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Voice AI Agents & AI Receptionists

Missing calls outside office hours?

VelvoAI builds voice agents that answer on the first ring at any hour, work out why the caller is ringing, ask the qualifying questions your front desk would ask, and write the outcome into the system you already run — your calendar, CRM or practice system.

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Built by VelvoAI, an independent AI systems studio. One engineer scopes and writes every system.

Try it yourself

Call the AI receptionist

AI receptionist

Call the AI receptionist, +1 (620) 333-3213

It answers as a fictional dental clinic.

Call the AI receptionist

Try asking…

  1. 01Can I book a check-up for next week?
  2. 02I need to move my appointment to Thursday afternoon.
  3. 03Can I speak to someone at the front desk?

A demonstration, not a client system.

What the system does

Call coverage
24/7
Inbound calls answered
Any hour
Answer latency target
Sub-second
Voice AI Agents · typical shape
SystemVoice AI Agents
  1. ComponentVapi
  2. ComponentOpenAI Realtime
  3. ComponentElevenLabs
  4. ComponentCRM Sync

The problem

Why this keeps costing you

Most inbound calls arrive when nobody is free to take them — evenings, weekends, during jobs, mid-appointment. A caller who reaches voicemail rarely leaves one. They call the next business on the list instead, and the lead is gone before anyone knows it existed.

What we build

Inside a voice AI agent we ship

  • Natural-sounding inbound agent with sub-second response latency and barge-in support
  • Qualification flows that branch on caller intent instead of reading a fixed script
  • Live calendar booking with availability checks, confirmations, and reminders
  • Warm transfer and escalation rules for urgent or high-value callers
  • Automatic CRM records with full transcript, summary, and structured field capture
  • Outbound follow-up calls for missed leads, no-shows, and reactivation lists

How we approach it

The part most implementations skip

We start from your actual call patterns: what people ring about, which questions decide whether a caller is worth a slot, and what has to happen after the call ends. That becomes a scripted-but-natural conversation flow with explicit escalation rules, tested against recordings of real calls before it ever answers a live line.

How calls are handled

What happens on each kind of call

Behaviour is set per type of call and written down before the agent answers a live line. This is the usual starting set; yours is agreed with you during scoping.

How a voice agent handles common inbound callsIllustrative flow

How a voice agent handles common inbound callsIllustrative flow
When the caller wantsWhat the agent doesWhat your team gets
R.01To book, move or cancelChecks live availability, makes the change and confirms it on the callThe booking in your calendar and a call record in your CRM
R.02To ask a common questionAnswers from the information you have approved, and nothing elseA transcript and a short summary of the call
R.03To make a new enquiryAsks the qualifying questions your front desk would askA lead record with the answers captured as fields
R.04Help with something urgentFollows your escalation rules: a warm transfer, or an urgent flag to whoever is on callThe caller connected to a person, or an alert with the details
R.05To speak to a personTransfers the call, or takes a detailed message when nobody is freeA message with who called and why
R.06Something it has no answer forSays so plainly and takes a message instead of guessingA follow-up flagged for your team

  1. R.01 · When the caller wants

    To book, move or cancel

    What the agent does
    Checks live availability, makes the change and confirms it on the call
    What your team gets
    The booking in your calendar and a call record in your CRM

  2. R.02 · When the caller wants

    To ask a common question

    What the agent does
    Answers from the information you have approved, and nothing else
    What your team gets
    A transcript and a short summary of the call

  3. R.03 · When the caller wants

    To make a new enquiry

    What the agent does
    Asks the qualifying questions your front desk would ask
    What your team gets
    A lead record with the answers captured as fields

  4. R.04 · When the caller wants

    Help with something urgent

    What the agent does
    Follows your escalation rules: a warm transfer, or an urgent flag to whoever is on call
    What your team gets
    The caller connected to a person, or an alert with the details

  5. R.05 · When the caller wants

    To speak to a person

    What the agent does
    Transfers the call, or takes a detailed message when nobody is free
    What your team gets
    A message with who called and why

  6. R.06 · When the caller wants

    Something it has no answer for

    What the agent does
    Says so plainly and takes a message instead of guessing
    What your team gets
    A follow-up flagged for your team

Voice safety

Honest with every caller

Four rules every voice agent VelvoAI builds follows, in every sector. Sector rules come on top of these.

Voice safety4 rules

  • 01

    It says it is an AI

    The agent introduces itself as a virtual assistant at the start of the call, before it asks anything.

  • 02

    Consent where the law asks for it

    Where your jurisdiction requires a caller to agree before a call is transcribed or recorded, that request is written into the greeting.

  • 03

    A person is always reachable

    Callers can ask for a human at any point, and urgent calls follow the escalation rules you set.

  • 04

    It never guesses

    It answers only from what you have approved. Anything outside that gets a plain answer that it does not know, and a message for your team.

Compare options

How it compares with the usual options

Every way of answering the phone trades off cost, coverage and what happens after the call. This is how they differ in kind; the right fit depends on your call volume and what callers need.

Ways to handle inbound calls, compared
Compared onAI voice agentAnswering serviceVoicemailIn-house staff
AvailabilityAround the clock, including several calls at onceSet by the plan you buyAlways on, but nobody answersWorking hours, when someone is free
Cost modelUsage-based, mostly per minutePer-call or monthly feeFreeSalary and overheads
Booking into your calendarYes, directly, once connectedUsually takes a message for you to bookNoYes
Handles common questionsYes, from the answers you approveFrom a script you supplyNoYes
LanguagesConfigurable, including more than oneDepends on the providerYour greeting onlyThose your team speaks
Handoff to a humanTransfers or flags calls by rules you setPasses messages onYou call back laterAlready a person
Setup effortA scoped build, then tuning on real callsOnboarding with the providerMinutesHiring and training

Evidence

Where this has been built

Each project states its status and the role behind it.

What the status tags mean

Live callIllustrative flow · AI demo line

  1. Can I book a check-up for next week?
  2. Tuesday at 10:30 is open. Shall I book that for you?
  3. calendar.create · Tue 10:30 · confirmed
Google Calendar · next week

01 / 01Demo

Voice Receptionist

A Voice AI Demo

Self-built demo · never deployed for a client

Problem
Service businesses lose inbound calls after hours, so I wanted to find out how much of a receptionist's call handling a voice agent could take over end to end.
What was built
A working reference build I can demo and adapt to a real business
Stack
VapiOpenAIGoogle CalendarGoogle SheetsGmail

Voice Receptionist · how a call is handled

  1. Answer
  2. Qualify
  3. Check availability
  4. Book and record
  5. Confirm or hand off
Read the case study

Deliverables

What you actually receive

Every VelvoAI engagement ends with working software you own, not a slide deck. Here is what ships with a voice AI agent.

How a build runs, step by step
  1. D.01Provisioned phone number or SIP forwarding from your existing line
  2. D.02Conversation design document covering every branch and escalation path
  3. D.03CRM and calendar integration with field-level mapping
  4. D.04Call transcript dashboard with searchable history
  5. D.05Two tuning rounds against real production call recordings

By industry

Voice AI Agents in your sector

Voice AI Agents, applied to the workflows and rules of the sectors we work with most.

All industries

Common Questions

01Will callers know they are talking to an AI?

The agent identifies itself as a virtual assistant at the start of the call — that is both the honest approach and, in several jurisdictions, the legally required one. In practice callers keep talking because the conversation moves faster than a hold queue.

02What happens when the agent cannot handle a call?

You define the escalation rules. The agent can warm-transfer to a person, take a detailed message and flag it as urgent, or send an immediate SMS to whoever is on call. It never guesses at something it was not given an answer for.

03How long does it take to launch?

A single-purpose agent — inbound qualification and booking — typically goes live in two to three weeks. Multi-department routing with several backend integrations runs four to six weeks.

04Can it work alongside our existing phone system?

Yes. The most common setup forwards calls to the agent only after hours or after a set number of rings, so your team keeps first refusal on every call during business hours.

Related services

Often built alongside this

Written by
Usman Ali, Founder
Last reviewed

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