What it handles
- Hang-ups and wrong numbers
- Contradictory answers
- Unsupported languages
- Callers who switch language
- Voicemail greetings
System · Voice
AI Voice Agents
An AI voice agent answers and makes phone calls for your business, day and night. It calls new form leads within 2 minutes, picks up the calls your team can't, qualifies and books, then writes every call to your CRM. We build it into the tools you already use, and you own it once it's handed over.
- From form submission to the agent's call
- < 2 min
- Every call answered, nights and weekends included
- 24/7
- Bilingual receptionist that switches mid-call
- 2 languages
What is an AI voice agent?
An AI voice agent is an AI that holds real phone conversations for your business. It answers inbound calls and places outbound ones, follows a conversation flow built around your business, qualifies callers, books appointments and handles routine support, 24/7. Every build includes a custom conversation flow, full CRM integration, automated call triggering and a documented handover.
Each agent is purpose-built. It knows your products, services and policies, asks one question at a time, confirms details as it goes and plugs into your existing systems. You own everything we build. No ongoing licence fees, no lock-in.
agentGood afternoon, thanks for calling. Can I take your name first?
callerIt's Sam.
agentThanks, Sam. Are you looking to buy or to rent?
callerRent. Two bedrooms, ideally with parking.
agentTwo bedrooms, with parking. What's your maximum monthly budget?
callerAbout 1,200.
agentYour budget is 1,200 a month. Which areas would suit you?
callerAnywhere near the station.
agentThanks, Sam. An agent will call you tomorrow morning with homes that match.
Captured on this call
- Brief captured
- CRM updated
- Team notified
agentHi, is that Priya? I'm the AI assistant calling about the form you sent us a minute ago.
leadOh, that was quick. Yes, it's me.
agentYou asked about a boiler service. Is the boiler still working, or has it stopped?
leadIt's working, it's just making a noise.
agentUnderstood. Would Thursday morning suit for an engineer's visit?
leadThursday's fine.
agentBooked for Thursday, between 9 and 12. I'll text you a confirmation now.
Captured on this call
- Called in < 2 min
- Booked
- Score 8/10
Sample calls. Illustrative only, not real customers.
Inbound or outbound: what's the difference?
An inbound AI voice agent answers calls to your number: it greets the caller, works out why they're calling, answers from your knowledge base and books, routes or logs the call. An outbound AI voice agent places calls for you, triggered the moment a lead submits a form or run through a contact list in scheduled batches.
| Use case | What the agent does |
|---|---|
| AI receptionist | Your always-on front desk. Greets callers, gives basic information, routes calls and schedules callbacks. |
| Missed-call capture | Answers the calls you can't, captures the enquiry and sends you an instant summary. |
| Lead qualification | Asks inbound prospects the right questions and logs a scored lead in your CRM. |
| Fault and incident reporting | Takes fault reports, prioritises them, logs them for tracking and texts the reporter a confirmation. |
| Customer support | Resolves common queries from your FAQs and policies, and escalates the rest with a full call summary. |
| Order tracking | Looks up the caller's order in your store platform and reads out the status and next steps. |
| Appointment setting | Books callers straight into your calendar during the call. |
| Use case | What the agent does |
|---|---|
| Speed-to-lead | Calls every new form lead within 2 minutes, confirms their details, checks fit and scores them. |
| Lead qualification | Confirms details, product fit, budget and intent, then scores the lead before sales picks up the phone. |
| Cold calling | Works through an uploaded contact list in scheduled batches and scales to hundreds of calls a day. |
| Appointment setting | Turns an interested lead into a booked meeting before the call ends. |
How does an AI voice agent work?
An AI voice agent works in three steps. It gets instructions and knowledge about your business, it holds the conversation one question at a time, and when the call ends a webhook triggers an automation in Make.com or n8n that writes the call data to your CRM and notifies your team.
Instructions and knowledge
The agent gets a persona, a conversation flow and information about your business: products, services, FAQs and policies, either in its instructions or in a knowledge base.The conversation
The agent answers questions and gathers what your team needs, one question at a time, confirming details as it goes.Post-call automation
When the call ends, a webhook triggers a Make.com or n8n automation. It formats the call data, writes it to your CRM, Google Sheet or Airtable base, and notifies your team where needed.
- VAPI
- Retell
- ElevenLabs
- Twilio
- n8n
- Make.com
- GoHighLevel
- HubSpot
- Odoo
- Airtable
Can we keep our existing number?
Yes. The agent gets its own dedicated number, but your customers never need to know it. We forward calls from your existing business line or mobile: every call, only after hours, or only when nobody answers within a set number of seconds. Forwarding depends on your carrier and country, so we test it on your line before go-live.
What's captured on every call
| Category | Examples |
|---|---|
| Call details | Date and time, phone number, duration, call type (phone or web call), who ended the call |
| Lead details | Name, email, phone, budget, preferences, and whatever fields your flow needs |
| Call analysis | Call summary, sentiment, call success, lead score and a next-action note |
| Records | Full transcript and call recording, kept for review |
The data lands where your team already works: GoHighLevel, HubSpot, Salesforce, Odoo, Google Sheets, Airtable or any CRM with API access.
Tools the agent can use
- Calendar booking: books appointments mid-call through Google Calendar, Cal.com or similar
- End call: ends the call cleanly in every exit scenario and fires the post-call webhook
- CRM write-back: every update goes through the automation layer, so it's structured and auditable
- Retry logic: if an outbound call goes unanswered, the agent tries again; after a second miss, your team gets a follow-up task
- Voicemail detection: never starts its script on an answering machine
- SMS confirmations: callers get a text confirming what was captured or booked
- Callback scheduling: when a caller needs a person, the agent books a callback with the context attached
- Notifications: instant call summaries by Telegram, WhatsApp, SMS or email, and daily lead digests in Slack or email
Which jobs can a voice agent do?
An AI voice agent can take on any phone job that follows a repeatable pattern: calling new leads, qualifying them, answering the front desk, capturing missed calls, booking appointments and handling routine support. One agent can cover several of these jobs. Each use case below has its own page with the flow, the tools and the limits.
How do voice agents work in your industry?
Voice agents work the same way in every industry, but each one speaks its own language. A letting agent books viewings, a clinic books appointments and a recruiter screens candidates. Each industry page shows the calls a voice agent takes on there, in that industry's own words.
What won't a voice agent do?
An AI voice agent won't go off script. It follows a defined conversation flow with fallbacks for unclear answers, never quotes prices, makes commitments or discusses competitors unless you want it to, and never claims to be human when asked directly. By default it schedules a callback rather than transferring the call live.
Guardrails
Sample settings. Agreed with you at kickoff.
Known limitations
- Call deliverability. Pick-up rates depend on things nobody controls: region, time of day and number reputation. Local numbers help, but they aren't a guarantee.
- Live transfers. By default the agent schedules callbacks so context is kept. Live transfer to a person can be scoped separately where your setup supports it.
- Language accuracy. In multilingual builds, the agent performs best in its primary language.
- Keeping it current. When your products or policies change, the knowledge base and prompt need updating. Our support plans cover this.
- Phrasing varies. The agent may word things slightly differently from the script. That's normal, and it can be tuned.
What results can you expect?
An AI voice agent starts outbound calls within 2 minutes of a form submission, and every answered call is scored and classified as hot, warm, cold or disqualified. Pick-up rates typically land between 30% and 60%, depending on region and time of day. We agree KPIs with you at kickoff; they're directional, not guaranteed.
| Measure | Benchmark |
|---|---|
| Speed to lead | Outbound call started within 2 minutes of a form submission |
| Pick-up rate | 30–60%, depending on region and time of day |
| Qualification | Every answered call scored and classified (hot, warm, cold or disqualified) |
| Sales time | Fewer manual qualification calls. Your team speaks to pre-qualified leads. |
KPIs are agreed with you at kickoff and reviewed after launch. They are directional, not guaranteed.
Voice agents we've built
Real builds, anonymised. Each case study shows the brief, the build and how it runs.
Every enquiry called in under 2 minutes
< 2 min
Form to call
What's included in each package?
Every AI voice agent package includes a phone number, voicemail detection, retry logic, lead scoring, testing rounds and a documented handover. The packages differ in how many agents, flows, languages and integrations you need. All three take 3–4 weeks to build, and every build is scoped and priced on the discovery call.
| Core Agent | Advanced Agent | Full Voice AI System | |
|---|---|---|---|
| In one line | One agent. One job. Fully automated. | More flows. More integrations. More reach. | End-to-end voice AI, built and handed over. |
| Ideal for | One clear use case, an existing CRM and English-speaking customers | Several flows, cold calling or multilingual support | A full voice operation with no gaps |
| Agents | 1 (inbound or outbound) | Up to 2, or 1 agent with 2 flows | Up to 4, across inbound and outbound |
| Use cases | Speed-to-lead, lead qualification, receptionist or customer support | Adds cold calling from a contact list | Qualifier, receptionist, support and cold calling |
| Languages | English | Up to 2 | Up to 3 |
| Integrations | 1 existing CRM | Up to 2, such as CRM plus calendar or Slack | CRM included, and set up if you don't have one |
| Automation | Call trigger and post-call CRM update | Adds lead scoring and a sales digest | Adds a custom performance dashboard |
| Phone number, voicemail detection, retry logic, lead scoring | ✓ | ✓ | ✓ |
| Testing and refinement rounds | 1 | 2 | 3 |
| Handover sessions | 1 | 1 | 2 |
Add-ons, scoped before the build so there are no surprise costs: CRM setup · additional languages · additional agents or flows · live calendar booking (Cal.com, Google Calendar, HubSpot Meetings) · a custom performance dashboard · live transfer to a person.
Prefer to pay monthly? See the Build Partner RetainerWhich tools do we build voice agents on?
We build AI voice agents on VAPI, Retell or ElevenLabs, with Twilio for telephony and n8n or Make.com for the automation around each call. Call data goes to the CRM you already use, such as GoHighLevel, HubSpot, Salesforce or Odoo, and bookings go into Google Calendar, Cal.com or HubSpot Meetings.
- Voice AI platform
- VAPI, Retell, ElevenLabs
- Telephony
- Twilio (local numbers, SIP trunking, call recording)
- Automation
- n8n, Make.com
- CRM and data
- GoHighLevel, HubSpot, Salesforce, Odoo, Airtable, Google Sheets, Supabase, Convex
- Calendars
- Google Calendar, Cal.com, HubSpot Meetings
- Notifications
- Slack, email
What do we need from you?
To build an AI voice agent we need CRM access with read and write permissions, a phone number or access to your Twilio account, one technical contact who can grant access quickly, a persona brief and conversation flow, and your product information for the knowledge base. Slow access is the most common cause of delay.
- CRM access with read and write permissions, or approval for us to set one up
- A structured web form with a webhook, for form-triggered outbound calls
- A phone number: access to your Twilio account, or approval to set one up. Local numbers get noticeably higher pick-up rates.
- One technical point of contact who can grant access quickly
- A persona brief and conversation flow: how the agent introduces itself and what it needs to ask
- Your product and service information: descriptions, eligibility criteria and FAQs
How long does it take?
An AI voice agent takes 3–4 weeks from kickoff to go-live, depending on how quickly access and content arrive. A 60-minute kickoff happens within 3 business days of onboarding. After launch we monitor daily for two weeks, debrief with you after the first 20 calls, and fix any bugs found in the first 30 days at no extra cost.
| Step | What happens |
|---|---|
| 1. Discovery | We map how calls and leads are handled today, your volumes and tools, and what a qualified lead looks like. |
| 2. Onboarding and kickoff | An onboarding checklist on day one, then a 60-minute kickoff within 3 business days to agree the flow, filters and timeline. |
| 3. Build | CRM integration, pre-call filters, phone number, knowledge base, prompts, agent tools and post-call automation, in that order. |
| 4. Testing | We test every conversation branch and edge case, then you review it on a test number. |
| 5. Go-live and handover | A recorded walkthrough plus documentation: architecture, script, workflow exports, field mapping and scoring criteria. |
| 6. First two weeks | Daily monitoring, a joint review of call quality and CRM accuracy, and a debrief after the first 20 calls. |
30-day warranty. Bugs or unexpected behaviour found in the first 30 days after go-live are fixed at no extra cost. After that, support is optional: Maintenance, Active Management or Growth Partner.
Is a voice agent a fit for you?
An AI voice agent is a great fit if you handle a high volume of calls or leads, typically around 20 or more form leads a week for outbound calling. It isn't worth building if you get fewer than about 10 leads a week, because the return won't justify the build.
A great fit if you have:
- High inbound call or lead volume (for form-triggered outbound, around 20+ leads a week)
- A sales or service team spending hours on calls that follow the same script
- Missed calls, slow callbacks or leads going cold before anyone reaches them
- A CRM with API access, or you're happy for us to set one up
Not the right fit if:
- Lead volume is very low (under about 10 a week)
- There's no structured lead data for the agent to work from
- Your form or CRM is still being built. We need them stable before we start.
Frequently asked questions
Questions
Answer
We already have a sales team. Why do we need an AI voice agent?
An AI voice agent doesn't replace your sales team. It makes their time count. The agent calls every lead, asks the qualifying questions and scores the answers, so your team only speaks to people who are worth a conversation. They stop spending hours on calls with people who were never going to buy.
Will people actually pick up from an unknown number?
Pick-up rates for an AI voice agent typically run at 30–60%, depending on region and time of day. We use local numbers to help, and calling within 2 minutes reaches people while their enquiry is still on their mind. Unanswered calls are retried once, and a second miss creates a follow-up task for your team.
What if the voice agent says the wrong thing?
The agent follows a defined conversation flow with hard limits: it won't quote prices, make commitments or claim to be human when asked. Before go-live, we test every branch and edge case, then you review it yourself on a test number. During the first two weeks we monitor calls daily and debrief with you after the first 20.
We don't have a CRM, or ours isn't set up properly. Can we still have a voice agent?
Yes. We can set up a CRM as an add-on before the agent goes live, and CRM setup is included in the Full Voice AI System package. What we do need is for the CRM and any lead form to be stable before we build, because building against a system that's still changing causes delays.
Is an AI voice agent worth the cost?
An AI voice agent's value depends on your volume and what a lead is worth to you. Below about 10 leads a week, it usually isn't worth it. Above about 20, weigh the cost against the leads that go cold while they wait for a callback. Builds are scoped and priced on the discovery call, and running costs are estimated before you commit.
Can we change the voice agent's script later?
Yes. Minor prompt tweaks are covered by the optional monthly support plans after the 30-day warranty. Bigger changes, such as a new conversation flow or a second agent, are scoped as a new piece of work.
Will callers know they're talking to an AI?
An AI voice agent never claims to be human when a caller asks directly. How it introduces itself is agreed with you at kickoff as part of the persona brief, and we'll flag any disclosure rules that apply in your market.
Can an AI voice agent speak other languages?
Yes. English is standard, and the Advanced and Full packages cover up to 2 and 3 languages. In multilingual builds the agent switches when the caller does. We've built a bilingual receptionist that answers in Romanian and switches to English mid-call. Accuracy is highest in the primary language, so we set one as the default.