An AI phone assistant that calls back within minutes and books the appointment
Someone who asks for a quote wants an answer now. The AI assistant calls them within minutes, works through the questions you have approved, books an appointment in your calendar and sends your salesperson a summary of the conversation. If a person is needed during business hours, it puts the call straight through.
From form to booked appointment in under ten minutes.
The assistant works from your script and your calendar. You see the result in the results tracker.
- 0 min
Enquiry arrives
From a form, an ad or a missed call.
- ≈5 min
The AI assistant calls
It says it is an AI and asks your approved questions.
- ≈8 min
Appointment booked
A free slot from your live calendar, with confirmation.
Handed to a person if needed
Live transfer during business hours, with a short summary.
Transcript in the results tracker
Summary and outcome tag for every call.
AI disclosureHello, this is the AI assistant of Studio Nova – you asked for a quote a few minutes ago. Do you have two minutes?
Yes, sure.
How many people would the treatment be for, and which days suit you best?
Two of us, ideally next week.
I can offer Tuesday at 10:00 or Thursday at 16:00.
Illustration with a sample conversation.
In short: what does this mean?
An AI phone assistant is a voice AI that calls an enquirer back within minutes of their request (after they fill in a form, for example), qualifies their needs using a pre-approved script, books an appointment and sends you a transcript and summary of the call. Ours runs on the Retell AI voice platform, speaks six languages, tells callers at the start that they are speaking with an AI, and transfers to a person immediately on request.
What can the assistant do?
Retell AI is an enterprise voice platform built for inbound and outbound business calls. On top of it we build an assistant tailored to your company: script, knowledge base, calendar, results tracker and tracking.
Inbound and outbound calls
Answers calls around the clock and, within minutes, calls back anyone who has filled in a form or responded to an ad.
Natural conversation
A response time of about 600 milliseconds means no awkward silences; callers can also interrupt.
Six languages
English, German, Hungarian, Czech, Slovak and Romanian, with the right language set for each call.
Qualification from a knowledge base
Asks the approved questions and answers only from the information you have provided.
Appointment booking
Offers free slots from your live calendar, books one and sends a confirmation.
Transfer to a person
If the caller wants to speak to a person, or the lead is hot, it transfers the call to your colleague with a short summary.
Transcript and summary
Every call gets a transcript, a summary and an outcome tag, which go into your results tracker or CRM.
Reminder calls
Scheduled appointment reminders and confirmations for existing customers, with automatic retries.
How does it work?
Script and knowledge base
Together we write the questions, the tone, the knowledge base and the rules for when to bring in a person.
Integration
We connect your forms, ads, phone number and calendar so that the call starts within minutes.
Test calls and approval
You listen to the test calls; we only go live once you have approved them.
Go-live and weekly review
Every week we review the transcripts and results and refine the script.
What is it used for most often?
- Call-back after an enquiry: The phone rings within minutes of the form being sent, while the enquirer is still thinking about your business.
- After-hours calls: Calls no longer go to voicemail in the evening or at weekends: the assistant answers, qualifies and offers an appointment.
- Appointment reminders: A reminder call the day before and, if needed, a new appointment, so fewer people fail to turn up.
- Hotels: Booking questions, package offers and event enquiries, handled and then passed to sales.
What do you get?
- A voice assistant tailored to your company, with an approved script and knowledge base
- Call-backs within minutes, even outside business hours
- Appointment booking in your calendar, with confirmation and reminders
- Live transfer to your colleague, with a short summary
- A transcript, summary and outcome tag for every call, in your results tracker or CRM
- Compliance with the AI Act’s transparency rules (AI disclosure at the start of the call)
Who is it for?
Clinics, service providers, estate agents, property developers, car dealerships, hotels and any company where a fast call-back after an enquiry decides the deal. If you get a few enquiries a day, it already pays for itself; with dozens, you are almost certainly losing enquiries without it.
Frequently asked questions
Who does the AI assistant call?
Only people who have asked to be contacted (by filling in an enquiry form, for example) or people you already have a customer relationship with (for appointment reminders, say). It never makes cold calls.
What technology does it run on?
We build it on the Retell AI voice platform, which is designed for inbound and outbound calls, with a response time of about 600 milliseconds, transcripts and post-call analysis. We create and operate the script, the knowledge base and the integrations.
Which languages does it speak?
English, German, Hungarian, Czech, Slovak and Romanian. We set one language per call, for example from the language of the form or the number dialled, because that gives the most accurate speech recognition. The platform does not speak Maltese; for Maltese clients it runs in English.
Will people realise they are talking to a machine?
Yes, because we tell them. At the start of the call the assistant says that they are speaking with an AI. The EU AI Act requires this, and in our experience the people we call find it fair.
What happens if the caller wants to speak to a person?
During business hours it transfers the live call to your colleague, briefly summarising what it is about beforehand. Outside business hours it schedules a call-back, and the summary is already waiting in the results tracker.
What if someone asks something it has no answer to?
The assistant only answers from the approved knowledge base (prices, services, opening hours, frequently asked questions). If it doesn’t know, it doesn’t make things up; it notes the question and passes it on to a person.
Can we use our existing phone number?
Yes. Your existing number can be connected via call forwarding or a SIP connection, or you can start with a new local number. For outbound calls we use a verified caller ID.
Where is the call data stored?
The transcript and summary go into your results tracker or CRM. Retell AI states that it complies with GDPR, SOC 2 Type II and ISO 27001, and it can redact personal data. Data processing is covered by a data processing agreement.
How much does a call minute cost?
Call minutes are billed on usage as a separate item, which we pass on with your prior approval. Retell AI’s public list price in October 2026 is about USD 0.07–0.31 per minute, depending on the chosen language model and voice; in the assessment we estimate the monthly cost in advance based on expected call volume.
Sources: platform capabilities and pricing from Retell AI’s public pages; language support from the Retell AI documentation (October 2026).
The first 30 days
- Day 0Order
Online, about 3 minutes. The pro-forma invoice arrives by email immediately.
- Within 2 business daysKick-off meeting
Once your payment arrives: goals, market, offer, access. This is where we finalise the scope.
- Weeks 1–3Build
Campaigns, response workflow, AI assistant, calendar and tracking, all signed off by you.
- Weeks 3–4Go-live
Live campaigns and an instant reply to every enquiry.
- Weekly thereafterMeasure and refine
Spend → enquiry → appointment → meeting. Whatever doesn’t perform, we rework.
Where are you losing customers today? We’ll show you in 30 minutes.
A free 30-minute online assessment. You’ll come away with concrete recommendations, whether or not we work together.