For trade businesses in DACH
Turn a call into a callback your team can act on
While your team is on site, enquiries still need an owner. We help capture the request, check the handover and prepare quote follow-ups in your existing workflow. Your team controls prices, appointments and commitments.
30 minutes, no obligation. German or English. Clicking loads Cal.com (USA); the call runs on Google Meet. Prefer to write first? Ask by email. We send the draft data processing agreement and our terms on request.
- Capture
- Record the request, callback number and service location; confirm corrections with the caller.Proposed workflow · step 1 of 3
- Check
- Identify the right team, check the service area and flag uncertain details.Proposed workflow · step 2 of 3
- Assign
- Create a callback task and confirm that it reached a named owner.Proposed workflow · step 3 of 3
In short
We help capture the request, check the handover and prepare quote follow-ups in your existing workflow. Your team controls prices, appointments and commitments. Bring a recurring request and your current software. The trial fee is credited to implementation; the written proposal and terms govern the credit and any refund conditions.Last updated:
Choose the missing connection
Start with the software you already use
An existing phone or task feature may solve the problem. We first check your subscriptions, available interfaces and daily process. Custom work is useful when a necessary handover is missing and its benefit justifies the cost.
Telephone intake with a clear boundary
Capture name, contact, location and request. Separate a preferred callback window from a confirmed appointment. Do not promise a technician or diagnose a fault from an unverified conversation.
Callback tasks that reach a person
Agree an owner and fallback for each request type. If the target system fails, retain only the agreed information, flag the failure and use the approved alternative route.
Quote follow-ups with approval
Check whether a quote is still open before preparing a reminder. Pause on a reply or status change. Your team approves the message, price and terms; the assistant does not invent discounts or deadlines.
Documents attached to the right job
Prepare document labels and proposed project assignments. Similar names, uncertain addresses and missing project references go to review before filing. A tidy folder alone does not establish legal compliance.
An integration your team can operate
Confirm the exact API, export or supported connector before promising a connection. Document who maintains credentials, permissions and changes to the source software.
Test against actual office work
Use representative calls and exceptions, then compare correct assignments, missed callbacks and review time with the current process. Count incomplete requests and rework as well as successful handovers.
Operating rules
Decide what the assistant may say and do
A business in Austria, Germany or Switzerland needs rules that fit its customers, software and service area. We document the workflow; country-specific legal requirements need appropriate review.
- Clear introduction and data handling
- Use an agreed AI introduction and document which information is collected, where it goes and when it is deleted. Review recording separately; it is not a default requirement for intake.
- Urgent requests have a defined route
- Use wording and escalation routes approved by your business. Test synthetic urgent cases without live emergency numbers. The assistant must not imply that an unstaffed emergency service is available.
- Commitments stay under control
- Appointment, price, dispatch and contractual changes need an authorised source and the agreed approval. A captured request is not a confirmed booking.
- Access follows responsibility
- Limit access to customer and project data, agree service-provider responsibilities and test failure paths. Hosting location alone does not establish compliance.
How it starts
Test one complete office workflow
Intro call
Free
Bring a recurring request and your current software. We identify the missing step and check whether an existing function already covers it.
Trial run
from €2,500
Agree a sample, acceptance criteria and cost assumptions. The trial fee is credited to implementation; the written proposal and terms govern the credit and any refund conditions.
Implementation
Fixed fee in your proposal
Scope the integration, approvals, testing and team handover before work starts. Delivery timing and any ongoing operation or support are agreed separately.
The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. 30 min · remote · no obligation. And if AI isn't the right tool, we'll say so.
Fair questions
What trade businesses ask first
01What happens if the AI gets something wrong?
By default your team approves every message before it goes to a customer, so a wrong draft is found before it is sent. The system logs every draft and every approval. If something wrong still goes out, the log shows which draft was approved, and we correct the workflow. If the result does not do what your proposal states, we fix it at no charge.
02Should we start with our current trade software?
Yes. Check its telephone, task and quote functions against your actual cases. Our accompanying guide links official examples from HERO and Plancraft. Add a separate tool or custom integration only where the existing setup falls short.
03Can the assistant book appointments?
Only if the selected setup supports the required calendar checks and booking rules, and these pass acceptance tests. Otherwise it records a preferred time and creates a callback task. It should say which outcome occurred.
04Will it understand callers throughout DACH?
Test local accents, street names, background noise and callers correcting themselves. A vendor demonstration is not evidence for your service area. Uncertain details should be confirmed or passed to a person.
05Can it send quote reminders automatically?
Begin with reviewed drafts. Any later automatic sending needs clear eligibility, fresh quote status, an appropriate contact basis and a stop rule when the customer replies or the job changes.
06What happens if the office system is unavailable?
The workflow should flag the failed handover and follow an agreed fallback. It must not claim a task or appointment exists until the target system confirms it. We include this in the acceptance test.
07How do we know whether it is worth the cost?
Measure a representative sample of requests before and during the trial. Compare useful completed handovers, staff review time and operating cost. Include setup, telephony and maintenance rather than evaluating only a monthly software fee. The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. Read the article with the cost examples. Calculate with your own numbers.
Robert Van YsendyckFounder & Managing Director
Bring one example. We will map the handover and check whether an existing tool already solves it.