How does an AI voice agent capture information from a call?
An AI voice agent captures information in two ways. During the conversation it asks for each required detail and confirms it, a process called slot filling. After the call, the transcript is analysed again to extract structured fields such as name, budget, location and next step. The business defines which fields it wants, and they arrive as clean data rather than free-text notes.
From conversation to data
A human telecaller's notes are often the weakest part of the process: rushed, inconsistent and sometimes missing. An AI agent can produce the same structured record for every call, because extracting fields from a transcript is something language models do well when told exactly what to look for.
During the call: slot filling
The agent is given a list of details it must collect, called slots. It works through them conversationally rather than as a rigid form, skipping any the caller has already mentioned. If a lead opens with 'Main Wakad mein 2BHK dekh raha hoon', the agent should not later ask which configuration they want.
After the call: extraction
Once the call ends, the full transcript is processed again to pull out each field in a fixed format. This second pass catches details mentioned in passing and normalises them, for example turning 'pachaas lakh' into a number or 'next Sunday' into a date.
Fields businesses commonly capture
- —Real estate: budget, configuration, preferred locality, possession timeline, site visit date.
- —Education: course of interest, current qualification, city, preferred batch, who decides.
- —Loans: loan type, amount, income range, employment type, city.
- —Clinics: concern, preferred doctor or branch, appointment slot.
- —E-commerce: order confirmed or cancelled, reason, address landmark.
Getting reliable fields
Define each field precisely, including allowed values. 'Interest level' is vague; 'hot, warm, cold or not interested, with a one-line reason' is usable. Ask the agent to confirm numbers and dates aloud. And keep the list short: five well-defined fields captured on every call beat fifteen captured on half of them.
Where the data goes in Outpero
You choose the custom fields per AI employee. After every call, Outpero stores them alongside the recording, transcript, summary and sentiment in the dashboard's leads database, available for CSV export, and sends them to your webhook so your CRM or sheet updates automatically. The same capture works on outbound calls and on inbound calls to your business number.
Want to hear an AI voice agent handle this on a real call?