion.

FAQ

Answers to the most common questions

Will callers notice they are speaking to an AI?

Yes – at the start of the call the agent states that it is an AI assistant. This creates transparency and follows the EU AI Act’s rules for interaction with AI systems.

Are calls recorded?

Only if the caller explicitly agrees beforehand. Without consent nothing is recorded or permanently transcribed. We define what data is stored for how long in the privacy concept.

What happens with emergencies or angry callers?

We define hand-off rules: on certain keywords or on request the call is immediately connected to a person. For real emergencies the agent points to the emergency number.

How does the agent sound?

We define tone, form of address and language together. In the demo you hear an example – no obligation.

Can the agent handle several languages?

That depends on the speech technology used. We clarify which languages are sensible and reliable for your case in the analysis call.

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The phone agent that answers calls while your team is out on the job

Phone agent