AI Voice Agent for Intake
Virtual receptionist that answers calls 24/7, qualifies leads, and books appointments.
The problem
The pain the client was dealing with before we started.
- 27% of incoming calls were missed — especially outside office hours.
- Every missed call was potentially a lost customer.
- Receptionist lost 60% of time on simple questions and scheduling.
- No-show rate of 22% because there were no reminders.
What we built
Built around their exact workflow, not an off-the-shelf product.
- AI voice agent with a natural voice that answers 24/7.
- Direct integration with Google Calendar / Outlook in real time.
- Automatic qualification and routing to the right person.
- Warm transfer to a human when needed — with full context.
- Automatic SMS/email reminders 24h and 2h before appointments.
How it works
The process in four steps.
Answer
Agent picks up instantly — no wait.
Qualify
Asks smart questions and understands intent.
Book
Books the appointment directly in the right calendar.
Follow up
Sends confirmation + reminders. Transcript to CRM.
Results & impact
Time saved, money saved, and lifetime value.
Call Coverage
From 73% to 100% of calls answered — even at night.
Time Saved
Receptionist saves 5 hours per day for real conversations.
Cost Savings
No second receptionist needed: €35,000/year saved.
No-shows
No-show rate from 22% to 8.5% thanks to reminders.
Lifetime Value
Paid back in <4 months. After that, pure savings.
Tech stack
The tools we used.
Want this for your business?
Book a free 30-minute call.