An AI Assistant That Qualifies Enquiries for Service Providers

For businesses whose enquiries begin with questions about service, process, area and price — consulting, agency and coaching, cleaning and facility, energy advice, driving schools or care services. Nothing is trained in the process: your service pages, price lists and information sheets go into the knowledge base as text, a file, a website or a maintained question-and-answer pair, and the answer is searched there at runtime. A maintained pair goes out verbatim, without a model call — the right place for a call-out charge or a notice period. Requests for appointments are taken by the appointment tool type, enquiries by the lead type. More under assistant for service providers.

It asks follow-up questions tailored to your business, for example about need, scope, timeframe and, where it fits, budget. Which fields it collects you determine on the tool itself; a custom schema takes up to twenty fields, and a call with missing required fields is not executed at all. So you do not receive an empty enquiry but a lead with context in the mailbox of the business. Outward, an event is created in addition that your own systems can pick up. The bar against the double click sits in the database and not in the interface, and a second attempt reports the duplicate instead of an error. More under lead assistant.

Directly and bindingly only with a calendar connection set up in the Custom package; without it, the assistant takes appointment requests that your business confirms. Creating the request is a write operation and therefore never runs through unconfirmed: the proposal states kind of appointment, day and time in plain text in the chat, only the visitor's click creates it, and it becomes an appointment once you confirm it in your view; if the visitor gave an email address, they then receive a confirmation email. On request the assistant names free times from your stored kinds of appointment — time windows, duration, lead time and buffer — minus the appointments already requested or confirmed in XICBOT; it does not compare them with an external calendar, and a time it names remains a suggestion. With a calendar connection, the calendar_availability adapter reads the free times from your calendar, and calendar_booking enters the appointment after the visitor's click. A request is only possible if its kind is known to your business, the lead time fits and the moment falls into an approved window; occupancy is checked under a lock, and a double click creates no second appointment. An hourly run sends the reminder for the confirmed appointment by email, if an address is on file. Anyone who would rather use the phone leaves a callback note with a preferred time. More at the booking assistant.

The assistant checks occupancy under a lock: the check and the entry happen in one go, so a time slot is not given out twice. Against a double click there is a bolt in the database rather than in the program flow — the same request submitted twice does not create a second request. An appointment request becomes an appointment when your business confirms it. Without a calendar connection the assistant counts the appointments already requested or confirmed in XICBOT; what is only in an external calendar it does not see. With a calendar connection set up in the Custom package it reads free times through the calendar-availability form and writes the entry through the calendar-booking form; then the free times offered follow your calendar — including appointments that came in by phone or email. The check under a lock does not apply on this path: whether a slot taken in the meantime is rejected at booking is decided by your calendar. XICBOT sends each booking with an idempotency key by which your calendar can recognise a booking submitted twice.

It is trained on your own content: website, service descriptions, price ranges, FAQ, opening and consultation hours. Its answers are bound to these sources so it does not guess into the blue. Every source carries the time at which it was last read; once it counts as stale, it is re-read in the background without holding up the answer in progress. If a question does not fit the stored profile, it is meant to hand over to a human instead of constructing an answer — and the question is recorded as a gap. How the training and source binding work is shown by the website assistant.

The assistant is not tied to opening hours: it answers as soon as somebody writes, in the evening and at weekends too. If a question goes beyond plain information, the enquiry tool records name, email, phone and request and attaches files uploaded beforehand. It is only sent once the visitor has confirmed the summary in the window — they see in plain text what will be transmitted. The entry lands in your mailbox and at the same time triggers an event that a connected system can pick up in the Custom package. A one-time key made of conversation, tool and sorted input makes sure the same enquiry does not arrive twice. On the next working day a complete case is waiting for you. More at the lead assistant.

The assistant answers from the sources you deposited. If it finds nothing suitable there, it is instructed to say so openly instead of guessing. At the same time the question is recorded as a knowledge gap and an event goes out; from the Pro package you see in conversation analytics what was asked and what was missing. On request it hands over: the conversation moves into the handed-over state, an entry appears in your mailbox and a message with the transcript so far reaches the responsible place in your business — the assignment is fixed before the message leaves. If a ticket system is connected in the Custom package, the assistant opens a case there once you confirm. When someone from your team takes over the conversation, the visitor sees that in the window.

Wherever you want: to an email inbox, to several responsible people or, in the Custom package, straight into your CRM. The lead is handed over in a structured way, including conversation context and request. Behind it sits a tool with its own kind and its own approval mode; for CRM there is an additional adapter that writes and therefore asks for confirmation. Every handover carries a one-time key made from conversation, tool and input: if the same request is triggered a second time, the system reports the duplicate instead of sending again. How the connection to your CRM and other systems works through defined actions is covered under tool control.

Yes. The assistant is set up GDPR-compliant from the ground up: hosting in Germany, a data processing agreement, data sovereignty and a deletion concept; the answers are generated by a specialised model provider, also outside the EU on the basis of standard contractual clauses. Contact details are only captured when the prospect provides them in the conversation and only handed to the destinations you have defined. Before sending, they read in plain text what will be handed over and confirm it themselves; submitted twice, no second enquiry is created. A tool only ever sees the fields of its own schema — tenant and account identifiers are blocked as field names. Details under privacy and hosting.

We work nationwide via video call, phone and email. We are based in Söhlde between Hildesheim and Hanover, and we also look after businesses in the region with on-site meetings. Distance plays no role for the setup: you create the account and the assistant yourself in the admin area, knowledge is added as a website, a file, free text or a maintained question-and-answer pair, and the integration is a single script line in the head or theme of your page. There is no step where we would first have to unlock something. The initial consultation and the demo with a test assistant are free of charge; what comes after that is listed under pricing.

With appointment requests, callback and enquiry qualification the assistant is part of the Pro package from 149 € per month net, plus a one-time setup from 2,900 € net. It contains ten seats, five assistants, 50 knowledge sources and 2,000 documents as well as the conversation analytics, which shows which enquiries actually arrive and how many of them were handed over. Those who initially need only service FAQs and lead capture start with the Start package from 49 € per month net and 990 € net setup; a move upwards is possible later. All service scopes are listed under pricing. All services can be cancelled monthly; there is no minimum term.