Automation for restaurants and hospitality
Last updated: July 23, 2026
Today's customer workspace sorts email enquiries, prepares replies and coordinates bookings with Google Calendar. Hospitality and professional decisions stay with your team.
Availability: Gmail, Google Calendar, draft replies, approvals and online booking are available in the customer workspace today. Telephony, reviews and hotel or POS systems are possible pilot projects after a technical review. Overview of all systems: Integrations.
Sound familiar?
- The phone keeps ringing in the middle of service. Anyone who wants to book or ask about a table can't get through, while your team is at the pass and at the tables and nobody is free to answer.
- Reservations, cancellations and changes come in by phone, email and portal at the same time. Something gets double-booked, a table stays empty by mistake, an enquiry gets lost in the rush.
- Event, catering and group enquiries sit in the inbox waiting for a reply. If you reply too late, you have often already lost the booking to the place next door.
- Reviews and guest questions about opening hours, allergens and the menu pile up. In the evening there is nobody left to answer them calmly and kindly.
Why does automation pay off in hospitality in particular?
Because a large part of the work on the phone and in the inbox is pure routine: according to industry analyses, over 70 percent of calls to restaurants are routine enquiries about reservations, opening hours and the menu, and up to 35 percent of callers don't get through at all at peak times. Many then book with a competitor. This routine can be automated: enquiries are sorted, bookings recorded and replies prepared while your team stays with the guests. The routine check works out in two minutes what routine costs your business today.
One day, two versions
Without routinefrei
It's 19:30, the restaurant is full, and the phone won't stop ringing. A guest is waiting for their order, two calls are coming in at once, a catering enquiry has been sitting unread in the inbox since the afternoon. Your server decides second by second whom to serve first and lets the phone ring. By the end of the evening, several reservations never got through, a table was double-booked, and the lucrative event enquiry was left lying in the rush until the customer booked elsewhere.
With routinefrei
It's 19:30, the restaurant is full, and the phone is quieter than it used to be: guests book online, event and catering enquiries come in by email and are ready for your team, pre-sorted with a draft reply. Your server stays with the guests in front of them instead of switching between the phone and the table. Taste, hospitality and the kitchen of course stay with you: the AI doesn't cook or serve, it only organises and passes everything of substance on to your team, who decide and confirm.
What we automate for you
AI phone assistant for reservations
As a pilot after a technical review: answers calls, even in the middle of service, answers standard questions about opening hours, address and menu and takes reservations. Anything your restaurant has to commit to goes to your team.
Reservation and event enquiry automation
Reservations, cancellations and changes come together in an orderly way, whether they arrive by phone, email or portal. Tables, group and event bookings are recorded properly, so nothing is double-booked and no seat stays empty by mistake.
Email triage with draft replies
Incoming emails are pre-sorted into reservation, event, catering or group enquiry and other. For event and catering enquiries, a finished draft reply with your key details is ready. Your team checks, adjusts and sends it, so lucrative enquiries are answered quickly instead of too late.
Review and guest replies
As a pilot after a technical review: for reviews and recurring guest questions about opening hours, allergens and the menu, friendly draft replies that suit your restaurant are ready. Your team approves and publishes them instead of writing every reply by hand in the evening.
How a project works
- Initial consultation. In the free initial consultation we look at where most time gets stuck on your phone and in your inbox: reservations, event and catering enquiries, reviews. You get a clear assessment of what is worth doing first and what is not.
- Short analysis & fixed price. We look at your workflows and send a quote with a fixed price, scope and delivery date, usually for Email automation + time management.
- Implementation. We set up email triage with draft replies and booking coordination with Google Calendar. Your team is trained and keeps approval over every draft.
- Operation & expansion. After the start we stay involved: we monitor the workflows, adjust them when the menu, opening hours or team change, and expand step by step once the pilot has proven itself.
What you get out of it
- The phone gets quieter, even in the middle of service: guests book online instead of calling several times or booking with the place next door.
- Your team gets noticeably calmer: less juggling, fewer double bookings, more time for the guests in the restaurant. That is how businesses often experience it.
- Event, catering and group enquiries are documented instead of scattered, so less gets lost and replies go out faster. Hosting, model region and data flows are agreed and documented before going live. If required, a suitable data processing agreement is concluded; the use of AI is clearly labelled.
Your website: newly built or taken over
Many restaurant websites are outdated, slow or haven't been maintained for years. We build a new website that looks like your restaurant, with menu, opening hours and reservations. Or we take over the existing one including domain and hosting, sort out load time, mobile display and Google Business Profile and maintain it on an ongoing basis; the domain remains your property. Your own reservation or ordering flow also saves the 13 to 30 percent commission that delivery platforms charge per order. You can see what this looks like in practice in our project for the restaurant Levant Hamburg under References; more detail in the guide Getting your restaurant seen online (in German).
Frequently asked questions from hospitality
How do I reduce no-shows in my restaurant?
Automatic confirmations and reminders 24 to 48 hours before the booking work best: according to industry analyses, they reduce no-shows by 30 to 40 percent. We set up these reminders together with your reservation flow, so that cancellations arrive in time and freed-up tables can be given to other guests. Whether a no-show fee also makes sense is something we discuss in the initial consultation; for many restaurants the reminder is enough.
Does the AI also answer the phone in my restaurant?
Included in the customer workspace today are email triage, draft replies and booking coordination with Google Calendar. An AI phone assistant that answers calls and takes reservations is a possible pilot project after a technical review: we check in advance whether your phone system and your workflows are suitable, and only then do we start.
May I have Google reviews answered by AI?
Yes, but not fully automatically. With us, the AI writes drafts in the tone of your restaurant, and your team reads, adjusts and approves them. That keeps the replies personal, and you keep control over what is published. Review replies are a possible pilot project after a technical review.
How do I get away from delivery platforms with high commissions?
Depending on the model, delivery platforms charge 13 to 30 percent commission per order. The realistic path is a hybrid strategy: the platforms stay for new customers, and regulars order and book through your own website. This needs a well-maintained, fast website with its own ordering or reservation flow; that is exactly what our Website takeover & visibility service covers.
Does this also work for a small café without its own IT?
Yes. You need neither an IT department nor technical knowledge: we set everything up, train your team and continue to look after operation afterwards. The way in is the pilot automation at a fixed price, including time management + email system. According to the digitalisation index, around 90 percent of German hospitality businesses are still at the beginning with digital processes; a small, supported first step is designed for exactly that.
Let's take a calm look in a free initial consultation at where most time gets stuck on your phone and in your inbox. Without obligation or pressure.