Blog / / 7 min read
Rolling out a voice assistant in a sales office. Two weeks, step by step
Rolling out a voice assistant in a developer's sales office takes two weeks from kick-off to the first call it answers. You hand over the price list, answers about the development and access to the calendar. We build the assistant and test it on real calls. We start with one development and after-hours calls only.
Who does what
Most of the work is on our side. Your team joins a few conversations and hands over material it usually already has.
| Step | What we do | What you provide | Your team's time |
|---|---|---|---|
| 1. Call | Ask how your sales line works today, show the demo | Your sales director on the call | 30 minutes |
| 2. Mapping | Trace a call from the first ring to the viewing | Answers about your sales process | One session with the director and a salesperson |
| 3. Kick-off | Connect the price list, calendar and CRM | Price list, development FAQ, calendars, transfer number, recording decision | One person gathering material |
| 4. Build | Build the assistant, run test calls | A few people to call as buyers, and sign-off | Test calls and listening back |
| 5. Care | Weekly report, updates, tuning | Answers to questions the assistant couldn't answer | Reading the report |
Step 1. Call: 30 minutes, no commitment
After the first call you know whether an assistant makes sense for your sales office. It takes 30 minutes and commits you to nothing.
We ask how many developments you sell, who answers the phone today, what happens to calls after 5 pm and at weekends, and where leads end up. Then we show the demo, which you can call yourself.
There is nothing to prepare. One number helps: how many calls reached your sales line after hours last week. Our piece on after-hours calls to the sales office explains why it matters.
Step 2. Mapping: we map your sales process
Mapping traces a call from the first ring to a viewing at your office. We then set the assistant up to handle calls the way your salespeople do.
We settle:
- where callers come from: property portals, the site banner, the development's website,
- your office hours and who answers the phone,
- what a salesperson wants in a lead, and who should get it,
- when the assistant transfers the call to a person,
- what the assistant stays away from: discounts, promotions and negotiation stay with you.
Here we also choose where to start. We suggest one development, after hours only. During office hours your phones ring as they do today. Other setups are covered in what the assistant does on your sales line.
From your side, it takes one session with your sales director and the salesperson who answers the phone most often. You then approve a short write-up of how calls will run.
Step 3. Kick-off: price list, calendar, CRM
Kick-off is the day we have your material and access. The two weeks to the first call start then.
What to prepare:
- Price list. The same one you publish daily on your website. The assistant reads the current version, so a sold unit drops out of its answers. See Poland's price transparency law.
- Development FAQ. Finish standard, completion dates for each building, parking spaces and storage units, payment schedule, the sales office address and opening hours.
- Your sales team's calendars. When viewings can be booked and how long one lasts.
- CRM or an email address. That is where the lead and the call summary go.
- A transfer number. The assistant puts callers through to it while the office is open.
- A recording decision. Whether calls are recorded and how long you keep recordings. Plus a data processing agreement.
You already have most of this in the price list, the brochure and the website. One person from sales or marketing usually pulls it together. The most useful item is a list of the questions buyers ask most, written down by your salespeople.
Step 4. Build: two weeks to the first call
Over two weeks we build the assistant on your material, connect the calendar and CRM, then test it with calls over a real phone. The number goes live only once the tests pass.
The assistant says it is an AI assistant in its first sentence. Article 50 of the EU AI Act requires it, as we cover in AI Act Article 50 and voice assistants.
Testing follows fixed rules. At least three different people call, because one voice proves nothing. At least ten calls go through an ordinary phone. Callers play buyers in their own words, with pauses and hesitation, without reading a script.
We focus on the hard cases:
- A discount request. The assistant promises nothing and offers a meeting with an advisor.
- A question it can't answer. It says so and notes the question for a salesperson.
- A sold unit. It says the unit is sold and suggests a similar one that is available.
- A caller who interrupts. The assistant stops talking and answers the new question.
- A long answer with pauses. It waits until the caller is done.
- Asking for a person after hours. It agrees a time for an advisor to call back.
To pass, the assistant may talk over the caller at most once per ten test calls and must make zero mistakes in prices or unit status. If the result is worse, we fix it and test again.
We need a few of your salespeople to call in as buyers, ideally the ones who take the most buyer calls. Then you listen to a selection of calls and sign off the launch.
Step 5. Care: price updates, tuning, reports
After launch you get a report every week, and we make sure the assistant keeps saying what your team says.
The report covers four things:
- how many calls the assistant answered,
- how many of them came in after office hours,
- how many viewings it booked,
- the questions it couldn't answer.
That last item is a to-do list. You answer those questions, we add the answers, and the list gets shorter week by week. When the price list changes, the assistant reads the new version. Tell us about a promotion, a new phase or new office hours, and we add it to the assistant.
We also rework phrasing that confused callers. Once after-hours runs smoothly, you can add another development, or have the assistant pick up whenever nobody on the team answers.
An evening lead is waiting in the CRM by morning, summary included, so your salesperson calls back prepared. On why callback speed matters, see speed to lead in new-build sales.
Frequently asked questions
How much of our sales team's time will it take?
Not much. Your sales director joins the first call and the mapping, one salesperson joins the mapping, and a few make test calls. After launch, someone reads the weekly report. Office hours stay as they are.
What if we don't have a CRM?
The lead goes to an email address you choose, with the same call summary. You can connect a CRM later.
What if the assistant fails the tests?
It doesn't go on your number. We fix what failed and test again until it passes.
Can we cover all our developments at once?
You can, but we suggest starting with one. After a few weeks the report shows what buyers ask about, and the next developments go live with that knowledge built in.
Where to start
Before the first call, check two things: how many calls reached your sales line after 5 pm and at the weekend last week, and whether answers to buyers' most common questions are written down in one place. Then book a 30-minute call. If you want to hear the assistant first, call the demo with Zosia.