Automated Phone Call Software: How to Streamline Sales & Support

Did you know that the credit for inventing an auto-dialing system goes to one Mr. Almon Brown Strowger?

Turns out our buddy Strowger was working as an undertaker after his conquests in the Civil War. So, yes, the invention timeline goes way back to mid 1800s. Strowger’s reason for creating an auto dialing system was based on frustration.

Fun Read: Almon Brown Strowger - NIHF’s Inductee & Inventor of Automatic Telephone System

Many human telephone operators were misdirecting his potential customer calls, so he decided to create an automatic telephone switching system that would direct the calls to the correct recipient. 

The bottom line is that this whole exercise wasn’t because Almon Strowger wanted to increase his “outbound sales” or conversions. However, owing to modern technology these days, auto dialers have become something entirely different.

That being said, manual dialing is a huge time suck. 

As we always say, time is literally money in the sales sector and when you combine it with a fast paced environment where literally every outbound sales business is reaching out to prospects at lightning fast rate, conventional dialing and contact systems don’t cut it anymore.

Here’s the reality: 40% of employees spend at least a quarter of their week stuck in repetitive tasks, and 70% believe automation could save that time. That’s where automated phone call software comes in.

With an AI dialer (*depending on the software if the AI part is featured in it), agents can make up to 3x more calls per day than they would manually. That’s not just a small boost—it’s a game-changer for productivity.

So, if you haven’t used an automated phone call software before, or you are looking to get started with one, this detailed guide will fill you in on everything you need to know.

And yes, we have recommended a bunch of auto dialing software in here too.

Read on…

What Exactly Is an Automated Phone Call Software?

Besides the obvious tech jargon - an auto call software is basically your team's new best friend for making outbound calls. 

You can easily imagine replacing all that tedious number-punching with a system that works like a well-oiled machine, keeping your agents talking to customers instead of staring at their keypads.

How Does An Automated Phone Call Software Actually Work (In Plain English)

Picture this: Your sales rep finishes a call with a potential client. Instead of:

• Fumbling for the next number
• Accidentally dialing wrong digits
• Sitting through endless rings

The auto dialer instantly:

1. Pulls the next contact
2. Dials automatically
3. Connects a live person directly to your agent

No awkward pauses. No wasted time. 

It’s just seamless conversations, one after another.

The Good Stuff You Get With Auto Dialers

Depending on the type of auto calling software, the features are plenty to go with. Nonetheless, the following tool set is stated in a generalized manner. Eventually it falls down to the program you have signed up for, and your actual business requirements.

1. Bye-Bye, Manual Dialing (*At Least!)
   The software handles all the number-crunching (literally). Your team just talks - no more carpal tunnel from dialing all day.
2. Smart Call Routing
   It's like having a super-efficient receptionist who always knows which agent is free and instantly connects calls to them.
3. CRM Integration & Future Proofing
   When a call connects, your agent already sees the customer's history, last interaction, and important details - no frantic searching through files.
4. Built-In Call Recording
   Every conversation gets recorded automatically. Great for:

• Training new hires
• Settling "he said/she said" situations
• Improving your scripts

5. Dialing Modes for Every Need
   Different situations call for different approaches:

• Power dialing for back-to-back calls
• Preview dialing for important accounts
• Predictive dialing for maximum efficiency

6. Real-Time Performance Tracking
   See exactly how your team is doing with live dashboards showing:

• Calls made
• Talk times
• Conversions
• Missed opportunities

In addition, there’s also one more feature, called: AI conversational skill training. That’s pretty much done through the software’s artificial intelligence technology. 

For instance, Trellus comes with behavioral call recognition technology which analyzes ongoing conversation patterns. 

Any area where your sales rep might be lacking, or looking for a better objection during a cold call, Trellus prompts the user in real time with cue(s). As a result, not only does this increase the chances for conversion, but also trains the SDR while the call is going on.

If that is not enough and your team needs more training, or hand holding, Trellus also offers mock calls that are setup against AI, acting like a potential lead/ prospect. This is to ensure that your outbound sales team is better equipped the next time they dial a prospect - so on and so forth.

Why This Isn't Just Fancy Tech Talk

This isn't about replacing your team - it's about supercharging them. The auto dialer handles the boring, repetitive stuff so your people can focus on what humans do best: building relationships and closing deals.

Think of it like giving your sales team a self-driving car. They still control the conversation and make the sales, but they don't have to worry about the mechanics of getting from point A to point B.

Who Actually Uses An Automated Phone Call Software Online?

Turns out, it's not just for telemarketers responsible for dialing numbers and meeting a business’s gigantic conversion scores. Some of the use cases are stated below, and yes, they’re wide spread across different industries and walks of life.

• Sales teams crushing their quotas
• Support agents helping customers faster
• Healthcare offices managing appointments
• Schools sending important alerts
• Political campaigns reaching voters

This isn’t just for sales teams, either. Market researchers, debt collectors, customer service reps, and even healthcare providers use auto call software to speed up outreach.

But a quick heads-up: There are rules around auto dialers (like the TCPA in the U.S.), so make sure you’re following compliance guidelines to avoid fines.

Why Your Team Needs an AI Dialer

Manual dialing is stuck in the Stone Age.

If your team is still hand-punching numbers all day, they're wasting precious time that could be spent actually talking to customers and closing deals. That's where automated phone call software comes in to save the day.

Here's why switching to an AI dialer is one of the smartest moves your business can make:

1. It's So Simple Even Most Non-Tech Savvy Users Can Use It

We've all been there - you buy some fancy new software that promises the world, only to spend weeks training your team how to use it. Not with good auto call software.

The best systems are designed to be stupidly simple:

• Upload your contact list (takes 2 minutes)
• Show your team how to press "start" (takes 30 seconds)
• Watch them make 3x more calls immediately

No complicated setups. No IT headaches. Just more conversations happening faster.

2. Grows With You Gradually Due to Future Proofing

Remember when your business was just starting out? Now look at you - all grown up and needing a solution that can keep up.

The beauty of cloud-based automated phone call software is that it expands right along with you. Need to:

• Add 5 new reps next month? Just click a button.
• Handle seasonal call volume spikes? No problem.
• Expand to new locations? Already covered.

No expensive hardware to buy. No waiting for technicians. Just instant scaling when you need it.

3. Saves You Enough Money to Buy For Personal Gains, Or For Business Scalability

Let's talk numbers (the fun kind - dollar signs):

• Every minute your team spends manually dialing costs you money
• Every wrong number they accidentally call wastes time
• Every dropped call means potential lost revenue

An AI dialer eliminates all that waste. It's like having a super-efficient assistant who:

• Never dials wrong numbers
• Instantly connects calls to available agents
• Automatically retries busy signals

The savings add up fast - often paying for the software itself within the first few months.

4. Turns Your Team More Productive Over Time

Imagine this: Your sales rep finishes a call. 

Before they can even reach for their coffee, the next prospect is already on the line. That's the magic of auto call software.

Here's what happens when you remove manual dialing:

• Agents spend 80% more time actually talking to people
• Pre-recorded voicemails handle the boring stuff automatically
• Callbacks and follow-ups happen like clockwork

Your team will feel like they've gained superpowers - suddenly able to handle twice the workload without breaking a sweat.

5. Avoid Near Misses

How many potential customers have you lost because:

• Someone forgot to call them back?
• Their info got lost in the shuffle?
• They fell through the cracks of your spreadsheet?

With proper automated phone call software, your CRM becomes a well-oiled machine that:

• Tracks every single interaction automatically
• Flags hot leads for immediate follow-up
• Even reminds your team when it's time to reconnect

It's like having a photographic memory for every customer conversation - except you don't need to remember anything.

Types of Auto Dialers (Which One’s Right for You?)

Not all dialers work the same way. Here’s the breakdown:

1. Predictive Dialer

• How it works: Calls multiple numbers at once, predicting when agents will be free.
• Best for: High-volume call centers that need maximum efficiency.
• Watch out: If not set up right, you might hit compliance issues with abandoned calls.

Another thing about predictive dialer is that based on its algorithm, it takes a few seconds’ pause before dialing the next lead. This system was introduced for those sales reps who are already on a call, and don’t want to miss the next prospect.

2. Preview Dialer

• How it works: Shows customer info before the call connects (great for personalization).
• Best for: Complex sales or support calls where agents need prep time.

3. Power Dialer

• How it works: Rapid-fire dialing—one call after another.
• Best for: Teams that prioritize call volume over deep personalization.

4. Progressive Dialer

• How it works: A mix of preview and power—gives agents a quick look before connecting.
• Best for: B2B sales or mid-sized teams needing balance between speed and prep.

5. Voice Broadcasting/ VM Note Drops

• How it works: Sends pre-recorded messages to thousands at once (think appointment reminders or surveys).
• Best for: Quick announcements, not live conversations.

6. Parallel Dialing

This feature is specific to a select number of automated phone call software, since it tends to lean on the expensive side. 

However, the best thing about parallel dialers is that your SDR, BD officer or AEs can easily call multiple prospects simultaneously. Whoever picks up the call first, on the other side, is connected to the caller.

The purpose of parallel dialers is to save time, accelerate the typical ai auto dialing process and improve overall conversion rate, since calls are being made relatively fast.

Trellus comes with a robust 5-line parallel dialing mode that comes with an unlimited multi-line calling system. 

It’s great for sales businesses on the roll.

Top Auto Call Software Picks

If you’re ready to upgrade, here are some top options:

1. Trellus – Super flexible with unlimited single line and multi-line dialing (*parallel dialing) systems. It can be integrated with plenty of popular CRMs, and comes with enough features outside of your typical cold calling software domain to offer a wholesome user experience for a live sales floor.
2. RingCentral – Super reliable cloud-based dialer with smart call routing.
3. Five9 – A powerhouse for big call centers with deep CRM integrations.
4. Aircall – Super user-friendly and plays nice with helpdesk tools.
5. PhoneBurner – Super fast for sales teams needing high-volume dialing.

The Bottom Line

If your team’s still dialing manually, you’re leaving money on the table. Automated phone call software cuts the busywork, speeds up outreach, and lets your team focus on what really matters—building relationships and closing deals.

The best part? You don’t need a massive budget or tech expertise to get started. Pick the right dialer for your needs, and watch your productivity (and revenue) soar.