Customers never wait
Voicebot answers in 1 second, 24/7. No more queues, idle hours, impatient customers.
Voicebot AI — a virtual voice assistant answering the phone 24/7
We deploy voicebot AI for business: natural voice conversation with the customer, appointment booking, order status checks, FAQs, customer qualification. ElevenLabs + OpenAI/Claude. Go-live in 4–8 weeks.
01
5–10 minute wait = 20–30% of customers give up
02
Evenings and weekends = lost sales opportunities
03
Reception overloaded at peak hours
Customer problem
Customers wait 5–10 minutes on the line, some give up, some leave for the competition
A classic in service businesses: 50 people call on Monday at 9:00, reception has 2 phones, the queue grows. In the afternoon it's quiet — people work flat out for no reason. In the evening and on weekends nobody answers. Customers calling at 19:00 with a simple question leave for the competition.
Voicebot AI solves this completely. The customer calls, the voicebot answers in 1 second, talks in natural Polish, handles reservations, statuses, FAQs. When it needs a human — it escalates. Works 24/7, weekends, holidays. After a year — one voicebot covers the work of 3–5 reception staff.
Why it matters
5–10 minute wait = 20–30% of customers give up
Evenings and weekends = lost sales opportunities
Reception overloaded at peak hours
The same questions asked by customers hundreds of times
No full coverage in multiple languages
What we deliver
What we deliver in the implementation
A voicebot AI rollout is a business project — not just setting up a bot but designing scenarios, integrations, and a full implementation.
01
Audit of the current phone handling process
Analysis of call recordings (with consent), identifying recurring scenarios, bottlenecks, peak hours.
02
Voicebot persona and voice design
Voice selection (ElevenLabs — realistic Polish voice), tone, conversational style. Persona matched to the brand.
03
Conversation scenarios
Top 5–10 scenarios handled by the voicebot: reservations, statuses, FAQs, qualification, transfers.
04
Integration with company systems
CRM (Monday, Salesforce, HubSpot), calendar (Outlook, Google), booking systems, order systems. The voicebot sees what your reps see.
05
Escalation to a human
When the voicebot isn't enough — smooth handoff to reception/sales with the transcript so far in Teams.
06
Phone number and infrastructure
Phone number configuration, voip, integration with the existing PBX. Or a dedicated number for the voicebot.
07
Notes and transcripts
After every call — automatic transcript + summary in the CRM on the customer. Full call auditability.
08
Pilot, training and 30 days of support
2-week pilot with call monitoring. Training for the escalation team. 30 days of support with scenario calibration.
Technology stack
Technologies we use
ElevenLabs as the voice core, OpenAI/Claude as the conversation brain, integrations with company systems.
ElevenLabs (natural Polish voice)OpenAI GPT-4 or Claude (conversation brain)Twilio (telephony infrastructure)Microsoft Teams (escalations)Monday CRM / Salesforce / HubSpot (integrations)Microsoft Outlook / Google Calendar (reservations)
Your solution
Typical voicebot AI scenarios
Appointment booking (clinic, salon, garage)
Customer calls, voicebot checks available slots in the calendar, books the appointment, sends SMS / email confirmation. No queue.
Order and shipment statuses
Customer asks about order status. Voicebot asks for the order number, checks the ERP/sales system, answers with specifics.
FAQs — opening hours, prices, services
Recurring customer questions. Voicebot answers in 5 seconds instead of reception 200 times a day.
Phone lead qualification
Customer calls with an inquiry. Voicebot qualifies: industry, company size, budget, timeline. Routes to the matching salesperson.
Solution fit
Sprawdźmy, które elementy rozwiązania najszybciej ograniczą pracę manualną i uporządkują procesy w Twojej organizacji.
Impact and metrics
Effects of a voicebot AI rollout
Clients we have implemented voicebots for report similar effects in the first 2 months.
24/7
availability for customers
70%
of calls fully handled without a human
0 sec
queue wait time
3×
more calls handled per day
Business benefits
Reception on strategic work
AI takes the recurring questions. Reception handles complex cases, sales, VIPs.
Full call auditability
Every call recorded, transcribed, linked to the customer in CRM. Service quality audit is now possible.
Who this is for
Who this is for
Companies with 50+ calls per day
Clinics, salons, garages, restaurants, hotels, corporate receptions — wherever the phone rings constantly.
Companies with recurring questions
70–80% of questions are standard: slots, prices, hours, statuses. Voicebot takes them, humans do the harder ones.
Companies serving customers 24/7
Online shops, emergency services, industries with customers across time zones — voicebot works while people sleep.
Growing companies
Organizations where the customer base is growing but hiring more reception is the bottleneck.
Implementation process
Voicebot AI implementation process
We implement the solution in a structured model that clarifies project stages, integration with the current environment and further development across the organization.
Stage01
Call and process audit (1–2 weeks)
Analysis of call recordings (with consent), identifying recurring scenarios, bottlenecks. Top scenarios picked for automation.
Stage02
Persona and scenario design (1 week)
Voice selection (ElevenLabs), persona, tone. Writing scenarios for each use case. Leadership approval.
Stage03
Configuration and integrations (2–3 weeks)
ElevenLabs voice, OpenAI/Claude as the brain, Twilio as infrastructure. Integrations with CRM, calendar, company systems.
Stage04
Pilot with a customer group (1–2 weeks)
Pilot with 10–20% of phone traffic. Call monitoring, scenario calibration. Tweaks before full launch.
Stage05
Go-live and 30 days of support
Full launch. Training the escalation team. 30 days of call-quality monitoring.
Stage 1 of 5
Audit of current phone handling
Estimate of reception time savings
Voicebot AI rollout plan with integrations
FAQ
FAQ about voicebot AI
Will the customer realise they're talking to AI?
Usually not at first. ElevenLabs delivers a very natural Polish voice. Customers usually figure it out after 1–2 minutes if they ask an unusual question. Best practice: the voicebot says up front it's an AI assistant — and customers are still happy because they get an answer quickly.
How long does voicebot AI take to implement?
Typically 4–8 weeks. Audit + scenario design (1–2 weeks), configuration + integrations (2–3 weeks), pilot (1–2 weeks), go-live + support.
What if the voicebot doesn't know the answer?
It escalates to a human with the conversation transcript so far. The receptionist/salesperson sees in Teams: who the customer is, what they asked, what was established. Smooth handover.
Will the voicebot serve a customer in another language?
Yes. ElevenLabs has voices in 30+ languages. GPT-4 and Claude support 95+ languages. The voicebot detects the customer's language and switches automatically.
How does voicebot maintenance work?
The stack is ElevenLabs (voice) + OpenAI/Claude (brain) + Twilio (telephony) — all billed per usage (minute, token, call), so the cost model scales smoothly with traffic. On our side it's typically a few hours of consultant time per month for quality monitoring and improvements.
What about GDPR and call recording?
The voicebot informs at the start about recording (GDPR-compliant). Transcripts are saved in the CRM on the customer. Full auditability, configurable retention policy (e.g. 3 months).
Can I use Claude instead of OpenAI?
Yes. Claude handles long conversations and retains context better. OpenAI is better for fast, simple questions. We can also combine — Claude for complex calls, OpenAI for FAQs.
Related materials
Related solutions
Related knowledge base articles
Kontakt
Let’s talk about your needs!
Filling out the form takes just a moment, and we will get in touch to understand your requirements.
In-depth analysis
Voicebot AI — what to know
Every day, a company loses calls outside business hours, during the lunch break and around 7:30 in the morning. That isn't marginal traffic — in many industries 30–40% of contact attempts land in time slots where reception simply doesn't pick up. And for most of those calls a human isn't actually needed: the customer wants to book a slot, check an order status or confirm opening hours. A voicebot AI handles those conversations naturally, 24/7, and only routes to a consultant the cases that genuinely require it.
A voicebot isn't a single product — it's three layers stitched into one architecture. ElevenLabs handles the voice; in 2025, Polish and English synthesized voices are practically indistinguishable from human in short conversations. Claude or OpenAI GPT-4 act as the brain — understanding context, pulling from the organization's knowledge base and deciding how to respond. Twilio handles telephony — the number, the call flow, the human transfer. Our job is to wire those three components into a coherent scenario tailored to the specific process.
Voicebot pays off mostly in industries with high volumes of repetitive calls: healthcare (booking appointments, patient prep), automotive (service, parts, repair status), e-commerce (order status, returns), finance (FAQ, lead qualification). For each we design a separate persona and conversation flow — a clinic voicebot doesn't sound or reason the same as a car-dealership voicebot. The narrower the use case, the better the adoption and the higher the share of calls actually taken off humans.