# Your AI answers the phone. Around the clock, with your knowledge and your systems. > An AI that answers your company’s calls around the clock: books appointments, answers from your knowledge and puts callers through with a summary. Source: https://schuetze-web.com/integrations/ai-phone-assistant It takes calls when your team is busy or out of the office, handles routine requests itself and passes everything else to the right person with a summary. It also calls back, reminds customers of appointments and follows up. It introduces itself as an AI, and callers can ask for a person at any time. ## What changes ### No call goes unanswered Also at night, at weekends and when every line is busy. Callers don’t end up in a queue or on the mailbox, and they don’t call someone else instead. ### Requests handled right away Appointments, order status, opening hours and questions from your company knowledge are dealt with during the call and entered in your systems. ### Your team gets what needs a person Complaints, urgent cases and anything unclear go to the right person with a summary, so nobody has to ask the caller everything again. ## What it does on the phone ### Appointments Books, moves and cancels appointments in your calendar, and confirms them by text message or email. ### Information Opening hours, prices, order and delivery status, and answers from your company knowledge. ### Requests Records what the caller needs and creates a ticket or an entry in your CRM. ### Putting through Passes the call to the right person or team, who sees the summary before picking up. ### Calling out Calls back at the agreed time, reminds customers of appointments and follows up on open quotes. ### Any language Speaks with callers in their language; your team reads the summary in its own. ## How it connects ### Callers Your existing numbers, inbound and outbound Your customers keep calling the numbers they know ### AI phone assistant Runs in your cloud. Says that it is an AI, checks who is calling before giving personal details, and logs every call. ### Your systems Calendar, CRM, tickets, company knowledge Connected through MCP, each with the least rights it needs ### Your phone system Microsoft Teams Phone, 3CX, sipgate, Placetel or any system with SIP Calls are passed on when lines are busy, after a few rings or out of hours ## When a person takes over You decide which requests the AI handles itself and which go to your team. Callers can ask for a person at any time. - Appointment · “Can I come on Tuesday?” · AI handles it - Order status · “Where is my delivery?” · AI handles it - Complaint · “This is the third time…” · Straight to a person - Emergency · “There is water in the basement.” · To on-call - Anything unclear · “I have a question about…” · Callback ## One call, two ways A customer calls at 6.30 pm about a delivery that has not arrived. ### Today - The office is closed, the call goes to the mailbox - The message is listened to the next morning - Someone looks up the order and calls back - The customer doesn’t pick up, the next try is at noon - In the meantime the customer has called twice more A simple question takes a day and several calls. ### With the AI phone assistant Answered in one call at 6.30 pm, entered in the CRM, and your team sees it in the morning. ## Secure and transparent ### Says that it is an AI Every call starts with the AI saying so, as the EU AI Act provides. Callers can ask for a person at any time. ### Recording only with consent By default there is no audio recording, only a transcript and a summary. If you want recordings, the AI asks the caller first. ### Checks who is calling Before it gives personal details, the AI checks the caller, for example with the customer number and postcode. ### Personal data masked Names and numbers can be masked before a request goes to a cloud model. Speech and language models run in your local region or on your own server. ### Outbound only where expected Outgoing calls only for callbacks, appointments and reminders your customers have agreed to. No sales calls. ### Logged and deletable Every call is logged with its transcript. You set the retention periods. ## Set up in three steps ### Connect your numbers Calls are passed to the AI when lines are busy, after a few rings or out of hours. Or it gets a number of its own. ### Connect knowledge and systems Calendar, CRM, tickets and your company knowledge through MCP, with only the rights the AI needs. ### Set voice and rules, start small Greeting, voice and handover rules are tested together with you. Most start with nights and busy lines, then extend. ## You stay in control A call log shows every call with request, outcome, summary and transcript, and simple figures show how many calls the AI took, handled itself and passed on. You change the rules yourself, and you pay by call minute instead of per person. - Main number · Office hours · When busy - Main number · Out of hours · Always - Service hotline · Around the clock · Always ## Questions ### Do callers notice that it is an AI? Yes, it says so at the start of every call. The voice sounds natural, and callers can ask for a person at any time. ### Which languages does it speak? German, English and many other languages. It answers in the language the caller uses. ### What if the AI doesn’t know the answer? It says so, puts the caller through or arranges a callback, and passes on a summary. It only answers from your knowledge and your systems. ### Does it work with our phone system? Usually yes: with Microsoft Teams Phone, 3CX, sipgate, Placetel and any other system that supports SIP. Your numbers stay the same. ### Are calls recorded? Not by default: there is a transcript and a summary. Audio recordings are possible if you want them, and only after the caller has agreed. ### Can it also make calls? Yes, for callbacks, appointment reminders and following up on quotes, where your customers expect the call. Not for sales calls. ### Which AI is behind it? Voice models from OpenAI, Google or Microsoft Azure, or speech recognition, a language model such as Claude or Mistral and a synthetic voice combined. You choose, and can switch later. ### Where is the data processed? The assistant runs in your cloud. Speech recognition, voice and language model run in your local region, or on your own server with open models. ### What does it cost to run? The hosting in your cloud and the use of the models, paid by call minute rather than per person. The call log shows the costs. --- Contact: book an intro call at https://schuetze-web.com/book or write to simon@schuetze-web.com.