Capture the enquiry
Collect the reason for the call, contact details and the information required for the next step.
AI phone assistant for service workflows Turn a call into a clear next step.
Voice AI captures recurring enquiries, asks for the required details and prepares a handover to your team. We develop the workflow for your callers and your internal processes.
One concrete process is enough to get started.
EXAMPLE / SERVICE ENQUIRY
- 01 · Enquiry“A customer reports a fault in their system.”
- 02 · Follow-upSite, equipment, fault details, callback number
- 03 · HandoverStructured enquiry for the service team
Illustrative workflow; the actual connection is defined in the project.
VOICE AI IN 90 SECONDSOne call.
One call.
One clear task.
A customer calls and nobody in the office is free: the voice AI captures the request, asks for details and hands the case to the right person.
FROM CONVERSATION TO ACTION
The handover makes the difference.
Hand over with purpose
Handle simple cases under agreed rules. Transfer unclear or sensitive enquiries to a person.
Continue in your system
Provide an agreed record or task. Implement CRM, ticketing or calendar connections after technical assessment.
PROJECT EXPERIENCE
On the phone: clinics, estate agencies, sales.
Appointment booking by voice assistant
For a clinic network: callers choose the location via keypad, the assistant captures the request and works through the interface of the clinic’s scheduling system.
Calls as notes in the CRM
For a Berlin estate agency, calls to the office numbers arrive in the Propstack CRM with a transcript and summary. The client chose recording; callers are informed at the start of the call.
See the project ↗Conversation analysis for sales
For a construction equipment rental company, sales calls are transcribed and evaluated against agreed criteria: 7,601 calls from April to August 2026. One finding: calls longer than 1.5 minutes ended with an agreement in 66 % of cases, shorter ones in 16 %. Recording is part of the agreed assignment here. In Germany we only use this with a works agreement and at the level of conversation patterns.
See it as a pilot ↗CALL FLOW FROM THE PROTOTYPE · TRANSLATED
- Greeting“You are speaking with the clinic’s virtual assistant; this call is recorded. Would you like to book an appointment?” Recording was agreed in this project; by default we do not record.Other request → transfer to the team
- Identify the patientThe patient record is looked up by phone number.Not found → transfer to the team
- Specialty“Which specialty would you like to see?” General medicine, paediatrics, surgery, gynaecology, ENT, ophthalmology.Referral required → notice and transfer
- Existing appointmentsAsk for the year of birth and check existing appointments in this specialty.Appointment exists → change or cancel via the team
- Free slotsOffer the next free slot, up to three alternatives, then other locations.Nothing free → suggest calling later or booking online
- ConfirmationDate, time, specialty, doctor and address are summarised, then goodbye.
Project experience of our team; clients not named are anonymised. For health data we plan operation on the institution’s own servers or in the EU.
DEMO TO TRY
Chat bot demo for law firms: try it yourself.
A bot for law firms takes requests via website, Telegram or WhatsApp: area of law, matter, deadlines, opposing party for the conflict check, documents in advance and an appointment for the initial consultation. The firm receives a complete matter request. The bot gives no legal advice. The demo is simulated; no data is sent.
PROJECT CONCEPTS
Workflows you can tackle with this.
Examples with workflow, deliverable and pilot scope. They are concepts for a first pilot, not completed client projects.
AI & software
Turn a service call into a request your team can act on.
We set up a pilot for your rental or service operation: voice AI captures the request, site and required details, then hands them to your team in a structured form. Together, we test one defined workflow from the call to an accepted request.
See the workflow & deliverables ↗AI & software
Review call quality. Give specific, useful feedback.
We develop a review that connects agreed call criteria with the relevant conversation excerpts. In a limited pilot, your team leader checks the findings and gets a traceable basis for feedback and training.
See the workflow & deliverables ↗FAQ
Before we start.
Can I try the voice AI?
Watch the 90-second video above. In the pilot you get a test number with your scenario.
What happens with difficult questions?
We define handover or callback steps for unknown, sensitive or unauthorised topics. These limits are part of conversation design.
Does it replace our phone team?
We focus on recurring workflows. We agree with you which tasks AI handles and when the team gets involved.
What data is processed?
Before the pilot, we define providers, data flows, access and deletion. No recording by default: only a structured note of the request is created. Recording and transcripts only at your request; callers are then informed at the start of the call.
How does the AI understand the call without recording?
During the call, speech recognition continuously turns what is said into text, and the AI works with that text. We do not store an audio file. We use external speech services with no-storage settings where the provider offers them; if a provider retains data for a period, the provider and the period are listed in the DPA. For law firms, medical practices and other professional secrecy holders, speech recognition can run on your server or on a server in Germany. The spoken audio then does not leave that server; only the recognised text goes to the language model.
Couldn’t we build this ourselves with n8n or Make?
Simple workflows, yes, and sometimes that is the better choice. It gets demanding with changing formats, real-time phone calls or systems without an interface; then we take on the build, tests on your cases and operation. On request we build in n8n so you can maintain the workflow yourself later.
GUIDES
What customers ask before they start.
What does an AI phone assistant cost in practice?
What does an AI phone assistant cost? Our guide prices for pilot and operation, what they include and examples from our projects.
NEXT
Related to this page.
Where this already runs
What it costs
Who it is for
THE NEXT STEP
What should work better in your business?
Tell us about a process that takes up your team’s time. We discuss where automation could help and what is needed to define the next step.
Useful details: the current workflow, frequency and the outcome you need.
Your effort: one person who knows the workflow, access to examples, a kickoff conversation and the decision after the pilot. We handle integration, setup and coordination with vendors. What we take on ↗
HEINRICH SCHNEIDER / DDC
heinrich@ddc.companyPrefer email? Write to us directly.
Contracting party: M2D GmbH, Am Turm 11, 53721 Siegburg · initial call free of charge · Pricing · Security & data protection