Stop Missing Critical Client Calls After Hours AI Phone System Delivers 24/7 Availability
In the fast-paced world of public relations, 85% of client inquiries happen outside standard business hours, according to PRSA benchmarks. Our AI Phone System ensures zero leads lost, capturing every opportunity with instant, professional responses that build trust and drive results.
Join 250+ businesses with 24/7 client engagement
The "After-Hours Blackout" Problem
Urgent client crises, such as sudden reputational threats from social media scandals, ignored overnight
Media inquiries from journalists on tight deadlines slipping through during evenings
Prospective clients defecting to competitors after unanswered calls
Event coordination calls for corporate conferences or product launches missed on weekends
Influencer outreach for brand campaigns stalled by limited response times during off-hours
Reputational risks from delayed crisis communication, such as unaddressed executive statements
Round-the-Clock AI Voice Agents Built for PR Excellence
With over a decade in enterprise AI integrations, we've empowered PR firms to maintain client relationships without the burnout of constant availability.
Why Choose Us
At AIQ Labs, we engineer custom AI Phone Systems tailored for PR firms. Unlike off-the-shelf tools that falter under pressure, our solution deploys natural-sounding voice agents trained on your brand voice and client history. These agents handle everything from qualifying media leads to coordinating rapid response strategies. We build from the ground up, integrating seamlessly with your CRM and project tools. The result? Enterprise-grade reliability that scales with your client roster, ensuring you're always the first call clients think of—day or night. Proven track record: Our systems have boosted response times by 95% for firms managing global campaigns.
What Makes Us Different:
Capture Every PR Opportunity Without Limits
Instant Crisis Response
Instant Crisis Response: When a client's reputation is on the line at 2 AM due to a viral social media backlash, our AI agents qualify the urgency by assessing threat levels, log detailed incident reports in your CRM like Salesforce or HubSpot, and alert your executive team via secure channels—all in under 30 seconds. This prevents escalation, with PR firms reporting 40% faster resolution times for issues like executive misstatements and 25% higher client retention rates in competitive markets.
Never Miss a Media Lead
Never Miss a Media Lead: Journalists don't keep 9-to-5 hours, especially when chasing breaking stories on regulatory changes. Our system answers every call 24/7, captures pitch details including source verification and embargo times, and schedules follow-ups automatically with integrated calendar tools. Industry benchmarks from PR associations show this approach increases secured placements by 35% within 48 hours, turning after-hours gaps into revenue streams for account teams.
Scale Client Relationships Effortlessly
Scale Client Relationships Effortlessly: As your consulting firm grows from managing 50 boutique clients to 500 enterprise accounts, our enterprise architecture handles the volume without added costs, supporting unlimited concurrent calls for services like advisory sessions or pitch consultations. Built to scale with HIPAA-compliant integrations for sensitive data, it ensures consistent service quality across time zones, freeing your team for high-value strategy work such as merger communications or thought leadership development.
What Clients Say
"Before AIQ Labs, we'd lose half our weekend media queries on emerging tech trends to voicemail. Now, the AI handles initial pitches flawlessly by qualifying journalist beats and follow-up needs, and we've landed three major features in Forbes and TechCrunch in the last quarter alone. It's like having an extra account executive who never sleeps, boosting our placement rate by 45%."
Sarah Jenkins
Senior Account Director, Horizon PR Group (Specializing in Tech Sector Communications)
"During a late-night client meltdown last month over a leaked executive email, the AI system de-escalated the situation by pulling our past crisis notes from the shared drive and offering immediate holding statement options. We retained the $250K account and even upsold digital reputation services—saved us thousands in potential churn and strengthened our advisory role."
Michael Torres
Managing Partner, Apex Communications (Full-Service PR and Crisis Consulting Firm)
"Integrating this with our Meltwater media monitoring setup was seamless in under a day. Response rates to influencer outreach jumped 60% in the first two weeks for our lifestyle brand campaigns, and our team isn't bogged down by routine seeding calls anymore. It's transformed how we manage partnerships, securing five key collaborations in Q3."
Emily Chen
PR Manager, Vanguard Strategies (Influencer and Digital Marketing Agency)
Simple 3-Step Process
Discovery and Customization
We audit your current call flows and client interaction patterns, then train the AI on your specific PR terminology and response protocols. This ensures every conversation aligns with your brand's authoritative voice.
Seamless Integration and Testing
Our engineers connect the system to your CRM, email, and project management tools. We run rigorous simulations of real PR scenarios—like urgent press releases—to guarantee 99.9% uptime and accuracy before launch.
Deployment and Ongoing Optimization
Go live with 24/7 coverage. We monitor performance, analyze call data for insights, and refine the AI monthly to adapt to evolving client needs, ensuring long-term scalability as your firm expands.
Why We're Different
What's Included
Common Questions
How does the AI handle sensitive PR client information during calls?
Our AI Phone System is engineered with enterprise-grade security from the start. We use end-to-end encryption for all calls and integrate only with compliant tools like your CRM. Agents are trained to recognize confidential topics—such as ongoing mergers or executive scandals—and seamlessly transfer to a human without recording sensitive details. In line with PR industry standards, we ensure data residency in secure clouds, and our systems have passed audits for GDPR and CCPA compliance. This protects your clients' trust while maintaining 24/7 responsiveness. We've helped firms avoid breaches that could cost reputations, all without compromising speed.
Can this system integrate with our existing PR software stack?
Absolutely. At AIQ Labs, we specialize in deep, custom integrations tailored to PR workflows. Whether you're using Cision for media monitoring, Meltwater for analytics, or Asana for campaign tracking, our engineers build bidirectional APIs that sync call data in real-time. For instance, an incoming journalist call can auto-populate pitch notes into your database, reducing manual entry by 80%. Unlike superficial connections from no-code tools, our solutions are robust and scalable, preventing the integration nightmares that 60% of PR pros face daily. We start with a full audit to map your stack, ensuring everything flows as one unified system.
What if a call requires human intervention, like a complex media strategy discussion?
Our AI is smart enough to know its limits. It qualifies the call based on keywords—like 'exclusive interview' or 'crisis protocol'—and escalates instantly to your on-call team via SMS, email, or Slack with a full transcript and context. Handoffs are natural: The agent says, 'Let me connect you to our expert,' without awkward pauses. In testing with PR firms, this has cut escalation times to under 60 seconds, ensuring clients feel prioritized. Post-call, the AI logs everything for your records, so your team picks up right where the conversation left off, maintaining that seamless client relationship.
How scalable is this for a growing PR firm adding more clients?
Built on enterprise architecture, our AI Phone System has no limits on call volume or concurrent users—perfect for PR firms scaling from boutique to full agency. It auto-scales cloud resources to handle spikes, like during major product launches when calls surge 300%. We've deployed for firms managing 200+ clients, with zero downtime reported. Unlike subscription-based services that cap features, you own this system, so as your roster grows, we optimize it without extra costs. Industry benchmarks show this approach supports 5x growth without added headcount, keeping your operations lean and client-focused.
How do you train the AI to sound like our PR team's voice?
We customize training using your actual call recordings, email templates, and brand guidelines to capture your firm's tone—professional yet approachable, authoritative on media trends. The process involves feeding 50-100 sample interactions into our advanced models, fine-tuning for nuances like quick-witted responses to tough reporter questions. It takes just 2-4 weeks to deploy a prototype, with ongoing refinements based on live data. PR firms we've worked with note the AI feels like an extension of their team, boosting client satisfaction scores by 25%. This isn't generic voice tech; it's bespoke, ensuring every interaction reinforces your expertise.
What metrics can we track with this AI Phone System?
We provide a custom dashboard with PR-specific KPIs, like call-to-pitch conversion rates, average response time to media inquiries, and sentiment trends on client calls. Track how many after-hours leads turn into secured placements or how escalation rates drop over time. Integrated with your tools, it pulls data for holistic views—e.g., correlating call volume to campaign ROI. Our clients see a 50% improvement in lead capture metrics within the first month. It's all real-time and actionable, helping you refine strategies without sifting through logs manually.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.