DeskCaller

AI Receptionist for Marketing & Design Agencies
Answer New Business Calls During Client Meetings

Answer calls during strategy sessions, book discovery calls 24/7, qualify budget and services instantly, capture after-hours ad traffic. Stop losing £30K-£80K annually to agencies who simply pick up the phone. Live in 48 hours.

See How It Works
24/7
Every call answered, day or night
Every call
No voicemail, no hold queue
Hands-free
Answered while you are working

Why Agencies Lose New Business

Every missed new business call (£5K+ per client) goes to competitors who answer in 2 rings. 82% of prospects expect immediate response to sales enquiries.

Can't Answer New Business Calls During Client Meetings

You are in strategy sessions, client presentations, and creative reviews 4-6 hours daily. New business enquiries (£5K+ per client) arrive during meetings and reach voicemail. Prospects call 3-5 agencies simultaneously, booking discovery calls with whoever answers first. 82% expect immediate response to sales enquiries. Your voicemail says 'Leave a message' while competitors book the consultation call instantly. You lose £30K-£80K annually to agencies who simply pick up the phone.

After-Hours Enquiries Go Unanswered While Campaigns Run 24/7

You run Facebook ads, Google PPC, and content campaigns 24/7, but your team stops answering calls at 6pm. Prospects clicking 'Call Now' from evening ads (40% of daily budget spend) reach voicemail or overseas call centers with thick accents that damage your premium brand positioning. They book with competitors offering professional after-hours service. After-hours calls represent 35% of inbound enquiries but 0% of your bookings.

Junior Team Members Answering Calls Instead of Doing Billable Work

Your account managers and strategists (£40-£80 per hour billable) waste 8-12 hours weekly answering repetitive questions: 'Do you do SEO?', 'How much for social media management?', 'Can you send a proposal?' Fielding low-quality enquiries (tyre kickers, students, broke startups) diverts high-value talent from client delivery. You need 20 billable hours weekly to break even per employee but lose 15-20% to phone duties and unqualified lead screening.

Built for Marketing & Design Agencies
From Lead Qualification to Discovery Call Booking

Your AI receptionist handles new business enquiries, budget qualification, and discovery call booking while your team focuses on client delivery.

Service Capability Qualification & Routing

Prospects ask: 'Do you do SEO, PPC, social media, web design, branding?' AI identifies service need (digital marketing, creative services, strategy consulting, media buying, PR), qualifies budget range (£2K-£5K per month, £5K-£15K, £15K+ retainers), routes high-value enquiries (£10K+ projects, enterprise accounts) to senior partners, screens out low-budget requests (sub-£1K per month, spec work, one-off logo design).

Discovery Call & Strategy Session Booking

New business prospects want immediate meetings. AI checks team calendar (Google, Outlook), offers next available discovery call slots (typically 30-60 minute blocks), books with appropriate team member (junior for SMB, senior for enterprise), sends calendar invite with pre-call questionnaire (industry, current challenges, budget, timeline), confirms via email and SMS. No back-and-forth scheduling emails, instant booking 24/7.

Campaign Brief & Client Intake Collection

Clients calling about new campaigns provide: industry, target audience, campaign goals (leads, brand awareness, sales), current marketing efforts, budget, launch timeline. AI captures brief details, creates intake record, routes to account manager with context. No manual data entry, brief arrives organised and ready for proposal development. Cuts intake time from 45 minutes to 5 minutes.

Budget Range Pre-Qualification

Before wasting senior time on discovery calls, AI asks: 'What budget range are you working with for this project?' Prospects select: under £2K, £2K-£5K, £5K-£15K, £15K+, or ongoing retainer. Sub-£2K enquiries route to self-service resources or junior staff. £15K+ enterprise leads escalate immediately to partners with SMS alert. Filters 40% of low-quality enquiries before they consume senior bandwidth.

Industry & Use Case Matching

Agencies specialise by vertical (SaaS, e-commerce, professional services, healthcare, B2B manufacturing). AI asks: 'What industry is your business in?' and 'What is your primary marketing challenge?' Routes SaaS to performance marketing team, e-commerce to conversion optimization specialist, B2B to LinkedIn/ABM expert. Ensures prospects speak with team members who understand their specific vertical and pain points.

Case Study & Proof Point Requests

Prospects researching agencies ask: 'Do you have case studies in [industry]?', 'What results have you achieved for similar businesses?', 'Can you send your portfolio?' AI sends industry-specific case studies via email (SaaS case studies to SaaS prospects, e-commerce to e-commerce), provides ROI examples (3x ROAS, 250% lead increase, £1.2M revenue attributed), links to portfolio and testimonial page, flags hot leads requesting detailed case studies for immediate follow-up.

HubSpot, Monday & Asana Integration

Every enquiry syncs with HubSpot CRM (most popular agency CRM), Monday.com (project management for campaigns), Asana (creative workflow), or ClickUp (all-in-one agency ops). New leads auto-create in CRM with service interest, budget, and timeline. Discovery calls appear in team calendar instantly. Intake briefs attach to client record. No manual data entry, zero context lost between call and follow-up.

RFP & Proposal Request Handling

Enterprise prospects calling with RFPs (requests for proposal) provide: company size, project scope, selection timeline, budget range, decision criteria. AI captures RFP details, asks key qualification questions (are you evaluating other agencies? what is decision timeline? who are decision makers?), routes to new business director with full context, sends confirmation email with next steps. Senior team only engages with pre-qualified enterprise opportunities.

Existing Client vs New Prospect Routing

Callers identify as existing clients or new prospects. Existing clients (account issues, campaign updates, urgent requests) route to assigned account manager with client context (active campaigns, recent performance, billing status). New prospects route to new business team. No existing clients wait while new business team qualifies prospects. No prospects accidentally reach junior account coordinators meant for client service.

Multi-Language Support for International Clients

Agencies serving international markets (Europe, LATAM, APAC) receive enquiries in Spanish, French, German, Mandarin, Portuguese. AI detects caller language, switches automatically, handles intake in their native language. Expands addressable market without hiring multilingual staff. UK agency captures European prospects, US agency handles LATAM clients, global agencies serve 30+ languages without translation services.

Urgent Campaign Issues & Escalation

Existing clients calling with urgent issues (campaign paused, budget exceeded, website down, ads rejected) get immediate escalation. AI detects urgency keywords (urgent, emergency, not working, stopped), alerts account manager via SMS instantly, provides client account context (active campaigns, recent activity, billing status), ensures critical issues reach senior team within 5 minutes. Prevents client churn from missed urgent calls.

After-Hours Lead Capture & Qualification

many inbound calls arrive after 6pm when campaigns drive evening traffic (Facebook ads, Google Display, YouTube). AI answers 24/7, qualifies service interest and budget, books next-day discovery calls, sends intake questionnaire, escalates high-value leads (£15K+ enterprise enquiries) via SMS for early morning follow-up. Wake up to qualified meetings booked instead of generic voicemails requiring callback.

See It In Action

Example call, illustrative: SaaS startup books discovery call for SEO and content strategy

AI Receptionist:
"Good afternoon, thank you for calling Summit Digital Marketing. How may I help you today?"
Prospect:
"Hi, I am the founder of a SaaS startup and we need help with SEO and content marketing. Are you taking on new clients?"
AI Receptionist:
"Yes, we specialise in SEO and content strategy for SaaS companies. Can you tell me a bit about your business and what you are looking to achieve?"
Prospect:
"We are a project management tool for engineering teams, about 2 years old, getting 5,000 monthly visitors but not ranking for our target keywords. We need to scale organic traffic and drive qualified signups."
AI Receptionist:
"Got it. What budget range are you working with for SEO and content marketing? This helps us recommend the right service level."
Prospect:
"We have £8,000 per month for a 6-month engagement, so around £48K total."
AI Receptionist:
"Perfect, that budget range aligns well with our SaaS SEO and content programs. I would like to book you a discovery call with Sarah, our SaaS practice lead. She will review your current site, keyword gaps, and content strategy, then put together a custom proposal. Do you have time this week for a 45-minute strategy call?"
Prospect:
"Yes, Thursday or Friday afternoon works best for me."
AI Receptionist:
"I have Friday at 2pm available with Sarah. Does that work for you?"
Prospect:
"Friday at 2pm is perfect."
AI Receptionist:
"Great! I have booked you for Friday, March 15th at 2pm with Sarah Chen, our SaaS Practice Lead. You will receive a calendar invite with a Zoom link and a pre-call questionnaire to help Sarah prepare. The call will cover your current SEO performance, keyword strategy, and content roadmap, then Sarah will follow up with a custom proposal within 3 business days. Can I have your email address to send the confirmation?"
Prospect:
"It is james@projectflow.io."
AI Receptionist:
"Perfect. I have sent your confirmation to james@projectflow.io. You will also receive a text reminder the day before your call. Is there anything else I can help you with today?"
Prospect:
"No, that is everything. Thank you!"

Integrates With Your Agency Software

Seamless integration with HubSpot, Monday, Asana, ClickUp, Salesforce, and all major agency CRM and project management platforms. Enquiries, discovery calls, and client briefs flow automatically into your existing workflow.

A
AgencyAnalytics
T
Teamwork
H
Harvest
C
ClickUp
HubSpot
Salesforce
Calendly
Zapier
GGoHighLevel
ZZoho CRM
Pipedrive
Make
Webhooks
REST API

Frequently Asked Questions

Can the AI qualify budget range, service interest, and industry before booking discovery calls?

Yes. Prospects provide budget range (under £2K, £2K-£5K, £5K-£15K, £15K+), service interest (SEO, PPC, social media, web design, branding, strategy), industry (SaaS, e-commerce, professional services, healthcare, B2B), and current marketing challenges. Sub-£2K enquiries route to self-service resources. £5K-£15K opportunities book with account managers. £15K+ enterprise leads escalate to senior partners with immediate SMS alert. Filters 40% of unqualified enquiries before consuming senior bandwidth.

Does it integrate with HubSpot, Monday, Asana, ClickUp, or other agency management software?

Yes. DeskCaller integrates with HubSpot CRM (most popular agency CRM), Monday.com (project management), Asana (creative workflow), ClickUp (all-in-one ops), Salesforce, Zoho, and 7,000+ business tools via Zapier. Every enquiry auto-creates in CRM with service interest, budget, timeline, and intake details. Discovery calls appear in Google/Outlook calendar instantly. Campaign briefs attach to client record automatically. Zero manual data entry between call and follow-up.

What happens when an existing client calls with an urgent campaign issue versus a new prospect enquiry?

Your AI differentiates existing clients from new prospects. Existing clients route to assigned account manager with context (active campaigns, recent performance, billing status). Urgent keywords (campaign paused, budget exceeded, ads rejected, website down) trigger immediate SMS escalation to account manager within 2 minutes. New prospects route to new business team for qualification and discovery call booking. No existing clients wait while qualifying prospects, no prospects accidentally reach junior coordinators.

How does it handle after-hours calls from evening ad campaigns and international time zones?

many inbound calls arrive after 6pm when ads drive evening traffic (Facebook, Google Display, YouTube). Your AI answers 24/7, qualifies budget and service interest, books next-day discovery calls, sends intake questionnaire, escalates high-value leads (£15K+ enterprise) via SMS for early morning follow-up. International prospects in different time zones (US calling UK at 3am GMT) get professional service without hiring overnight staff.

Can it send case studies, portfolio links, and proof points to prospects researching agencies?

Yes. Prospects asking for case studies, portfolio, or results examples receive industry-specific case studies via email (SaaS case studies to SaaS prospects, e-commerce to e-commerce), ROI examples (3x ROAS, 250% lead increase, £1.2M attributed revenue), links to portfolio and testimonial page. Hot leads requesting detailed case studies or multiple examples get flagged for immediate follow-up as high-intent prospects actively evaluating agencies.

What if someone calls with an RFP or requests a detailed proposal for enterprise services?

Enterprise prospects calling with RFPs provide: company size, project scope, selection timeline, budget range, decision criteria. Your AI captures RFP details, asks key qualification questions (evaluating other agencies? decision timeline? who are decision makers?), routes to new business director with full context, sends confirmation email with next steps and intake questionnaire. Senior team only engages with pre-qualified enterprise opportunities (£15K+ retainers, annual contracts, multi-service engagements).

How does it route enquiries to team members with relevant vertical expertise (SaaS, e-commerce, B2B)?

Your AI asks: 'What industry is your business in?' and 'What is your primary marketing challenge?' Routes SaaS to performance marketing specialist, e-commerce to conversion optimization expert, B2B manufacturing to LinkedIn/ABM strategist, healthcare to compliance-aware team. Ensures prospects speak with team members who understand their specific vertical, challenges, and regulatory requirements. Senior partners get enterprise leads, account managers get mid-market, junior staff get SMB enquiries.

Can it handle multi-language enquiries from international clients in Spanish, French, German, or Mandarin?

Yes. Your AI detects caller language and switches automatically to Spanish, French, German, Mandarin, Portuguese, and 30+ other languages. Handles full intake (budget, services, industry, challenges) in their native language without hiring multilingual staff. Agencies serving European markets capture Spanish/French/German prospects, US agencies handle LATAM clients, global agencies serve APAC without translation services. Expands addressable market 20-30% by eliminating language barriers.

Will it quote our retainer or day rates to a new enquiry?

No, it never puts a figure to a caller. It qualifies instead. It asks what the scope is, paid media, SEO, brand or creative, whether the work is retained or project based, whether a budget has been signed off internally, and what the timing looks like against the current agency's notice period. If an enquiry clearly sits under your minimum monthly retainer, it takes the details and flags them rather than filling a discovery slot. Your new business director sets the commercials on the call, with the context already gathered and nothing invented on the phone.

What happens when a retained client rings about live work?

It routes on urgency, and it recognises the caller where the number matches a client record. Anything live, a campaign running against the wrong audience or an ad set rejected the day before a launch, is flagged to their account manager straight away through whatever alert you've set up. Anything that can wait, a copy amend, an extra line on the monthly report, a request to bring a paid social review forward, is captured as a written brief with the client name, the channel and the deadline, and lands with the account team. It won't promise a turnaround the team hasn't agreed.

Can it screen media sales, recruiters and speculative freelancers?

Yes, and on an agency switchboard that is a good share of the calls. Cold pitches for media inventory, white label SEO, lead lists or another martech platform are asked what they're calling about, told the agency reviews suppliers by email only, then logged rather than transferred. Recruitment consultants pitching creatives get the same handling. Freelance designers, copywriters and editors going out speculatively are pointed at your talent inbox and captured with their discipline and portfolio link. Genuine press questions and partnership approaches are separated out and passed to whoever runs marketing for the agency itself.

See It In Action

Example call, illustrative: New business enquiry qualified and booked in

Duration: 3 min 24 sec • Outcome: New business enquiry qualified on scope and budget, discovery call booked with the new business director

AI Receptionist:
Good morning, thanks for calling the studio, you're through to the front desk. How can I help?
Caller:
Hi. We're a Shopify brand up in Leeds and we're looking to move our paid media off our current agency. Who would I speak to about that?
AI Receptionist:
That's a new business enquiry, so it goes to our new business director. Before I put anything in her diary, can I take a bit of context? Is it paid media only, or is there SEO and creative in the mix?
Caller:
Paid social and Google Ads mainly, but we'd want the ad creative produced as well. We're churning through statics and none of it's working hard enough.
AI Receptionist:
Right, so managed paid media plus creative production. Are the ad accounts in your name or the agency's at the moment?
Caller:
Ours, thankfully. The spend steps up a fair bit going into Q4, so we want someone in place before then.
AI Receptionist:
That's useful, it makes a handover much cleaner. We do work to a minimum monthly retainer on managed accounts, separate from your ad spend. I can't quote fees myself, but has a management budget been signed off at your end?
Caller:
It has, our finance director approved a monthly figure last week. I'd rather say the number to a person than to a machine, if that's alright.
AI Receptionist:
Of course. I'll note that the budget is approved and that you'll discuss the figure on the call. Are you tied into notice with the incumbent agency?
Caller:
Thirty days, so we could start at the beginning of next month if it all lines up.
AI Receptionist:
Noted. She holds discovery calls on Tuesday and Thursday mornings. Would Thursday at half ten work, and who would join from your side?
Caller:
Half ten Thursday is fine. It'd be me and our head of ecommerce, I'll spell both email addresses out for you.
AI Receptionist:
Please do, and I'll add you both to the invite. She'll confirm by email, and she's the one who'll talk you through retainer levels, not me.
Pricing

Simple pricing, no surprises

Choose a plan, or just pay for what you use. One flat price, never a surprise charge.

Save 25%
Starter
For solo owner-operators answering their own phone.
£48/mo
billed monthly
 
120 mins/mo · ~40 calls
£0.40 per included minute
Grace: up to 12 extra minutes
Run over and you keep going. Borrowed minutes come off next month's allowance, never a charge.
One flat price
Most Popular
Growth
For small teams that never want to miss a job.
£105/mo
billed monthly
 
300 mins/mo · ~100 calls
£0.35 per included minute
Grace: up to 45 extra minutes
Run over and you keep going. Borrowed minutes come off next month's allowance, never a charge.
One flat price
Pro
For multi-crew operators with high call volume.
£225/mo
billed monthly
 
750 mins/mo · ~250 calls
£0.30 per included minute
Grace: up to 150 extra minutes
Run over and you keep going. Borrowed minutes come off next month's allowance, never a charge.
One flat price
No setup fee·No contract·30-day money-back·Usage alerts at 60 / 80 / 90%

Stop Losing £30K-£80K Annually to Agencies Who Simply Pick Up the Phone

82% of prospects expect immediate response to sales enquiries. Live in 48 hours. No hardware, no training, just better new business capture.

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Guides

Before you put an AI on your phone line

What we have written up in full, from the rules that keep an agent honest to the calls you should place before you buy anything.

Who owns your number if you leave?White-label agencies, the porting right, and the four questions to get answered in writing before you sign.When it mishears a name or a postcodeWhy names fail far more often than the accuracy figure admits, and how to confirm one without irritating the caller.Stopping an agent inventing answersThe guardrails that keep an agent from quoting a price or confirming a booking that never happened.Do you have to tell callers it is an AI?The law in the UK, EU and US, with every statute linked. The EU duty is now live.

All guides · Free tools

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