What I build · The Phone Assistant
You are busy. The phone rings. Somebody else gets the job.
The Phone Assistant answers when you cannot. It asks the customer the right questions and puts the appointment or callback note in your calendar. No voicemail, no missed job.
Tuesday 14:12. You are busy. A customer messages.
- Hi, good afternoon. Our boiler has stopped working, we have no hot water. Would you have time this week? Regards, Peter Bakker
- Hello Peter, good afternoon! You are chatting with the phone assistant of Jansen Installations. No fun, we will get on it quickly. What is the address, and is there an error code on the boiler?
- Molenweg 4 in Amersfoort. It says E1 and something, it is not leaking.
- Thanks. I am putting it down as urgent for Mark; he calls you today before 17:00 to fix a time this week.
- Great, thank you!
What is in your system at 14:14
- Who
- Peter Bakker, number from the message
- Where
- Molenweg 4, Amersfoort
- What
- Boiler, no hot water, error code E1
- Urgency
- Urgent · call back before 17:00
- Lands in
- Your calendar as a call-back slot, your software as a report
And on your phone
How it works
- The customer calls or messages, the Phone Assistant responds
If someone calls and you do not pick up after four rings, or someone sends a message, the assistant takes the conversation. In the first line it says it is an AI assistant, and then asks what is going on, where, and how urgent.
- Within a minute it is in your system
Name, address, what is broken and when suits them: as a message on your phone, and as a request in your calendar or your software.
- You get in touch when it suits you
Urgent goes to the top, the rest waits neatly. A customer who gets an answer today does not go straight to the competition.
What happens when you do not pick up
82%
say they call a competitor when nobody picks up
58%
leave no voicemail when you don’t answer
14%
of calls to installation and service businesses go unanswered
Sources: CallRail, a survey of 1,000 consumers (2025) and an analysis of 1.1 million leads at service businesses (January 2025). American figures, so read them as a direction, not as law. These are not results from Looped customers — there are none yet.
What changes
| When | Now | With The Phone Assistant |
|---|---|---|
| You are busy on a job | Voicemail. You hear it at six. | Answered, questions asked, put into your system. |
| Evenings and weekends | Missed. By Monday the job is gone. | Answered, with the request and the urgency noted. |
| Two callers at once | One gets put on hold and gives up. | Both spoken to. |
| Afterwards | You do not know who called or what about. | Every call summarised and readable. |
The assistant says in the first line that it is an AI assistant, on the phone and in the chat. The EU AI Act requires it and it is built in.
What you get
- A call script in your words: what you do, where, and what you do not take on
- Forwarding to you or a colleague when it is urgent
- Connected to your calendar, your mail and WhatsApp
- Your existing number stays your number; forwarding when there is no answer
From call to live
- The scan, then a callTwenty minutes, free
- BuildingTwo to four weeks
- HandoverAn afternoon
Five questions
Does the customer hear it is a phone assistant?
Yes, in the first line, on the phone and in the chat. The EU AI Act requires it since 2 August 2026, and it sounds better than a surprise halfway through.
What if the customer insists on a human on the line?
Then the customer says so, and is put through or called back. The assistant does not insist.
Does it work with my existing number?
Yes. I switch on forwarding when there is no answer, so your number stays your number.
What happens to the call itself?
A summary is written; I do not keep the recording unless you want that. A data processing agreement comes with every job as standard.
Does it work via WhatsApp too?
Yes. Whether a customer calls or sends a message, the assistant picks up both, with the same questions and in the same tone. The example above is such a message.
Does this fit your week?
Twenty minutes, and you know whether it is worth building. Pick an evening or a Saturday morning in the calendar; it only loads when you tap the button.
Book a callMail always works; you hear back within two working days. info@loopedautomations.nl