AI Phone Assistant: The Voice Agent That Answers Every Call
An ArkeonTech voice agent answers calls around the clock with a natural voice, handles questions, books appointments and writes call notes into your CRM in real time. Response latency under 2 seconds, German and English. At a fixed price after a free initial call, cancellable monthly, live in 4-6 weeks.
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What is an AI phone assistant (voice agent)?
An AI phone assistant is software that handles inbound calls like a trained employee: it understands natural speech, replies with a human-like voice in under 2 seconds and completes tasks such as appointment booking, reservations or call routing - no hold music, 24/7.
- Natural voice and fluent dialogue in German and English
- Appointment booking straight into your calendar
- Real-time call notes and order confirmations into the CRM
- Smart handover to staff whenever a call needs a human
How much does an AI phone assistant cost?
At ArkeonTech you receive a fixed-price offer for a voice agent after a free initial call: a one-off setup for concept, voice/dialogue design and telephony integration (SIP), plus a monthly service for operation, monitoring and ongoing fine-tuning. The initial call scopes your exact case.
| Service | Included |
|---|---|
| Setup (one-off) | Dialogue design, telephony (SIP), calendar/CRM integration |
| Operation (monthly) | Hosting, monitoring, fine-tuning, updates |
| Initial call with live demo (free) | Scope and effort are clarified concretely |
Who benefits most from a voice agent?
Anywhere calls get lost or tie up staff: medical practices (appointment requests), restaurants (reservations), trades and real-estate agents (first enquiries outside office hours) and SMB service hotlines. The range runs from 5 to 250 employees, from a small practice to an industrial company. What decides it is not size but call volume: where calls regularly go unanswered or tie up staff, a voice agent pays off; at a handful of calls a day, well-configured call forwarding usually suffices. In our hospitality case study missed calls dropped by 60 percent, and in the industrial case study hotline waiting time fell by 35 percent.
- Company size: 5 to 250 employees
- Call volume that ties up staff or goes unanswered
- Documented sectors: hospitality, healthcare, industry, real estate, trades
- Conversations in German and English
When is a voice agent the wrong solution?
When calls are mainly about advice rather than handling a request. The agent records, books, confirms and transfers; it does not run a sales conversation weighing objections, and it makes no medical or legal decisions. For emergency and crisis lines it is unsuitable - those belong to a human. There is also a hard technical limit: without a SIP-capable connection the agent cannot be integrated, and if the phone system must not be touched, the project ends there. At a volume of a few calls per day, building a dialogue model cannot be justified anyway.
Is an AI phone assistant GDPR-compliant?
Yes. Callers are transparently informed at the start that they are talking to an AI assistant. Processing and hosting run on EU servers under data processing agreements; call data is stored only for its purpose and can be auto-deleted.
Do you set the phone assistant up on site?
Yes, and with voice projects that often pays off. Unlike a chatbot, a phone assistant sits on your actual telephone system: numbers, extensions, forwarding rules, sometimes a legacy line nobody documented. Someone who knows both sides should be present when it goes live. ArkeonTech is based in Aalen in southern Germany and reaches most of the surrounding region within an hour, so the first test call happens together rather than over screenshots.
Who is your point of contact?
Michael Kaiser, owner of ArkeonTech and the engineer who builds the dialogue design and telephony integration himself. Business informatics (DHBW Heidenheim), B.Sc. Business Analytics (Aalen University), previously several years as an ERP consultant to mid-sized companies in Baden-Württemberg. When your numbers are switched over, the person on the line is the one who built the dialogue model - there is no sales or account layer in between.
Email: m.kaiser@arkeontech.de
The voice bot takes phone reservations around the clock, confirms orders via SMS and instantly answers questions about opening hours, menu and allergens.
Frequently asked questions
Hear your voice agent before you decide
In a free initial call we play you a live demo and estimate your specific case.