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Voice AI for the calls you cannot take

An inbound phone assistant that answers the questions you approve, takes down inquiries, offers a real next step and hands the caller to a person when it should. Every call becomes a record your team can act on.

Book a free consultation How a pilot works

Photo: U.S. Department of Agriculture

How the voice assistant fits in A caller reaches your phone number. The call goes to the voice assistant, which hears the caller, answers from approved knowledge and can only use the actions you approved. Those actions write to your business system. A person can take over at any time through a transfer or a callback task. Caller any phone Your number carrier Voice assistant says it is automated approved knowledge only approved actions only confirms only what the system confirmed Your system inquiry, task, request Your team transfer or callback Every call: a written record, what was done, and anything it could not do
  1. Callerfrom any phone
  2. Your numberwith your carrier
  3. Voice assistantsays it is automated, uses only approved knowledge and actions, and confirms only what your system confirmed
  4. Your system or your teaman inquiry, task or request is recorded, or the call goes to a person or a callback

Every call: a written record, what was done, and anything it could not do.

Hear it work

Four calls, played line by line

Scripted calls with sample data: a lesson barn after hours, a farm supply order before the office opens, a half beef asked for after supper and Kavalo's own line. Each ends as a record the team can act on in the morning.

  • It says it is automated, every time
  • It confirms only what your system confirmed
  • It hands the caller to a person when it should
Voice assistantScripted calls with sample data

A lesson inquiry after hours

7:40 in the evening. A parent calls a lesson barn. Everyone has gone home.

  1. Thanks for calling. This is the barn's automated assistant. The team has gone home for the night, but I can answer questions about lessons or take a message. How can I help?
  2. My daughter is ten and wants to learn to ride. Do you teach beginners?
  3. We do. Beginners start in a weekly group lesson on a quiet school horse. Which days suit you best?
  4. Saturday mornings.
  5. Lead recorded: beginner, age 10, Saturday mornings
  6. There are open places in the Saturday 9:00 group. May I text you the booking link? Nothing is booked until you pick a time.
  7. Yes, please.
  8. Booking link texted, with consent
  9. Follow-up for the lesson coordinator, 9:00 tomorrow

A supply order during harvest

6:15 in the morning. A regular customer calls a farm supply office that opens at 8.

  1. Good morning. This is the office's automated assistant. The team is in at eight; I can take an order or a message now.
  2. Twenty bags of the mineral supplement, same as last month. I need them by Thursday.
  3. I can help with that. What is your account number and billing ZIP code?
  4. 4187, and the ZIP is 95000.
  5. Caller verified: account and billing ZIP match
  6. Stock checked: 64 bags on hand
  7. Twenty bags for delivery by Thursday. The order is confirmed when the warehouse lead confirms it, and you will get an email with the delivery window.
  8. Draft order and delivery task sent to the warehouse lead

A half beef asked for after supper

8:20 in the evening. A family calls a cattle ranch that sells beef by the half and the quarter. Everyone is out checking water.

  1. Thanks for calling. This is the ranch's automated assistant. Everyone is out with the cattle, but I can answer questions about our beef or take a message. How can I help?
  2. We'd like half a beef for the freezer. When is the next one ready?
  3. Beef list read: two halves open for November 14
  4. Two halves are open for November 14. The price per pound and the deposit are on the order page. The final bill depends on the hanging weight, so I can't give a total tonight. May I text you the link? Nothing is reserved until the deposit is paid.
  5. Yes, please.
  6. Order link texted, with consent
  7. Inquiry and call summary saved for the ranch office

A call to Kavalo

Adapted from the simulation of Kavalo's own reception assistant, which runs its real steps and safety rules against a test system. It is not on a phone line yet.

  1. Thanks for calling Kavalo. You're speaking with Kavalo's automated assistant. This call isn't recorded; I only keep a short note of what you ask for, so the team can follow up. How can I help?
  2. We run a boarding barn and billing takes forever.
  3. That's a common one. Can I take your name and the best email, and may Kavalo contact you about it?
  4. Jordan Ellis, jordan@ridge.example.com. Yes, you can.
  5. Inquiry recorded after reading the details back
  6. That's noted. Would you like to book a free consultation now? I have Tuesday at 10, 11 or 2, Pacific time.
  7. Tuesday at 10. Yes, book it.
  8. Free consultation booked after a clear yes
  9. You're booked for Tuesday at 10. An invitation with the video link goes to your email.
Text transcripts. The assistant always says it is automated.

Allowed actions

It can only do what you approve

The assistant is given a short list of actions, each one built and tested against your system. Anything outside that list goes to a person.

  • Answer questions from the knowledge you approved, in plain words
  • Record a new inquiry with the details the caller gives
  • Read real availability from your calendar, respecting time zones, durations and capacity
  • Request a booking, or book one through your system after the caller confirms it, only where you allow that
  • Create a callback task for the right person
  • Transfer to an approved number, and take a message if nobody answers

Guardrails

Built to be trusted on your phone line

It says it is automated

Callers hear that they are speaking with an automated assistant, and how to reach a person.

It never confirms what did not happen

"You're booked" is said only after your system confirms the booking. A suggested time is not a reservation.

Private details need verification

Before discussing an existing customer's account, the caller is verified through a process you approve. Caller ID alone is not enough.

Safety and advice go to a person

No veterinary diagnoses, and no legal or financial advice. A loose horse or cattle on the road, an injured rider or animal: those calls always go to a person, and before the transfer the assistant says only the safety steps you approve, such as calling 911.

Recording and retention by policy

Whether calls are recorded or transcribed, and for how long anything is kept, follows a written policy you approve, with the notice the law requires.

Inbound only to start

The pilot answers calls. It does not make unsolicited calls or send marketing messages.

How a pilot works

One use case, measured on your real calls

  1. Choose the use case

    For example, after-hours inquiries or the busiest hour of the day.

  2. Approve the knowledge and actions

    What it may say, what it may do, where it hands off.

  3. Test before it answers anyone

    Interruptions, silence, background noise, unclear names, corrections, failed transfers and system outages, on a test number.

  4. Go live on a slice of calls

    With a person reviewing what it did each day at first.

  5. Decide on evidence

    Keep, change or stop, based on what the calls showed.

Sample conversation, scripted for illustration. Not a real call.

Assistant
Thanks for calling Sunrise Ridge Ranch. I'm an automated assistant, and I can take your question or connect you with the barn. What can I help with?
Caller
Do you have beginner lessons on Saturdays?
Assistant
Yes, there are beginner group lessons on Saturday mornings. Would you like me to check the next open times?
System
Reads availability: two open times found.
Assistant
Saturday at 9:00 or 10:30. I can text you the booking link so you can pick one. Is it okay to text this number?
Caller
Sure. Actually, can I talk to someone about my daughter's allergies first?
Assistant
Of course. That is a question for the staff, so I'll connect you now. If nobody picks up, I'll make sure someone calls you back today.
System
Transfer attempted. Callback task created if unanswered.

What it costs, in pieces

Autopilot and Guided include call minutes, 300 or 750 a month, with a set price for each minute after that. At the Dedicated level, the phone, AI and recording accounts are in your name and billed at cost, and we help you set spending limits before anything goes live. See the prices.

Options you can add

  • Spanish: the assistant answers in Spanish as well as English, once tested with you
  • Extra phone numbers, for another location or to see which ad made the phone ring
  • Missed-call text back, the lighter option: a text with your booking link when nobody can pick up
  • Chat on your website, with the same rules as the phone

All add-ons

What it is not

  • Not an unrestricted call center
  • Not a replacement for your phone system on day one
  • Not connected to your live operations until you approve it in writing

By industry

The calls it is usually given first

A pilot starts with one use case, chosen with you. Each industry has its obvious first candidates.

EquestrianLessons, rides and boardingLesson and trail ride questions after hours, real openings read from the schedule, the booking link texted after a yes, and boarding inquiries taken down for the barn manager.
AgricultureOrders, pickups and custom hireSupply and farm orders taken down for a person to confirm, what is in stock or in season read from the system, pickup times answered, and custom hire requests noted for the owner.
RanchingBeef orders and cattle callsHalf and quarter beef questions answered from what you approved, never a final total before the hanging weight is in, buyers' calls noted for the owner, and cattle out on the road put through to a person at once.

Losing calls you should be answering?

Tell us when they come in and what callers usually want. We will tell you whether a voice pilot makes sense, and what else might fix it first.

Book a free consultation Answer a few questions first

See the prices for the AI phone