AI phone assistant: every call lands where it belongs.
An AI phone assistant answers your calls, handles questions and books appointments. We make sure nothing is left lying around afterwards: connected to your CRM, calendar, website and inbox, at a fixed price, from a studio whose own assistant is on the phone every day.
Missed calls are missed jobs. And answered ones often are too.
The phone always rings at the wrong moment
With a client, on site, during a treatment, in a meeting: when you are working, you can’t pick up. And anyone who reaches nobody twice calls the next provider.
The call is answered, then nothing happens
Many AI phone assistants send an email after the call. Then someone types the name, request and appointment into the CRM and calendar by hand. The work has only been moved.
Setting up is easy, connecting is not
Voice, greeting and phone number are quickly set up with the provider. The connection to your software, to customer data and to clear workflows is the part where most people get stuck.
We connect your phone assistant.
The basic setup, meaning phone number, voice and greeting, is handled by the telephony provider during onboarding. We do the part that makes the difference: the assistant works with your software, and every call becomes an entry, an appointment or a task.
Integration with CRM and customer data
The assistant recognises known callers by their number, knows where things stand with them and files every call with a summary under the right contact. New callers are created as an enquiry.
Calendar and appointment booking
Appointments and call-backs are booked straight into your calendar, only in free slots and according to your rules. Confirmations and reminders go out automatically if you wish.
Website, forms and call-backs
Anyone who enquires on your website gets a call back within minutes. The assistant’s number appears wherever customers call, and everything runs into the same workflow.
Inbox, team and forwarding
Urgent matters go straight to the right person, everything else as a tidy summary to your inbox or your team. Anyone who prefers to speak to a person is put through or called back.
What clients come to us with.
Two projects, briefly told.
Lena answers our calls
Call our number and Lena, our AI assistant, answers around the clock, in German. Before she even picks up, she asks our system who is calling: she greets known clients by name and knows where their project stands. After the call, the summary is filed under the right contact and Christopher gets a message.
Call Lena (in German): +49 30 417 335 89 →An enquiry becomes a conversation within minutes
When someone on our German website chooses a call-back, Lena usually rings them within minutes, during our calling hours or at a time they choose. She clarifies the project, scope and timeframe; the answers go straight into the specification and the quote. Any open points she settles later in a second call. For enquiries in English, use the contact form and Christopher gets back to you.
Get in touch →What a missed call costs.
During work, over lunch, after hours: in many small businesses five unanswered calls a week soon add up.
Over a year, that is around 260 people who called you and don’t know whether anyone will get back to them. Many don’t wait.
If just one in ten of these calls turns into a job worth €800, that is more than €20,000 a year that used to get stuck on voicemail.
Worked example with assumed figures; what is possible for you is something we clarify in the first call.
Four steps, one point of contact.
Initial call and workflow
In a first call we find out who calls you and why. Then we define what should happen with every call: appointment, call-back, forwarding, CRM entry.
Provider and fixed price
We recommend a suitable telephony service; you set up the number and voice there during onboarding, with our help if you like. You get a fixed price for the integration.
Integration and testing
We connect the assistant to your CRM, calendar, website and inbox and write the call script. We test with real calls before any customers get through.
Operation and fine-tuning
We review the first calls, refine questions and rules and monitor that every call arrives. What works, we build on.
Tools chosen for value, not hype.
The phone assistant itself comes from a specialist voice AI provider: phone number, voice and conversation in German, with processing in the EU where possible. Which service fits depends on call volume, data protection and your software. We are not tied to any provider and tell you the running costs upfront.
Our work starts where the call ends: with interfaces and webhooks that carry the conversation into your CRM, calendar, inbox and website. Where your software has no interface, we build a small bridge, just as with process automation. And where more than an integration is needed, custom software comes in.
Our assistant is on the phone every day.
We didn’t just build the AI phone assistant for clients, we work with it ourselves every day. Lena answers our calls, rings back anyone who requests a call-back on our German website and handles follow-up questions about projects, in German. Every one of these calls ends up where we need it, without anyone typing it up.
That is why we know where things get stuck: not with the voice, but with what happens after the call. That is exactly our part. We don’t sell you a telephony licence, we make sure the assistant is integrated into your existing systems.
For many businesses the phone is the best way into digitalisation: a clear workflow, quickly noticeable, easy to measure. Once it runs, the next step often follows, from enquiry to quote or with more AI automation.
What clients want to know before we start.
What is an AI phone assistant?
An AI phone assistant, sometimes called an AI receptionist, is software that answers calls in a natural voice, understands the caller’s request in conversation, answers questions and books appointments. Unlike a classic phone menu (‘Press 1’), it holds a free conversation. It becomes really useful when it is connected to your CRM, calendar and inbox and files every call where it is needed.
What is the difference from an AI answering service?
An AI answering service takes messages, often only outside business hours, and sends a summary. An AI phone assistant can do more: it recognises callers, answers questions, books appointments and forwards urgent matters. Both can be connected to your systems; which one fits depends on how many calls you get and what should happen with them.
Is an AI phone assistant the same as a voicebot?
Essentially, yes. Voicebot is the umbrella term for voice-controlled assistants, on the phone, on a website or in customer service. An AI phone assistant is a voicebot that specifically answers and handles calls for a business.
How much does an AI phone assistant cost?
There are two items. You pay for the telephony service directly to the provider, usually as a monthly base fee plus call minutes, for small businesses often in the low three figures per month. We connect it to your CRM, calendar and website at a fixed price after the first call. Free offers are usually trial periods with a few minutes.
Which AI phone assistant is the best?
There is no single best one. What matters is a good German voice, processing in the EU, reliable interfaces to your software and fair per-minute prices. We recommend a service based on your needs and are not tied to any provider.
Is it GDPR-compliant?
Yes, if it is set up properly: processing in the EU, a data processing agreement with the provider, a notice at the start of the call and clear deletion periods. Anyone who doesn’t want to be recorded says so and gets a call back from a person. For medical practices and law firms we define especially carefully which details the assistant may ask for.
Is an AI phone assistant suitable for medical practices and the trades?
Especially there. In practices the phone ties up reception; in the trades there is nobody in the office. The assistant takes appointment requests and enquiries, books them into free slots and passes urgent matters on immediately. It doesn’t give medical advice; the team calls back for that.
Do callers notice they are talking to an AI?
They should know: the assistant introduces itself as an AI. Most callers don’t mind, as long as it is friendly, understands them and deals with their request. Anyone who prefers to talk to a person simply says so and gets a call back.
5.0 ★ on Google, from over 100 projects.
Professional execution — first-class consulting and a real understanding of our ideas and wishes! Our redesigned web presence strengthens how we are perceived from the outside!
It’s great to see how the site has developed — I like the new design, and as for the processes behind the scenes, I have nothing but positive things to report. We have a partner we can rely on without constantly having to check whether anything is happening. All I can say is: keep it up.
Christopher helped me gain clarity and executed the design beautifully. We now finally attract the clients that fit us — and more than before.
NEOPAQ® · Berlin Christopher De La Garza
You talk to me directly: the offer, the build and everything after launch.
Studio: Pappelallee 78/79, 10437 Berlin · +49 30 417 335 89 · hello@neopaq.de
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