How to Automate Phone Calls with AI Agents: A Complete Guide

Learn why your business should be opting for automated ai phone call system to exceed customer expectations and transform workflows.

Nov 20 2025

TABLE OF CONTENT

To automate phone calls you need a trusted vendor or a platform to build AI Agents tailored to your business needs. Choosing a right platform makes it easy to automate any use-cases for your business and it is very crucial in this GenAI era that how AI Agents offer multiple benefits, efficiency and scalability.

You can either create AI Agents yourself using a no-code platform or hire an expert to build from scratch for you.

Let us face it, handling customer calls one by one is slow, expensive and exhausting for your team. You might even find yourself constantly hiring, training & managing agents just to keep up with demand. And thats not even counting the risk of burnout or employee turnover!

But now with an automated phone call system you can streamline your operations. Automate phone calls with AI agents to make thousands of call every day faster, easier and without stretching your team thin. Automated phone calls for businesses are the smarter way to save time, cut costs & keep things running smoothly. Sound good? Let us dive in!

As per one of the Voice AI market forecast - 89% of customers prefer brands that offer voice AI support as part of their service experience. - Source

What are automated phone calls & how does it work?

Automated phone calls are AI-driven or pre-recorded systems that are capable of making an outbound or receiving inbound call through a dialer.

Businesses use automated phone calls to handle customer support queries, make outbound calls for payment reminders, run survey campaigns or more.

Here’s how AI Agents automate phone calls

Call gets triggered or call is received to system
AI or pre-recorded message is played, AI-powered Voice AI Agents can understand and respond to queries in real time.
Speech to text (ASR) – Converts speech to text
AI generates response based on user query
Text-to-speech (TTS) – Converts response into natural, human-like speech and user gets an answer to their query.

Automated phone calls lets businesses engage with customers in a personal and conversational manner with the help of AI.

Automated ai phone calls are a powerful way to stay connected with your customers, 24/7/365. Voice automated calls can handle everything from confirming delivery times to following up on inquiries. Its an efficient solution that helps you scale your communication without overwhelming your team.

Check how automated debt collection phone call works powered by LEXI

How to Automate phone calls for your business

If you are new to these terms and want to try for AI Agents for your business then you are at the right place

To get started with automated calls you need to

Identify your business use-cases which you want to automate, such as customer support, sales, surveys or collections.
Select a reliable platform or vendor – building AI agent from scratch it a very time consuming and tedious task to do unless you are a pro developer and have technical knowledge about python and LLMs, so it is good to find a good platform that lets you build no-code AI Agent or a vendor that helps you build one.
Based on your business use-cases build a call flow that leads user to a satisfactory answer or fallback to a human agent if you want to offer that option, if you are finding it difficult to think and build a call flow then opt for a platform that lets you build AI agent flow with just a prompt like Floatbot.AI, with Floatbot.AI you can build a call workflow with just a prompt.
Integrate with your backend systems to push and pull data from your system that makes your AI agent more dynamic.
Test your flow with a happy path and few negative cases that might help you make your AI agent full proof. Even this can be automated, with Floatbot.AI you can automate testing your AI Agents, it adds all the test cases based on your inputs and show you the results.
Deploy your AI agent and analyse its performance, to check how your customers are taking this, you can first try for few calls and check their experience with the AI Agent, if all works well then you can deploy it fully.

What are the benefits of automating business calls with AI Agents?

Make thousands of phone calls in fraction of time, cut costs & boost CSAT all without adding extra staffs. With automated phone calls, it’s not only possible, its already happening. Automated phone answering system for businesses can save you time, money and effort while allowing you to communicate more effectively with your customers.

24x7 Availability

Human agents are available for limited time but an AI agent can answer to customer queries 24x7, there could be limitation on how many queries a human can answer but with AI Agents it is very easy to scale up or down depending on your business needs, and an AI agent can handle multiple queries at a time.

Reduced Agent Workload

Automating routine queries help human agents save time which lets them focus on other important tasks. Automating routine queries at least saves 50% of human agent’s time.

Cost Savings

With increased business demand, overtime there rises need to increase support staff. Hiring support staff increases cost and time to train those agents to meet your business goals. But with AI agent you don’t need to hire more staff, one AI agent is enough to handle thousands of queries at once. AI agents can be easily scaled up or down, this saves a lot of money and time.

Improved Customer Experience

With automated calls customers need not to wait to connect with a human agent, they get reply to their queries instantly. Not just replies but  you can keep your customers in the loop, whether it’s overdue reminders, payment notices or updates. Reduce missed or late payments, boosting customer satisfaction & loyalty.

Here are few best practices to implement AI voice agents for your business

Start small, maybe with just 2 to 3 use-cases – It might look exciting to automate all business operations at once, but if you are just starting with AI automation then you should start with few use-cases and build once you start getting good ROIs.
Keep conversations natural – Even if people like to talk to AI agents, they always want to have natural human like conversations, no one wants robotic voice and static replies to their questions. Keep your call flow natural and conversational.
It is good to have fall-back to human agent – When you are just starting with an automation you don’t want people to bounce from your business because they couldn’t connect to human agent. Hence, you must include fall-back option in your call flow or whenever user wants to.
Monitor call logs and analyze user behaviour periodically – you must go through analytics and user behaviour for your AI agent, how people are responding, what kind of assistance people are expecting, also keep a check if AI is not able to respond to any queries, if required you need to train AI overtime with new data or any missed information.
Data privacy and security – Make sure you comply to all the data privacy and security laws, PII should be maintained before user shares any of the private information and user should be well informed beforehand for sharing any private data.

What are the features to look for in a platform before deciding a vendor?

When you are looking to automate phone calls in industries like insurance, collections, banking or lending, there are some important features you will want to have to make sure the system works smoothly for you and your customers.

Advanced voice recognition

Your automated phone call system needs to understand natural speech and respond accordingly. So this means your customers can speak freely and get the right answer without needing to press multiple button. Whether they are asking about an insurance claim status, checking a loan balance, or inquiring about a payment, the system can handle it all, improving both efficiency and customer satisfaction.

Customizable call flows

Every business has different needs. With customizable call flows, you can set up automated phone systems to work the ways you want. In insurance, for eg., you can design call flows for policy updates or claims follow ups. In collections, you can set up different routes for payment reminders or overdue account notifications. Customization helps streamline your processes and makes sure calls go exactly where they need to.

Bot interruption

When customers talk to a voicebot, they might suddenly ask a question, interrupt or speak over the bot. Its important that your automated phone call system can handle these interruptions smoothly without getting confused or giving the wrong information. A reliable, automated call platform will keep up with unexpected changes in the conversation, like background noise or sudden questions, and still provide accurate, helpful answers.

Human sounding voice

Gone are the days of robotic, hard-to-understand voices. Automated call systems now use human sounding voices that make interaction feel natural & comfortable for your customers. Whether its explaining a loan process or confirming insurance details, a smooth, conversational tone builds trust and helps customers feel more at ease.

Multi-Lingual capabilities

This is a ‘diverse market’ era, being able to communicate in multiple languages is KEY. Multi lingual support allows you to serve customers in their preferred language, whether it's English, Spanish, Croatian or others, expanding your reach and improving customer satisfaction.

Integration with CCaaS (Contact Center as a Service)

To make the most of your automated phone system, integrating with a CCaaS platform is a smart move. Why would any business not want seamless communication across channels—whether it’s phone, email or chat. It centralizes all customer interactions, making it easier for your team to manage, track and respond to customer needs efficiently.

Looking for more features? Check out how to choose voicebot platform for your business.

Few challenges you might face while automating phone calls and how to overcome them

Handling complex queries – There might be scenarios where AI is not able to understand or handle a few complex queries. You need to make sure you are giving the option to connect to a live agent for such scenarios or train your AI model so that it is able to understand complex queries.

Accents and language variations – Your AI agent should be capable of understanding all kinds of accents across all the languages you offer.

Integrations with legacy systems – Some integrations with an AI agent might be tricky and not so straightforward. You need to consider all such integrations beforehand so that you are clear on how to proceed with the call flows and how you will push that data into your systems once the call is completed.

Maintaining compliances (TCPA, GDPR, and more) – Considering security and compliance is very important. You might ignore it at first, but in any disputes, this is the first point where you might get into trouble, especially if you belong to the financial sector. Do thorough research and consult your lawyer for all the compliance regulations.

Conclusion

In today’s GenAI world, AI-powered call automation is no longer a future but it has become necessity for businesses. By deploying voice AI agents for call automation, businesses can handle high call volumes without adding staff, can deliver good customer experience and instant responses and provide consistent CX at scale. If you’re just getting started, make sure to evaluate all aspects in advance so you can get the maximum value from your AI automation.

Floatbot.AI is one such enterprise-grade, no-code GenAI powered conversational AI platform that helps with AI automation, schedule a demo if you would like to see voice AI in action.

FAQs

What are automated phone calls?

Automated phone calls are AI-driven or pre-recorded systems that can make outbound or receive inbound calls without human intervention. They can answer queries, collect information, and complete tasks using Voice AI.

How do AI Agents automate phone calls?

AI Agents automate calls using speech recognition (ASR), natural language processing (NLP), and text-to-speech (TTS) to understand queries and respond in real time.

What types of calls can be automated with AI?

Businesses can automate customer support, sales follow-ups, payment reminders, appointment confirmations, surveys, collections, onboarding calls, and more.

Is it easy to set up automated phone calls for my business?

Yes, especially with no-code platforms like Floatbot.AI. You only need to define your use cases, give a prompt to build a call flow, integrate your systems, test, and deploy. It can be deployed within few days.