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Calls outside business hours
Evenings and weekends the agent answers, captures the request and files it as a case — Monday starts with prepared items instead of a voicemail backlog.
AI & Automation
AI Phone Assistant for Business
No call should go unanswered — not at 7 pm, not during lunch, and not when every line is busy. We connect AI voice agents to your existing phone system, or build the telephony from scratch: the agent takes the call, clarifies the request, walks through a sales or quotation script where useful, and hands over cleanly to a human when needed.
The practical value rarely sits where you first look for it. What matters is not the spectacular dialogue but the calls that are simply lost today: the prospect who hangs up after the third ring and calls a competitor; the appointment change that lands on a voicemail nobody listens to until the next morning; the same recurring question about opening hours, delivery status or who is responsible, pulling a skilled employee out of their work. A voice agent catches exactly these cases — around the clock and in any number of parallel calls.
Technically there are two routes. Either we attach the agent to your existing phone system, so numbers, extensions and forwarding stay exactly as they are and the agent only takes certain cases — outside business hours, say, or from the second busy line onwards. Or we rebuild the telephony path if the existing system has reached its limits. Both are possible; which is cheaper we can tell you after a look at your setup.
It gets interesting when the agent doesn't just talk but works. We connect it to the systems your data already lives in: the caller is recognised by number in the CRM, delivery status comes live from the ERP, a new contact lands as a qualified lead in the right field, an appointment goes straight into the calendar. After the call you get a summary with the request, the outcome and the next step — by email, into your ticket system or as an activity on the record. A phone call becomes a workable item instead of a handwritten note.
For sales and quotations the same mechanism can be backed by a call script: the agent asks the qualifying questions in your order, captures the details your quotation template needs, and hands everything over structured — including the cases where it recognises that a human should now take over. This does not replace a salesperson. It makes sure the salesperson enters the conversation with prepared information instead of starting from zero.
We are not tied to any single vendor. For the language model, telephony and transcription we work with several providers and choose the combination that fits your use case, your language and your data protection requirements — rather than selling every client the same product. Processing runs on EU-hosted, GDPR-compliant services under a data processing agreement; which components are used in your specific case is documented for you.
Concrete deliverables
Connect to your existing phone system — or build a new one
Round-the-clock answering, any number of parallel calls
Call summary by email, ticket or CRM activity
Guided sales and quotation scripts with structured capture
Integration with CRM, ERP, calendar and ticket system
Clean escalation to a human, with context
EU-hosted and GDPR-compliant, including a processing agreement
Vendor-independent — we combine several providers
Use cases
What this looks like in practice.
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Lead qualification in sales
The agent walks through the qualifying questions, captures need and budget range and hands the prepared lead to sales.
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Status enquiries from the ERP
Questions about orders, delivery dates or invoices are answered straight from Business Central — with nobody having to look them up.
How we proceed
Step by step.
Review call volume and use cases
Define call script, escalation rules and integrations
Pilot on one number, refine against real conversations
Roll-out, monitoring and ongoing optimisation
Notes on GDPR, § 201 of the German Criminal Code and the EU AI Act reflect the position at the time of publication and do not replace legal advice. We align the specific setup with your data protection officer.
FAQ
Frequently asked questions.
Still have open questions? We're happy to clarify them in an initial call.
- They are supposed to notice — right from the start. Article 50 of the EU AI Act requires that people are informed clearly and distinguishably, at the latest at the time of the first interaction, that they are speaking with an AI system. We build this into the greeting as a fixed element. In practice it is not a drawback: callers accept an assistant without difficulty as long as it helps quickly and hands over cleanly to a human when needed.
- The operation itself can be set up in a privacy-compliant way: EU hosting, a data processing agreement, clearly limited retention periods and documented data flows. Recording calls needs care: in Germany the routine recording of customer calls cannot be based on legitimate interest but requires active, informed consent — merely announcing that recording takes place is not enough, and without consent there is criminal exposure under § 201 StGB alongside fines. We therefore prefer to design use cases so that no audio recording is needed at all and only the outcome is documented.
- Usually not. Most modern systems can be connected so that numbers and forwarding stay unchanged and the agent only takes defined cases. Rebuilding is only worthwhile if the existing system is due for replacement anyway. We clarify what makes sense in your case before quoting.
- We work with several providers for language models, telephony and transcription and assemble the combination per project — depending on language, use case, integration needs and data protection requirements. EU-hosted, GDPR-compliant processing under a data processing agreement is always a precondition. Which components run in your project is fully documented for you, so you stay able to answer to your data protection authority.
- It hands over — and that is a design goal, not an emergency. We define the escalation rules together: certain keywords, detectable frustration, repeated clarification attempts, or simply a topic deliberately reserved for humans. On handover the employee receives the conversation context so the caller does not have to repeat everything.
Do callers notice they are speaking to an AI?
Is this compatible with GDPR — and may calls be recorded?
Do we have to replace our phone system?
Which software do you use?
What happens when the AI gets stuck?
Related
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Custom LLM Solutions & Chatbots
Custom AI assistants based on your data — GDPR-compliant, EU-hosted.
Let's talk about your project.
Free initial consultation, 30–45 minutes, remote. An honest assessment — even if the answer is that you don't actually need it.