AI Calling Software: Complete Guide to Voice AI for Business & AI Phone Agents (2025)

Discover the best AI calling software and voice AI for business. Learn how AI phone agents, automated calling systems, and AI receptionists can transform your customer communications.

Estimated reading time: 7 minutes

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What is Voice AI?

Voice AI uses artificial intelligence to handle phone calls, conversations, and voice interactions automatically. According to Gartner, 70% of customer interactions will involve AI by 2025.

With Voice AI, Indian businesses can answer calls 24/7, qualify leads, book appointments, and provide support — without hiring additional staff.

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Why Voice AI for Business Matters

The Cost of Missed Calls

Scenario	Impact
Missed call from new lead	₹5,000-50,000 lost opportunity
Call during lunch/after hours	60% of calls go unanswered
Long hold times	75% hang up after 1 minute
No follow-up call	80% of leads never contacted again
Delayed response	78% buy from first responder

Source: Harvard Business Review

Voice AI Benefits

• 24/7 Availability — Never miss a call, even at 3 AM
• Instant Response — Answer in under 1 second
• Cost Savings — 80% cheaper than human agents
• Scalability — Handle 1,000+ simultaneous calls
• Consistency — Same quality every interaction
• Multilingual — Hindi, English, Tamil, Telugu support

Voice AI Statistics

Metric	Value
Businesses using voice AI by 2025	50%+
Cost reduction vs human agents	60-80%
Customer satisfaction improvement	25%
Call handling capacity increase	300%
Lead qualification accuracy	85%+

Source: McKinsey

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AI Calling Software: Key Capabilities

What AI Calling Software Can Do

Capability	Description	Use Case
Inbound calls	Answer and route calls	Customer support
Outbound calls	Make automated calls	Lead follow-up
Lead qualification	Ask qualifying questions	Sales pipeline
Appointment booking	Schedule meetings	Service businesses
Payment reminders	Collect overdue payments	Collections
Surveys	Gather feedback	Customer research
Notifications	Deliver alerts	Appointment reminders

AI vs Human Call Handling

Factor	AI Calling	Human Agent
Availability	24/7/365	8-10 hours/day
Response time	< 1 second	30+ seconds
Cost per call	₹2-5	₹15-30
Simultaneous calls	Unlimited	1 at a time
Consistency	100%	Variable
Scalability	Instant	Weeks to hire
Languages	Multiple	Limited
Fatigue	Never	After 4-6 hours

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AI Phone Agent: Features & Functions

Essential Features Comparison

Feature	Basic	Professional	Enterprise
Inbound call handling	✅	✅	✅
Outbound calling	❌	✅	✅
Natural language processing	Basic	Advanced	AI-powered
Voice customization	2 voices	10+ voices	Custom voice
CRM integration	❌	✅	✅
Call recording	✅	✅	✅
Transcription	❌	✅	✅
Sentiment analysis	❌	✅	✅
Multi-language	English only	5 languages	20+ languages
Analytics	Basic	Advanced	Predictive

AI Phone Agent Capabilities

1. Intelligent Call Routing

• Understand caller intent
• Route to right department
• Transfer to human when needed
• Integration with Inbox

2. Lead Qualification

• Ask qualifying questions
• Score leads automatically
• Update CRM in real-time
• Trigger automations

3. Appointment Scheduling

• Check calendar availability
• Book appointments instantly
• Send confirmations via SMS
• Sync with Google Calendar

4. FAQ Handling

• Answer common questions
• Provide business information
• Share pricing details
• Direct to Website Chat for more

5. Payment Collection

• Send payment reminders
• Process payments over phone
• Integrate with Payments
• Generate Invoices

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Automated Calling System: Use Cases

Industry Applications

Real Estate

Use Case	AI Script	Result
Lead follow-up	“Hi {name}, I’m calling about your inquiry on {property}. Are you still interested?”	40% contact rate
Site visit reminder	“Your site visit is tomorrow at {time}. Reply 1 to confirm.”	60% fewer no-shows
New listing alert	“A new {type} in {location} at ₹{price} just listed. Interested?”	25% engagement

Healthcare

Use Case	AI Script	Result
Appointment reminder	“Your appointment with Dr. {name} is tomorrow at {time}. Press 1 to confirm.”	50% fewer no-shows
Follow-up care	“How are you feeling after your visit? Press 1 for good, 2 for concerns.”	30% more feedback
Prescription refill	“Your prescription for {medicine} is ready. Press 1 to confirm pickup.”	85% confirmation

Coaching & Consulting

Use Case	AI Script	Result
Discovery call booking	“Thanks for your interest! I can help schedule your free strategy call. What day works best?”	35% booking rate
Session reminder	“Your coaching session is in 1 hour. Join link sent to your email.”	90% attendance
Renewal reminder	“Your coaching package expires in 7 days. Ready to continue your journey?”	45% renewal

E-commerce

Use Case	AI Script	Result
Order confirmation	“Your order #{id} is confirmed. Delivery by {date}. Press 1 for tracking.”	95% satisfaction
Delivery update	“Your package is out for delivery. Someone should be available.”	40% fewer failed deliveries
Abandoned cart	“Hi {name}, you left items in your cart. Want me to help complete your order?”	15% recovery

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AI Receptionist: 24/7 Front Desk

What an AI Receptionist Does

Function	Description	Benefit
Greet callers	Professional welcome message	First impression
Route calls	Direct to right person/dept	Efficiency
Take messages	Record and transcribe	No missed info
Answer FAQs	Business hours, location, pricing	Self-service
Book appointments	Real-time scheduling	Convenience
Qualify leads	Ask key questions	Sales efficiency
Transfer calls	Warm handoff to humans	Seamless experience

AI Receptionist vs Traditional Receptionist

Factor	AI Receptionist	Human Receptionist
Monthly cost	₹3,999 (with Aadir)	₹15,000-25,000
Availability	24/7/365	8-9 hours/day
Sick days	Never	10-15 days/year
Training time	Instant	2-4 weeks
Simultaneous calls	Unlimited	1-2
Languages	Multiple	Usually 1-2
Consistency	100%	Variable
Scalability	Instant	Hiring required

Setup Guide

Step 1: Configure Greeting

"Thank you for calling {business_name}. I'm Avya, your AI assistant. 
How can I help you today? You can say things like 'book appointment', 
'speak to sales', or 'business hours'."

Step 2: Define Call Flows

• Sales inquiries → Qualify → Book demo → CRM
• Support calls → FAQ → Ticket → Inbox
• Appointments → Check availability → Book → SMS confirmation

Step 3: Set Business Rules

• Business hours: Route to team
• After hours: AI handles + takes message
• VIP callers: Priority routing
• Emergency: Immediate transfer

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Voice AI Implementation Guide

Getting Started Checklist

• ✅ Define use cases (inbound, outbound, or both)
• ✅ Map call flows and scripts
• ✅ Integrate with CRM
• ✅ Set up call recording and transcription
• ✅ Configure automations for follow-up
• ✅ Test with sample calls
• ✅ Train team on handoff procedures
• ✅ Monitor analytics and optimize

Voice AI Script Best Practices

Do:

• Keep greetings under 10 seconds
• Use natural, conversational language
• Offer clear options (max 3-4)
• Confirm understanding before proceeding
• Provide easy human transfer option
• Match brand voice and tone

Don’t:

• Use robotic or formal language
• Create deep menu trees
• Force callers through unnecessary steps
• Ignore caller frustration signals
• Forget to test in regional languages
• Skip call quality monitoring

Call Flow Example

Caller: "I want to book an appointment"
↓
AI: "I'd be happy to help you book an appointment. 
     What service are you interested in?"
↓
Caller: "Dental checkup"
↓
AI: "Great! I have openings tomorrow at 10 AM, 2 PM, or 4 PM. 
     Which works best for you?"
↓
Caller: "2 PM"
↓
AI: "Perfect! I've booked your dental checkup for tomorrow at 2 PM. 
     You'll receive a confirmation SMS shortly. Anything else?"
↓
[Trigger: Send SMS via [SMS Marketing](https://www.aadir.biz/solutions/sms-text-marketing)]
[Trigger: Create appointment in [CRM](https://www.aadir.biz/solutions/crm)]
[Trigger: Add to [Email sequence](https://www.aadir.biz/solutions/email-automation)]

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Voice AI Pricing Comparison

Provider	Per Minute	Monthly Base	Features
Bland AI	₹4-6/min	₹8,000+	Basic
Vapi	₹3-5/min	₹6,000+	Advanced
Retell AI	₹5-8/min	₹10,000+	Enterprise
Air AI	₹6-10/min	₹15,000+	Premium

Hidden Costs to Watch

• Per-minute charges add up quickly
• Transcription fees
• API call limits
• Premium voice charges
• Integration costs
• Support fees

All-in-One Value with Aadir

Instead of paying separately:

• Voice AI: ₹8,000/mo
• CRM: ₹2,000/mo
• SMS: ₹1,500/mo
• Email automation: ₹2,000/mo
• Automations: ₹1,000/mo

Get everything with Aadir Voice AI at ₹3,999/month — unlimited users, all channels included.

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Voice AI Metrics

Metric	Benchmark	How to Improve
Answer rate	95%+	Reduce ring time
Call completion	80%+	Better scripts
Transfer rate	< 20%	Improve AI training
Customer satisfaction	4.5/5	Natural conversation
Lead qualification	85%+	Better questions
Appointment booking	30%+	Clear CTAs

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Multi-Channel Integration

Combine Voice AI with:

• AI Chatbot for website visitors
• Website Chat for live support
• SMS for confirmations
• WhatsApp for follow-up
• Email for nurturing

Manage all conversations in Unified Inbox.

Let AI Employee (Avya) handle calls, chats, and messages — 24/7.

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Getting Started with Voice AI

1. Define your call use cases
2. Create conversation scripts
3. Set up CRM integration
4. Configure call routing rules
5. Enable automations for follow-up
6. Test with sample calls
7. Launch and monitor analytics