Voice chatbots
Agents that answer the phone in under half a second, hold a real conversation, and finish the job — booking, rescheduling, qualifying, triaging — before the call ends. They know when to stop and pass a caller to a person.
Voice agents live in 12 languages
Your operations, still running at 3:00 AM
Smart365Solutions builds voice agents, process automation and retrieval assistants that pick up where your team clocks off — trained on your own data, running inside the tools you already pay for.
No rip-and-replace. We connect to the CRM, ERP and helpdesk you run today — and hand you the keys at the end of the build.
- Caller Hi — I need to move my delivery, it’s meant to come Thursday.
- Ava Found it — order 48‑21093, Thursday the 14th, 1–5pm. Which day suits you better?
- Caller Monday morning, if that’s possible.
- Ava Monday 9–12 is open. Moved, and the confirmation is on its way to your email. Anything else?
Response 480 ms
Intent reschedule_delivery
CRM updated
1.2M
Conversations handled
62%
Resolved without a human
480 ms
Median voice response
21 days
Median time to go-live
Running in production at
Northwind Logistics
Harbourline Health
Vertex Financial
Cadence Retail
Orbit Manufacturing
What we build
Four things we do, and do properly
Each one ships as a working system with its own dashboards, escalation rules and a named engineer behind it — not a demo you have to finish yourself.
Process automation
The queues nobody wants: invoice matching, claims intake, onboarding packs, order exceptions. We map the process as it actually runs, automate the predictable path, and route only genuine exceptions to your team.
RAG-based solutions
Answers drawn from your contracts, policies, tickets and manuals — with the source paragraph shown next to every claim. If the documents don’t support an answer, the assistant says so rather than inventing one.
Low-code & no-code automation
For everything that doesn’t warrant an engineering project. We build in Power Automate, n8n, Make or Zapier, then train your operations people to own and extend it — so the next twenty automations don’t need us.
Security review included
SOC 2 aligned controls, data residency of your choosing, no training on your data.
Dashboards from day one
Containment, deflection, cost per resolution and error rate — visible to you, not just us.
Human handoff by design
Every agent has a defined stop condition and a route to a person who can help.
Tuned every month
We review failed conversations with you and ship the fixes — it’s in the contract.
How a build runs
Six weeks from first call to live traffic
The stages run in order, and each one ends with something you can look at.
Map
We sit with the people doing the work and record the process as it really runs — including the workarounds. You get a written map, a volume model and a shortlist of what is worth automating first.
Week 1–2 · ends with a scoped plan
Build
We build against your real data in a sandbox, wire up the integrations, and put the agent through a test set drawn from your own historical cases. You review transcripts weekly, not at the end.
Week 3–5 · ends with a shadow-mode pilot
Run
Live traffic starts at a slice you choose and widens as the numbers hold. From there it is monitoring, monthly tuning, and a quarterly review of what to automate next.
Week 6 onward · ends with handover, or we stay
Customer reviews
What changed after go-live
Three clients, three different problems, measured ninety days after launch.
We were quietly losing bookings every evening after the phone lines closed. The voice agent went live on a Tuesday and by the following week it was handling the whole after-hours queue. What sold my team was the escalation logic — it knows exactly when to stop and fetch a person.
Missed calls down 94%
Priya Raghunathan
Head of Customer Operations, Northwind Logistics
Head of Customer Operations, Northwind Logistics
I’ve been sold automation before and got a prototype and an invoice. This was different — they mapped our invoice process first, told us honestly which third of it was not worth automating, and built the rest. My finance team stopped doing three-way matching by hand entirely.
Invoice cycle 9 days → 1.5 days
Daniel Okafor
Chief Financial Officer, Vertex Financial Group
Chief Financial Officer, Vertex Financial Group
Our clinical policies run to eleven thousand pages and nurses were phoning the help desk to find one paragraph. The assistant quotes the exact clause and links the source, so people actually trust it. When it isn’t sure, it says it isn’t sure — that mattered more to us than raw accuracy.
Policy lookups 12 min → 40 s
Hannah Brecht
Clinical Systems Lead, Harbourline Health
Clinical Systems Lead, Harbourline Health
The team
Small team, named engineers
You work with the people who build your system. No account layer in between.
Rehan Sadiq
Founder & Chief Executive
Spent nine years automating claims pipelines for a European insurer before starting Smart365Solutions in 2021. Still sits in on every discovery workshop.
Solution design
Voice UX
Discovery
Ines Kovač
Head of AI Engineering
Owns the retrieval stack. Came from search infrastructure and has shipped RAG systems over corpora north of 40 million documents. Writes our evaluation suites.
Retrieval
Evaluation
LLMOps
Tobi Adeyemi
Director of Delivery
Runs every rollout from kickoff to handover. Sixty-plus automation programmes delivered and, so far, no missed go-live date. Keeps the schedule honest.
Process design
Integrations
Change management
Bring us one process you hate
Thirty minutes, your screen, one workflow. You’ll leave with a straight answer on whether it’s worth automating — and what it would cost.