Starting situation
Uwe Ortlepp Immobilienfinanzierung works in a sector built on advice, where personal expertise and trust are central. Most of the working day goes into individual client conversations. At the same time, phone enquiries come in at all hours – often exactly when a consultation is under way or the back office is unstaffed.
Although the Timum online booking tool was already in place, many enquirers still preferred to make first contact by phone. Unanswered calls therefore led to unnecessary waiting, breaks between systems and missed opportunities.
The solution
Together with Uwe Ortlepp we developed a tailored voicebot that takes phone enquiries in structured form, guides enquirers through predefined processes and books appointments automatically.
Der Voicebot ist vollständig in die bestehende Bookingssoftware Timum . As a result, all appointments are managed centrally in the onOffice CRM – whether they are booked online or by phone. Double bookings are reliably ruled out. The voice assistant informs the owner automatically about what was discussed, which appointments were booked and what clients need, which keeps the process transparent and dependable.
System integration
Key features
-
Central booking across all channels
Online and by phone in one system – integrated without breaks between tools
-
Double bookings prevented automatically
Intelligent synchronisation between all booking channels
-
Voicebot active hours you control
Adjusted flexibly to business hours and availability
-
Scalable and future-proof
Ready for further automation and growing requirements
-
GDPR-compliant implementation with the highest security standards
BSI C5 certified and operated in geo-redundant data centres
Objectives
- Ensuring continuous telephone availability, around the clock
- Automated and accessible appointment booking for enquirers
- Seamless integration into existing systems (Timum and onOffice)
- Noticeable relief for the back office while service quality stays high
“In Zöllner Büro- & IT Systeme GmbH we found a capable development partner for voicebot programming. The solution was built exactly to our requirements and integrated seamlessly into our existing phone and system landscape. The whole project ran professionally, methodically and reliably.”
Peter Gemander talking to Uwe Ortlepp about the voicebot integration.
The benefit for Uwe Ortlepp
Permanent availability
Even outside business hours or when the back office is unstaffed, calls are answered professionally, requests recorded and appointments booked.
Entlastung & Effizienzsteigerung
Routine enquiries and scheduling run automatically – leaving more time for personal advice and complex financing cases.
Full flexibility
Switching between answering calls in person and voicebot operation is possible at any time, at the push of a button.
Maximum security
The solution meets all data protection and security requirements and runs in certified, geo-redundant data centres.
About Zöllner Büro- & IT-Systeme GmbH
NFON development partner
For more than 45 years Zöllner has stood for scalable IT and telecommunications solutions and, as a development partner of NFON AG, is a leader in AI voicebots.