An AI voice agent for marketing agencies: answer every call

These problems usually start with a call nobody took:

• Client anxiety when they don't hear from you.
• Creative approvals by email take days. Ad creative needs client approval. Email sent Monday. Reminder Wednesday. Approved Friday. Campaign delayed by half a week.
• Monthly reports shared on email, never read. You prepared a detailed 20-page performance report. Client never opened it. Shared as PDF on WhatsApp — they'll look at it.

New business calls arrive while the team is in client meetings, and callbacks lose the lead's momentum.

Business owners who found you on Google or through a referral, existing clients with a quick question, and vendors or media reps. The strategist is in a client meeting, the account managers are on calls, and the new-business line rings out.

Vajra, Reputoo's voice agent, runs the same workflows over the phone that the WhatsApp agent runs in chat:

1. Weekly campaign performance update on WhatsApp — Key metrics (leads, costs, conversions) sent every Monday morning with commentary.
2. Creative approvals via WhatsApp — same day — Creative shared via WhatsApp with APPROVE/EDIT button. Approval cycle drops from 4 days to 4 hours.
3. Monthly report notification with WhatsApp summary — End of month: WhatsApp summary of key wins + link to full report.
4. Retainer renewal + upsell discussion prompt — 45 days before retainer renewal, WhatsApp: "Ready to review results and plan the next quarter?"

After each call the caller can get a WhatsApp message with the details, and staff see the call in the call log.

• 36 languages, switching to the caller's — useful where customers mix languages in one sentence.
• After hours it takes the booking or the message instead of letting the call ring out.
• Live transfer to a staff member when the caller asks for one or the call needs a person.
• Outbound calls for reminders and follow-ups, within the calling hours you set. Fast replies to leads, approval requests on the day content is ready, and reports on a fixed schedule.

What stays with your staff: Scope changes, pricing and client escalations stay with the account lead.

Existing clients call for quick things — a report date, an invoice copy, who is covering for their account manager. The agent answers from the client's record and sends links to WhatsApp, and books an urgent callback for anything about performance or a problem.

A monthly voice add-on of ₹1,999 (or $29) on top of your Reputoo plan, plus call minutes billed from a prepaid wallet at ₹4–12 a minute depending on the number and route.

Compare that with the cost of the calls going unanswered, or with the hours staff spend on routine calls, and decide from your own call volume.

The agent asks the business, city, service of interest, budget range and timeline — the same questions your team would ask — and records the answers in the lead record. Callers outside your budget range get a polite explanation and a useful resource rather than a wasted call.

Agencies receive many calls selling tools, media and services. The agent takes a message, asks for details on WhatsApp or email, and does not book them into the strategist's calendar.

• Pricing negotiation and custom scope.
• Performance concerns and complaints.
• Contracts, renewals and cancellations.

Callers ask whether you can guarantee results. The agent explains that the strategist will discuss goals and approach, and never promises rankings, leads or returns.

The agent follows the caller's language and switches when they do — useful for agencies serving local businesses across regions.

An agency taking 10 calls a day at about two minutes each uses around 20 minutes a day, roughly 600 a month. At ₹4–12 a minute from the prepaid wallet that is ₹2,400–₹7,200 a month in minutes, plus the ₹1,999 monthly add-on. One retainer won from a call that would have been missed covers it many times over.

1. Load services, approved case studies, budget ranges and client records.
2. Connect the strategists' calendars.
3. Choose forwarding: after hours, unanswered, or all calls.
4. Test a lead call, a client question and a vendor call.

Answer with the agency's name, say the caller is speaking to the agency's assistant, and end by confirming what was sent to WhatsApp and when a person will call.

Callers often say a client referred them. The agent notes who referred them, so the team can thank the client, and gives the caller the same careful qualification and a prompt discovery call.

The agent never discusses one client's work, plans or results with another caller, and shares only case studies approved for public use.

Compare missed calls, discovery calls booked by phone and proposals won from those calls, before and after the agent answers.

Some business owners want to speak to someone senior before sharing details. The agent books a call with the strategist at a time they are free and tells the caller exactly when to expect it.

An agency's senior people spend much of the day in meetings and pitches. Without an agent, calls from new prospects ring out, and a business owner who called three agencies will often go with the one that answered. The agent answers every call, qualifies the lead and books the discovery call, so the strategist returns from a meeting to a calendar entry rather than a missed call.

A client whose website is down will call rather than message. The agent takes the details, marks the issue urgent, alerts the developer on duty straight away, and tells the client when to expect a call back. It does not attempt technical fixes on the phone.

Every call ends with a WhatsApp message summarising what was discussed — the service, the next step, the time of the discovery call — so the caller has it in writing and can reply there.

Within the hours you set, the agent can call prospects who received a proposal and have not replied, to ask whether they have questions and offer a call with the strategist. It does not negotiate and stops after one attempt if they are not interested.

Owners of small businesses often call in the evening, after closing. The agent answers, qualifies them and books a discovery call for the next working day, sending the details to WhatsApp. The lead is waiting in your calendar in the morning instead of in a voicemail nobody checks.

People call to ask about an upcoming workshop — the date, the topic, whether it is free. The agent answers, registers them and sends the joining link to WhatsApp.

The agent never shares a client's details, reports or plans with another caller, and asks callers to share sensitive business information in writing only with the team.

Designers, writers and developers call asking about openings. The agent thanks them, sends where to apply to their WhatsApp, and keeps these calls out of the new-business pipeline and the strategists' calendars.

An existing client who asks for their account manager gets a callback booked at a time the account manager is free, or an immediate transfer if you allow it. The agent tells the client exactly when to expect the call and passes a summary of why they rang.

Choose a voice that sounds like your agency — calm and professional for corporate clients, warmer for local businesses. Read call summaries in the first weeks and adjust the greeting, the qualifying questions and the order they are asked.

Clients call to ask about an invoice or to request a copy. The agent sends the invoice and payment link to WhatsApp during the call and confirms when it is paid. Disputes about amounts go to the account lead, and the agent never takes card details or OTPs on the phone.

Publications, event organisers and potential partners call about collaborations. The agent takes the details, asks for a written proposal on WhatsApp or email, and passes it to whoever handles partnerships.

Prospects call to move a discovery call. The agent offers the strategist's free slots, confirms the new time on WhatsApp and updates the calendar, so the strategist is never waiting on a call that was quietly moved.

A former client calling to restart work is a warm lead. The agent recognises the number, notes what they want to restart, and books a call with their previous account manager or the strategist, sending the details to WhatsApp.