Appointment booking with calendar sync
The agent checks free slots, books the appointment and confirms by SMS or email. Rescheduling and cancellations included.
Impact front desk relievedAI Phone Assistant · Voice Agents
The AI phone assistant that actually answers your calls.
An AI phone assistant answers calls, books appointments in your calendar, and hands over to your team the moment a human touch is needed. Ready to use out of the box or custom-integrated into your systems, hosted on a German server.
The problem
Every missed call is a lost order.
Someone who calls and reaches no one rarely calls a second time. They take the next hit on Google instead. At the same time, the calls that do get through pull your team out of their work.
- 01Busy line or voicemail during peak times, silence after hours.
- 02Callback notes and answering machines that no one works through.
- 03Scheduling appointments eats up time at the front desk.
- 04Always the same questions: opening hours, prices, directions, status.
Use cases
01
What the voice agent takes over for you.
Every agent gets a clearly defined task and a call script. Whatever it cannot answer with confidence, it passes on to your team.
Call handling & pre-qualification
Every call is answered, the request is captured and passed on to the right person in a structured way.
Impact no call lostAnswer standard questions instantly
Opening hours, directions, prices, order status: the agent answers from your data, not from guesswork.
Impact fewer interruptionsOutbound service calls
Appointment reminders, working through waiting lists, keeping callback promises. To existing customers, with clean consent.
Impact fewer no-showsWebsite chat as a complement
The same assistant also answers enquiries in the website chat or via WhatsApp, with the same knowledge.
Impact one knowledge base, all channelsIndustries
Built for your industry.
Same technology, but the questions on the phone differ by industry. These are the setups we see most often.
Medical practices and healthcare
Calls about appointments, prescriptions, and opening hours flood the front desk. The assistant answers them, books directly into the practice calendar, and forwards urgent matters immediately.
Impact Front desk relievedTrades and construction
On the job site, the phone rings unanswered. The assistant takes orders, captures customer details, and reports emergencies while you keep working.
Impact No job missedProperty management and real estate
Tenant enquiries, damage reports, and viewing appointments around the clock. The assistant captures them in structured form and prioritises what is truly urgent.
Impact Requests sortedAuto repair shops and dealerships
Workshop appointments, tyre-change season, status questions about the vehicle. The assistant books and answers, even when every hand is on a car.
Impact Reception relievedLaw firms and tax advisors
Client calls about deadlines and appointments, initial-contact qualification. The assistant takes the call, sorts it, and protects your focused time.
Impact Focus time protectedSolution paths
Off the shelf or tailor-made.
We are not tied to a single provider. What matters is your call volume, your systems and your data protection requirements.
Quick to launch
Ready-made voice solution
A proven solution for standard cases such as appointment booking and call handling. Set up in a few days, monthly flat rate, adjustable at any time.
CustomVoice agent with system integration
The agent accesses your industry software, your CRM or your order data via a workflow integration, for instance with n8n. For cases that need to do more than appointments.
More than the phone
Chat and AI agents
When the phone is just one of several bottlenecks: digital employees for the inbox, knowledge and documents.
How we work
On the phone in four steps.
Predictable and at a fixed price. The agent only goes live once it passes your test calls.
1
Assessment
We listen to which calls come in at your business and define what the agent should take on and what it should not.
2
Call script & integration
Greeting, tone, calendar and system access, handover rules to your team. Everything is defined together.
3
Test phase
You and your team call the agent, we fine-tune it. Only when it fits does it get your real number.
4
Operation & review
You see which calls the agent handled and where it handed over. We keep optimising continuously.
Still unsure?
View AI consultingFirst clarify whether the phone really is the bottleneck.
Sometimes the bigger lever is in the inbox or in preparing quotes. In the initial analysis we look at the whole process, not just the phone.
Free initial analysis
How many calls does your business miss per week?
In 60 minutes we look at your availability and work out what a voice agent would catch for you. No obligation.
- A concrete assessment instead of a sales pitch
- The GDPR setup is checked as well, a DPA is provided
- Fixed price instead of an open timesheet
Frequently asked questions
05
What callers and managers often ask.
Does the voice agent book appointments directly into our calendar?
Yes. The agent checks free slots in your calendar, such as Outlook, Google, or industry software with an interface, and enters the appointment directly. On request, the caller receives a confirmation by SMS or email.
Do callers notice that they are talking to an AI?
Modern voice agents speak naturally and understand free-form phrasing. Nevertheless, we recommend that the agent honestly introduce itself as a digital assistant. This builds trust, and acceptance is high because the caller gets through immediately instead of being stuck on hold.
What happens if the agent does not know how to proceed?
It hands over. Either directly to an employee, or it takes down a callback promise and creates a note with the request. A voice agent does not replace a team, it keeps routine calls off its back.
Is AI telephony possible in a GDPR-compliant way?
Yes, if the setup is right: a data processing agreement with the provider, servers in the EU, data minimization, and a clear notice when calls are processed or recorded. These are exactly the points we check when selecting the solution.
What does a voice agent cost?
A ready-made solution for standard cases such as appointment booking is typically a monthly flat fee plus setup. Custom agents with system integration are a project with a fixed price. In the free initial analysis, we calculate your specific case in detail.