Voice
Ovia Calls
Record the call. Tasks, deadlines and a summary prepare themselves.
Ovia Calls turns what you say into organised work: every call or meeting is transcribed and summarised, commitments become assigned tasks, dates become deadlines, and the client gets a summary ready for your approval.
- RecordCalls or meetings, in person too
- UnderstandFrom conversation to a structured record
- RecogniseIt links the call to the right client, with no duplicates
- Add upMany calls, one record
- ApproveA proposal waiting for your approval
The problem
The most important decisions are made on the phone. And that’s where they stay.
A twenty-minute call with a client often creates another fifteen minutes of work: notes to tidy up, tasks to hand to colleagues, dates to record, a summary email to write. When the day is full, that work slips, or doesn’t get done. And what was said becomes “I think we said…”.
Transcription technology is now mature and widespread: in Italy, speech recognition is among the most common uses of AI in business [1]. But recording a call with a client isn’t a neutral act: it needs a privacy notice, a legal basis and proper retention. That’s why almost half of the companies that give up on AI cite privacy [1].
Ovia starts here: first clear rules on what gets recorded, how it’s communicated and where the data lives. Then the automation that gives you back those fifteen minutes for every call.
Strategy and security make the money. AI is the tool. The dot marks where you decide.
Anyone today can buy a subscription to an AI tool. The value lies in deciding what to automate, how to protect your clients’ data and how to measure the result. That’s where we always start.
Strategy
Which calls to record, what to extract (commitments, dates, amounts, decisions), who receives what and when. We decide based on how you actually work.
Security
Privacy notice and consent handled, recordings kept only as long as needed, access limited per client, data never used to train external models.
Artificial intelligence
AI transcribes, summarises and extracts. The summary to the client only goes out after your approval.
How it works
Record the call. Everything else organises itself.
Click each step to see what happens. The system proposes, you decide.
Calls or meetings, in person too
By phone, with a dedicated recorder or on a video call: recording starts with the proper notice.
From conversation to a structured record
Client, case, amounts, commitments and documents to request. Anything not stated for certain stays “not quantified”: no invented figures.
It links the call to the right client, with no duplicates
The system finds client and case from the phone number or name. If the case doesn’t exist yet it creates it, then links it rather than duplicating it.
Many calls, one record
A new call completes the previous one instead of replacing it. If two calls say different things, the system doesn’t choose: it shows both values, with dates.
A proposal waiting for your approval
Correct, choose between conflicting values and approve: only then is the record updated and tasks, documents and the client summary go out.
Nothing enters the record without your OKCalculator
What the work after every call is worth
Counts only post-call work: notes, tasks, dates, summary emails.
Indicative estimate based on 220 working days and conservative assumptions. In the Process Check we replace it with your real numbers.
Before and after
The same day, two ways to live it.
- Notes are taken while listening, badly
- Tasks are passed to colleagues by word of mouth
- Promised dates end up on a scrap of paper
- Nobody writes the summary email to the client
- Months later nobody remembers what was decided
- Recordings scattered across personal phones
Security
Professional secrecy is not negotiable.
The measures we apply to Ovia Calls from day one, not as an afterthought.
Notice and consent
We set up privacy notices and warning procedures before recording, as data-protection law requires.
Limited retention
Audio and transcripts kept only as long as needed, with scheduled deletion.
No personal phones
Recordings don’t stay on staff members’ private devices, but in the firm’s system.
Clear precedents
The Italian Data Protection Authority has already ruled on call recording and transcription systems [2]: we design with that in mind from the start.
Who it’s for
Built around the way you work.
Phone consultations that become cases
Every consultation creates documents to request, deadlines and tasks for staff.
- Document requests generated from the call
- Promised tax deadlines tracked
- Client record always up to date
Client instructions, in writing
For those who need to prove what the client asked for and when.
- Short minutes of every meeting
- Confirmation summary for the client
- Automatic link to the case file
Meetings that produce work, not just words
For those who spend the day on calls with clients and team.
- Action items assigned at the end of the call
- Summary ready for the client
- Decision history per project
Sales and support without lost notes
For companies that sell and support by phone.
- CRM updated after every call
- Follow-ups generated automatically
- Measurable service quality
The path
From Process Check to the first measurable result.
One area at a time, under your control. No sudden transformations.
Process Check
How many calls, what kind, what happens afterwards.
Privacy rules
Notice, consent, retention and access, in writing.
First flow
Transcription, summary and tasks for a group of users.
Extension
Client summaries, deadlines and CRM connection.
FAQ
The questions people really ask us.
Can I record calls with clients?
Yes, under specific conditions: inform the other party, have a legitimate purpose, retain the data properly and limit access. In the project we set up notices and procedures before enabling any recording.
Do I need special equipment?
No. It works with phone systems, video calls and dedicated recorders (such as Plaud), depending on how you work. We pick the simplest option for your firm.
Does transcription work well, including technical terms?
Yes, current systems handle Italian and English well; for specialist terminology and client names we add a dedicated vocabulary. The summary can always be reviewed and corrected.
Where do the recordings end up?
In the firm’s system, with per-client access, time-limited retention and no use for training external models.
Does the client receive the summary automatically?
Only after your approval. The system prepares it, you decide whether and when to send it.
Press and hold to book
Ovia Process Check
Thirty minutes on your real workflow.
Then you decide.
We show you where the time goes, what can be safely automated and where it’s best to start with Ovia Calls. No obligation, no jargon.
We work with a few clients at a time. We reply within 24 hours.
The other Ovia systems
Each system feeds another.
Marketing
Bring in new clients, measurably.
Automation
Remove repetitive work and take back control.
- Ovia Second BrainYour firm’s memory, always searchable.Every answer cites its source: you verify, you don’t take it on trustExplore
- Ovia InboxYour inbox, read and understood.100% human control over repliesExplore
- Ovia DocumentsDocuments arrive. Nobody has to chase them.Every document starts from your approvalExplore
- Ovia CRMClients, cases and deadlines in one dashboard that updates itself.Sensitive communications only go out with approvalExplore