Watch the video: How to use our AI Voice Agent in practice?

Once our AI Voice Agent is implemented, there are basically two ways you can work with it – and both approaches have their own advantages. In this article, I will show you how you can use our AI Voice Agent either through your own CRM system (like HubSpot, Salesforce, Close, Pipedrive, etc.) or through a simple Google Sheets solution.

1. Integration into your CRM

If you already use a CRM, you have a powerful way to integrate the AI directly into your existing processes. Here’s how it works:

Setting up the CRM

• Untouched Leads:

These are all the contacts that are still to be called by the AI.

• Call Contacts:

Any contact that ends up on this list or receives a specific tag will be called by the AI and categorized after the call. The common categories are:

• Not reached

• Appointment scheduled

• No interest

• Opportunity Followup (the contact was not ready for an appointment immediately but could still be interesting and might need to be contacted again by a human)

This is how the process works

1. Change lead status:

Let’s assume we have an employee named Stefan. Once you change his status in your CRM to "Cold", he automatically lands on the Call Contacts list.

2. Automatic call:

The AI then calls Stefan at designated times – for example, from 9 AM to 5 PM, with each lead being called a maximum of once or twice a day. There is a defined time interval between calls (e.g., 3.5 hours).

3. Phone call and categorization:

Stefan has a brief conversation (about 2-3 minutes) with the AI. The result is then automatically documented in the CRM.

For example, the status could change from "Cold" to "Call Shad" – which can also be marked as "not reached", "not interested", or "Opportunity Followup" depending on the outcome.

4. Transparency and costs:

Every phone call is recorded, and the transcript as well as additional information (e.g., call duration, costs – usually about 10 cents per call) are documented in the system.

Example conversation

This is how a typical conversation might go:

AI (Bianca): "Hello, Bianca here from Maklerkontakte GmbH – am I speaking with Stefan?"

Stefan: "Exactly."

AI: "Great, Stefan. We have some interesting property listings in your area that are not listed anywhere yet. Would you be interested in getting more information about that?"

Stefan: "That sounds good, if I could get a few details, that would be great."

This overview shows you how flexibly you can use your CRM to customize the process and still maintain a complete overview of the results.

2. The easy way through Google Sheets

Not every company uses a comprehensive CRM – and here comes the simple yet effective solution: Google Sheets.

This is how it works:

• Data source:

In a Google Sheets table, you enter all relevant data. This can be applications, for example – that is, contacts from people applying to you.

• Automatic call:

As soon as a new application comes in, the AI automatically calls and conducts a brief preliminary conversation. This is particularly helpful when you, as a CEO or HR manager, want to efficiently prequalify hundreds of applications.

• Qualification:

During the conversation, the AI assesses the applicant. At the end, for example, it is marked whether the applicant is to be classified as qualified (green) or unqualified (FZ).

Additionally, all conversation data (transcript, summary, recording) are stored in the table.

• Automatic email:

Candidates marked as qualified automatically receive an email with further information or a link to an additional video.

This simple solution allows you to quickly overview the selection process from hundreds of applicants and filter out the right candidates – all without complicated CRM integration.

Conclusion

Whether through your existing CRM system or via Google Sheets – our AI Voice Agent offers you two effective ways to automate processes while gathering valuable data. You have the choice of how to integrate it into your daily work, benefiting from:

• Automated categorization and documentation

• Transparent cost and result overview

• Customizability – whether through a CRM or a simple Google Sheets table

Both approaches enable you to work more efficiently and manage your leads or applications effectively. Give it a try and optimize your processes with our AI Voice Agent – so simple, so smart!

Good luck with the implementation – and stay tuned, the future of communication is not waiting!