Service
AI phone agents that answer every call.
An AI phone agent is a virtual receptionist that answers your business line in a natural voice, understands what the caller needs, and does the work on the call: answering questions, booking appointments, transferring to the right person and taking detailed messages. Kaffee Werks builds them on your existing number, with your rules, and a person always one step away.
Every missed call is a customer deciding for you.
Small businesses miss calls all the time: on a job site, with a customer, after hours, at lunch. Plenty of those callers never leave a voicemail. They just dial the next business on the list.
An AI phone agent answers on the first ring, every time. It handles the routine calls completely and hands the important ones to your team with the details already written down, so nobody has to call back to ask the same questions again.
We run our own business line on one. You can read how our phone system is built.
What's included
More than an answering machine.
Natural conversation
Callers talk normally. No "press 1" menus unless you want them. Responses typically come back in under a second.
Knows your business
Hours, services, service area, pricing policies and common questions, written with you and kept up to date.
Books and schedules
Checks availability and books appointments into the calendar or scheduling tool you already use.
Transfers to people
Routes calls to the right person or phone, with an allowlist so it can only ever transfer where you've approved.
Messages and summaries
Takes detailed messages and sends a written summary of every call by text or email.
Fallback built in
If anything fails, calls forward to a real phone. Callers never hit dead air.
How it works
From your phone number to a working agent.
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01
Map your calls
We listen to what callers actually ask and decide what the agent handles and what goes to a person.
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02
Write the playbook
We write the agent's instructions, voice and greeting with you. You approve every word callers will hear.
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03
Connect your number
Your existing number forwards to the agent, or we port it to a phone system we set up for you.
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04
Test with real calls
You and your team call it, try to break it, and we tune it until it sounds like your business.
Works with Your existing phone number, VoIP providers, Asterisk/FreePBX, Google and Outlook calendars, CRMs, SMS and email.
FAQ
Common questions.
How much does an AI receptionist cost?
It depends on call volume, what the agent needs to connect to, and where it's hosted, so every project is quoted after a free consultation. Ongoing costs are usually phone minutes and AI usage, billed to accounts in your name. See how pricing works.
Will callers know they're talking to an AI?
They should, and we recommend a short, friendly disclosure at the start of the call. Callers can ask for a person at any time.
Can I keep my current phone number?
Yes. Most setups simply forward your existing number to the agent, either all the time or only after hours and when your line is busy.
What happens if the AI doesn't know the answer?
It says so, takes a detailed message and routes it to the right person. It only answers from information you've approved.
Can it transfer calls to my cell phone?
Yes. Transfers can go to cell phones, desk phones or ring groups, limited to destinations you approve.
Related
Often paired with
Lead capture & dispatch
Every call, text and web form becomes a tracked lead, and the right tech hears about it right away.
Learn moreWorkflow automation
Connect the tools you already pay for so information moves on its own.
Learn moreSelf-hosted infrastructure
Phone systems, automation servers and business apps on hardware you own, with backups and monitoring.
Learn moreFind out what you could automate.
A free 30-minute consult. We'll look at where your hours go and tell you honestly what's worth automating.