AI Phone Agent

    AI phone agent with a 10-day pilot and clean human handoff

    A voice agent for missed calls, overflow, and after-hours intake. It answers, qualifies, captures the request, and hands the result to your CRM, inbox, or a real person when the rules say so.

    or email max@vasthavm.com

    Target customer

    Service businesses, trades, restaurants, clinics, agencies, and sales teams where missed calls, interrupted work, weak intake, or messy handoff cost real opportunities.

    Pricing indication

    Pilot: 19,500 SEK ex VAT. Pro build: 45,000-85,000 SEK ex VAT

    The pilot covers one agent, one call flow, one language, and 10 business days. After the pilot, the monthly baseline starts from 1,500 SEK/month ex VAT. Pro builds are typically 45,000-85,000 SEK ex VAT with a 3,500-6,500 SEK/month baseline. Telephony minutes, provider pass-through costs, and optional drift/tuning/reporting are separated from setup.

    Pain points

    • Missed calls go to voicemail and never get a clean callback
    • Owners get interrupted by routine questions while doing the actual work
    • Call notes live in memory, not the CRM
    • Existing phone numbers feel risky to change before the agent is trusted

    What Max can build

    • Answer inbound calls during selected hours, after hours, overflow, or no-answer forwarding
    • Qualify caller intent, urgency, contact details, location, and next step
    • Send a structured summary to CRM, inbox, Slack, or a callback queue
    • Transfer or escalate when the caller asks, confidence is low, or the case is urgent
    • Log transcripts, call outcomes, and tuning notes for review

    Deliverables

    • Configured voice agent with scenarios, tone, and escalation rules
    • Pilot routing through a new AI number or forwarding from your existing number
    • CRM/inbox handoff with structured fields and call summary
    • Consent, retention, and GDPR notes before launch
    • Runbook for rollback, handoff, provider costs, and tuning

    Process

    • Pick one language, one agent, and one call flow for the pilot
    • Configure script, routing, CRM fields, and human handoff rules
    • Test with realistic caller paths and edge cases
    • Run the 10-business-day pilot with monitoring
    • Decide whether to expand, port, add channels, or stop

    Phone routing

    Start with low-risk forwarding. Port later if it earns trust.

    The safest pilot does not require moving your main number on day one. We verify what your carrier setup can support, then choose the least disruptive routing model.

    New AI number

    Fastest setup through a telephony provider. Good for demos, campaigns, and first pilots.

    Forward existing number

    Your normal number stays in place. Missed, overflow, or selected calls forward to the AI number.

    Port after pilot

    Move the number only when the agent has proven useful and rollback is understood.

    SIP/PBX routing

    For mature phone systems where routing rules, queues, and fallback paths already exist.

    Handoff rules

    The agent should know when to stop being clever.

    Human handoff is part of the product, not an exception. The pilot defines the moments where the AI takes a message, transfers, or escalates immediately.

    Caller asks for a person

    The agent does not argue. It transfers, takes a callback request, or flags the case.

    Low confidence

    If the request is unclear, sensitive, or outside scope, the summary goes to a human queue.

    Urgent or high-value case

    Emergency, VIP, complaint, or sales-qualified calls can trigger a faster path.

    Selected hours first

    Pilot during after hours, no-answer, or selected windows before full production coverage.

    Demo examples

    How the value shows up in real calls.

    Trades / field service

    The owner is on a job and misses a call from someone with a possible urgent repair.

    • Captures job type, address, urgency, preferred time, and contact details
    • Separates emergency from normal quote request
    • Sends a structured callback note instead of a voicemail

    Escalation: Immediate handoff if the caller says it is urgent, asks for a human, or the job is outside the defined service area.

    After the call: New lead with caller details, job type, urgency, address, transcript link, and suggested next action.

    Restaurant / hospitality

    A caller asks about bookings, opening hours, menu details, or a special event while staff are busy.

    • Answers common questions from approved business information
    • Captures booking or event request details
    • Flags special cases for staff review

    Escalation: Human path for allergies, large groups, complaints, event pricing, or anything the agent is not allowed to decide.

    After the call: Clean request note with date, party size, question, contact details, and whether staff must respond.

    Revenue framing

    Rough phone-agent break-even calculator

    Use your own call volume, missed-call estimate, order value, and close rate. This is a sizing tool for a pilot, not a promise.

    The estimate assumes some missed calls are recoverable when they are answered or followed up quickly. Validate the real number during the pilot before treating it as a business case.

    /mo
    101,000
    /wk
    080
    SEK
    050,000
    %
    0100
    Estimated missed revenue/month
    25k to 36k SEK
    Setup range
    19,500-85,000 SEK ex VAT
    Revenue framing
    10.4 potential won calls/month

    FAQ

    How does the AI phone agent answer calls?+
    Calls are routed to the voice agent through a dedicated number, a SIP trunk, or forwarding from your existing line. It greets the caller, holds a natural conversation, and follows the scenarios you define.
    Do we have to port our existing number?+
    No. For early pilots, forwarding or a new AI number is safer. Porting comes later if production control matters and the pilot has earned trust.
    Which CRMs can it write to?+
    Common fits include Attio, HubSpot, Pipedrive, Salesforce, Airtable, or Sheets. After each call it creates or enriches the contact and logs a note with the summary and a transcript link.
    What happens if the agent can’t help?+
    You set the rules. The agent can take a message, book a callback, transfer to a human, or flag urgent calls for immediate follow-up. Risky or sensitive cases always get a human path.
    How is consent and GDPR handled?+
    Callers are informed and asked for consent before details are stored, recording and retention are configurable, and personal data flows through least-privilege access. This is scoped before launch.
    Can it work outside office hours?+
    Yes. The most common use is 24/7 or overflow coverage — answering when nobody is free, after hours, or during peaks — so enquiries are captured instead of lost to voicemail.
    When should we not use an AI agent?+
    Do not use an agent when deterministic rules are enough, the data is too poor to evaluate, the action is high risk without approval, or nobody can own the process after launch.

    Related practices

    Phone + Website Agent
    Lead-to-CRM Capture
    CRM Automation

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