easyPhone

Answer every call.
AI voice. Human knowledge.

Callers speak naturally and get clear answers immediately — no hold music, no menu trees. Answers are built from your documents, websites, and organisational knowledge, not a canned FAQ bot.

When a person is needed, the handoff is built in — through a live transfer, structured callback, or SMS follow-up. The conversation context is captured, so your team never has to start again from the beginning.

Complete visibility, compliance support, summarisation, and reporting — so you can review every call, improve your service continuously, and remain accountable.

Benefits

What changes on day one

Caller connected without waiting on hold

No more waiting on hold

Every call is answered immediately — day, night, and weekends.

Clear answers, first time

Callers get accurate information in natural speech, not a maze of options.

Staff focused on complex in-person cases

Staff focus on what matters

Staff can focus on in-person visitors and complex cases while every phone call is still answered.

How it works

From ring to resolution

Answer

Greets callers on your published number with your branded opening.

Understand

Listens in natural speech and retrieves answers from your knowledge base.

Speak

Responds in the right language and voice using natural, clear speech.

Complete

Concludes with an answer, SMS, callback request, staff transfer, or clear closing message.

Knowledge-grounded

Answers from your documents — not generic AI responses

easyPhone uses retrieval-augmented generation grounded in your organisation’s knowledge. Callers ask in ordinary language; the AI responds from verified content.

Built for real municipal and enterprise operations — from resident procedures and certificates to service enquiries — with natural turn-taking and listening cues that make conversations feel more human.

Knowledge documents grounding AI phone answers

Multilingual

Their language. Your voice.

easyPhone supports multiple languages and voices. Callers can use the language they want without requiring multilingual staff for every telephone enquiry.

Configure the language for each phone line, then choose a voice that suits your brand, region, and tone. The knowledge remains the same; the voice is yours to define.

languages

voices

Human handoff

When people need people, the handoff is built in

AI handles all of your routine enquiries. When a caller needs a person — for a decision requiring human judgement, a sensitive case, or an enquiry the knowledge base cannot resolve — easyPhone captures who they are, what they need, and what was already said, then transfers them to someone who can help.

Staff receive a clear summary instead of having to start again from the beginning. Callers get a clear next step: a live transfer, a structured callback, or a short SMS with the details they need. A clean handoff is an integral part of the product.

Callback queue

We capture the caller’s name, number, and topic, and generate a summary. Your staff take ownership of the callback, record notes, and manage it to completion in a dedicated queue. Nothing is lost in voicemail.

Live transfer

We can connect the live call to one of your staff. Choose between a blind transfer or an attended transfer with a private briefing for the receiving staff member.

SMS sent during a live call on a mobile phone

In-call SMS

We can send a short message to your caller with relevant information from the call — a link, a reference, or the next steps — all while the call is still in progress.

easyPhone connected to existing software systems

Existing-system integration

There is no need for your staff to learn something new. On request, we can push call summaries, call records, and callback requests into your existing systems.

Operations

Understand every call. Improve continuously.

Supervisors get more than a count of answered calls. Browse history, see what callers needed and how each call ended, and give staff the context to follow up — so the telephone service remains reliable and effective.

Spot recurring questions, coach service quality, and answer “what happened?” when someone asks. A dedicated review queue lets staff flag AI answers and track follow-up through to resolution. Staff only get access to the screens and information their role requires — nothing more. Every view and action is audit-logged.

Operational tools handle personal data in accordance with Japan’s APPI, with tenant-level access controls. Retention follows the purpose, our contracts, and customer instructions.

Live call activity

A live view of the call system — completed calls and calls in progress, updated to the second. Filter by state, scan outcomes, and open any call for context so supervisors always know what is happening across the service.

Callback requests

A dedicated queue of callback work — waiting, in progress, and done. Staff can take and complete the requests they are responsible for, with the original call one click away for context.

Quality control

A full quality and feedback review management system — flag AI answers, track follow-up, and see every item through to resolution.

Security controls

Fine-grained access controls ensure that staff only see the records permitted for their role. Every access and action is recorded in the audit log.

Compliance & residency

Stored in Japan. Handled under APPI.

We take Japanese data residency seriously.

Your data is stored in Japan and encrypted in transit and at rest. The core easyPhone service — including call records, recordings, transcripts, callbacks, and the audit trail — runs here, where your organisation operates.

A small number of supporting processing steps use overseas providers by default, all named in our privacy notice. If your policy requires every last step to remain in Japan, we can discuss a fully onshore configuration. Just talk to us.

Japan map highlighting data residency in Japan

APPI-aligned

Clear controller and processor roles, with overseas processors named in our privacy notice.

Purpose-limited retention

We keep personal information only as long as needed for the purpose, our contracts, and legal obligations, then delete it or render it unrestorable.

Access control

Per-tenant isolation, role-based access, signed-cookie recording access, and account lockout.

Audit trail

Who viewed what, and when — retained for accountability.

Clear caller notices

Caller notices covering recording and AI use, ready for your organisation to review and approve before launch.

Encryption in transit & at rest

Data protected on the wire and where it is stored.

Read the Privacy Policy

One platform

Hard phone. Soft phone.

easyPhone answers calls to regular telephone numbers over the public telephone network. It can also connect through your PBX, bringing AI into the telephone infrastructure your organisation already uses.

The same AI telephone service can also be accessed through your website. Full-duplex Opus audio works in modern desktop and mobile browsers, with optional live captions. It is a production-ready channel, not a secondary experience.

Telephone

PSTN numbers and PBX connection — AI on the lines you already operate.

Browser

The same AI telephone service in the browser — available in high quality audio on desktop and mobile.

Capabilities

Everything you need — during every call and behind the scenes

24/7 answering
Included
Every call is answered immediately — day, night, and weekends, no hold time required.
Knowledge-grounded answers
Included
Responses from your documents, websites, and organisational knowledge — not a canned FAQ bot.
Natural conversation
Included
Callers speak freely. No press-1 menus; barge-in and turn-taking that feel human.
31 languages, 67 voices
Included
Per-line language and neural voice — callers use the language they need; you set the sound.
Direct telephone access
Included
Real PSTN numbers and PBX connection — AI on the lines you already operate.
Browser calling
Included
Same AI from your website in any modern browser — desktop and mobile, production-ready.
Blind and attended transfers
Included
Connect a live call to staff — blind transfer, or attended with a private whisper briefing.
Callback requests
Included
Dedicated staff queue for callback work — waiting, in progress, and done — linked to the original call.
In-call SMS
Included
Send a link, reference, or next steps to the caller while the call is still in progress.
Live call activity
Included
Completed and in-progress calls in one live view, updated to the second.
Quality control
Included
Flag AI answers for follow-up and run feedback through to resolution.
Security controls
Included
Fine-grained access controls ensure that staff only see permitted information; every access and action is audit-logged.
Two-factor authentication
Included
Stronger sign-in for operational access to call and callback data.
Data residency in Japan & APPI notice
Included
Core service data is stored in Japan. Overseas supporting processors are named in our privacy notice.

Feature	Included	Description
24/7 answering	Included	Every call is answered immediately — day, night, and weekends, no hold time required.
Knowledge-grounded answers	Included	Responses from your documents, websites, and organisational knowledge — not a canned FAQ bot.
Natural conversation	Included	Callers speak freely. No press-1 menus; barge-in and turn-taking that feel human.
31 languages, 67 voices	Included	Per-line language and neural voice — callers use the language they need; you set the sound.
Direct telephone access	Included	Real PSTN numbers and PBX connection — AI on the lines you already operate.
Browser calling	Included	Same AI from your website in any modern browser — desktop and mobile, production-ready.
Blind and attended transfers	Included	Connect a live call to staff — blind transfer, or attended with a private whisper briefing.
Callback requests	Included	Dedicated staff queue for callback work — waiting, in progress, and done — linked to the original call.
In-call SMS	Included	Send a link, reference, or next steps to the caller while the call is still in progress.
Live call activity	Included	Completed and in-progress calls in one live view, updated to the second.
Quality control	Included	Flag AI answers for follow-up and run feedback through to resolution.
Security controls	Included	Fine-grained access controls ensure that staff only see permitted information; every access and action is audit-logged.
Two-factor authentication	Included	Stronger sign-in for operational access to call and callback data.
Data residency in Japan & APPI notice	Included	Core service data is stored in Japan. Overseas supporting processors are named in our privacy notice.

In production

Live in Ichinoseki City

Japan’s first fully integrated municipal telephone service powered by generative AI. Built around RAG rather than a conventional FAQ-based IVR, it has answered resident-services enquiries around the clock since March 2026.

Natural conversations covering My Number cards, changes of address, certificates, seal registration, and family registers — with staff callbacks when needed.

Read the launch story

Map of Japan marking Ichinoseki City, where easyPhone is live

Tailored to your deployment

Options available on request

Some capabilities are arranged as part of your deployment rather than self-serve settings. Tell us what your organisation needs.

PBX integration

Connect easyPhone to your existing telephone environment.

Software integration

Push summaries and callback records into the systems your staff already use.

100% processing in Japan

Keep every processing step onshore when your policy requires it.

Discuss deployment options

Ready to bring AI to your telephone service?

See how easyPhone can answer more calls, reduce staff workload, and help citizens and customers resolve their enquiries without delay.

Answer every call.AI voice. Human knowledge.