AI phone agent cases by email to your inbox
We explain how the AI phone agent turns calls into emails. Read about when this fits your business and how it differs from a system integration.
An AI phone agent collects details during the call and turns them into a structured email. The case arrives in your inbox instead of the caller connecting to a person. This method fits companies that distribute tasks from a shared address or work in a system that reads incoming emails.
What is inside the message from the agent?
Every case is handed over in a structured email. The details appear in the same order every time. The email shows who called and what the matter is about. You get a summary of the dialogue and contact details for a callback.
The agent gathers the information you ask for. It also classifies the case based on your rules. This helps you assess urgency and decide who should handle the matter.
Who gets the information on your end?
The AI phone agent is designed to understand what the caller wants. The email can go to different receivers at your company depending on the topic. If the call is about an invoice, the message goes to the finance department. If it is a fault report, it goes to your support team.
This method fits a company that already distributes tasks from a shared inbox. Many ticketing systems also receive emails at a specific address and turn them into cases. This means you can use your current routines.
When emails fit better than call transfers
Many questions require no answer during an ongoing call. The agent then gathers the information. Your staff take care of the matter when they have time. More calls get answered without delay and the caller avoids waiting in line.
The alternative is to transfer the call. The caller then speaks with the agent first and with your staff after that. This fits urgent problems that require a conversation in real time.
How an inbox delivery differs from an integration
Once the agent is connected to your system, it can register the details there during the call. This requires that your system has an API and that you order access from your system vendor.
Without an integration, the case is handed over in a structured email. You can then begin without any system requirements. You can choose to start with a limited scope via email. When it works well, you build an integration.
- Does your current ticketing system read incoming emails?
- Does your system vendor have an API to create cases?
- Does the caller need an answer in real time from a person?
How Real Talk forwards the collected details
With Real Talk you get started from the first day without an integration. The case arrives in your inbox. When the conversation ends, an email lies ready with who called, what the matter is about and a summary. All data is stored and processed in data centres within the EU.
In the next step, the case can go straight into the system if your vendor has an API. You order API access from your system vendor. We send the specification, guide you through the process and then build the integration from our side at no cost.
Frequently asked questions
Does the agent understand when the customer explains in their own words?
Yes, the agent is designed to understand what the caller wants. The caller states their issue using their own words. The agent asks follow-up questions and then creates a summary.
Which languages does the AI phone agent speak?
It commands Swedish, Norwegian, Finnish, Danish and many other languages. The agent can switch languages mid-call if the caller prefers it. The text in the email follows the guidelines you have set up.
How do we get started if we want to try the service?
You send your existing material exactly as it is. We then build a demo agent. You call and try it yourselves before we let real traffic through.
This guide is written by Real Talk, the Nordic AI phone agent.