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AI × customer management × broadcast | Behind PBX

From a phone that only makes and takes callsto one that records, summarizes and answers.

AGEphone Cowork is built to sit behind the PBX you already use — cloud PBX, Japanese business phone system or IP-PBX. It stands alongside that PBX over standard SIP so you can add AI on your calls, customer management (CRM), business documents, site-wide broadcast, push-to-talk and smartphone extensions after the fact. There is no need to move your phone service. Cloud operation is the standard, and call recordings and customer data can stay under your own control.

Talk to us about a deployment Read the executive summary
Runs alongside your PBX (no replacement) Cloud by default (on-premises also supported) Japanese web admin console, SSO/SAML
An overview of AGEphone Cowork: desk phones, smartphones, PC browsers and ceiling speakers all connected to a single PBX server that provides AI, customer management, broadcast and document features
AI summaries and daily reports, generated for you
Customer details the moment a call arrives
Broadcast and push-to-talk on the same system

Keep the phone system you have,
and add only what is missing.

AI, CTI integration, CRM, a document system, PA equipment, two-way radio, smartphone extensions. What used to be contracted and maintained separately comes together in one AGEphone Cowork placed behind your existing PBX. The outside lines and extensions that PBX carries stay where they are, and everything from build to day-to-day operation happens in a Japanese-language web console.

SIP link to your existing PBX＋ AI (transcription, summaries, answering)＋ Customer management (CRM)＋ Documents (qualified invoice ready)＋ All-site broadcast and chimes＋ Push-to-talk (PTT)＋ Smartphone extensions (AGEphone Cloud)
A conceptual diagram with the PBX server at the center, joined to AI, customer management, broadcast and smartphone extensions
BEHIND PBX

An architecture that stands beside your PBX over SIP.

AGEphone Cowork does not replace your PBX. It stands behind the PBX you use today — cloud PBX, Japanese business phone system or IP-PBX — over standard SIP, and takes on recording, transcription and real-time AI responses (including Help Mode). Your PBX and AGEphone Cowork each carry their own extensions and coexist as one phone system.

The AGEphone Cowork network architecture: calls from the public telephone network (PSTN) arrive at the existing IP-PBX, which links over SIP to AGEphone Cowork in the cloud. Smartphone extensions under the IP-PBX and under AGEphone Cowork form one network.
Calls from the PSTN arrive at your existing PBX, which links to AGEphone Cowork over SIP. (The diagram scrolls horizontally.)
Your PBX stays as it is

Calls from the public telephone network still arrive at your existing PBX. There is no need to replace the phone contract, the numbers or the equipment.

Each carries its own extensions

The extensions and desk phones under your PBX and the smartphone extensions under AGEphone Cowork join over SIP into a single extension network.

AI layers over the call

AGEphone Cowork acts as a SIP proxy and media server, handling recording, transcription and AI responses. Your PBX's call control is left untouched.

Where we stand: ageet Corporation is not a provider of PBX services — that is, of phone service itself. AGEphone Cowork is software that strengthens a PBX or cloud PBX you have already deployed. We do not compete with PBX providers; we work with them as a value-added layer for AI, CRM, documents and broadcast, including on an OEM basis.

4 KEY STRENGTHS

AGEphone Cowork、Four things that set it apart。

A conventional PBX is equipment for connecting calls and nothing more. AGEphone Cowork puts the content of those calls to work as business data, and brings the equipment and the work around the phone together in one place.

01
AI turns a call into a recorded asset

Alongside recording, automatic transcription, AI summaries and sentiment analysis, the accumulated call content generates daily, weekly and monthly reports. Products mentioned in a conversation are recognized and turned into draft quotations and order confirmations. AI can answer calls on its own, and can support an agent in real time when a call becomes difficult (customer-harassment protection).

02
Phone, CRM, documents and broadcast, all in one

The moment a call arrives, one screen shows the caller's company, the contact, the history of previous conversations and what they currently have under contract. Deals, contracts, tasks and monthly forecast-versus-actual are all managed here, and document issuing compliant with Japan's qualified invoice system is built in. All-site broadcast from extension handsets and push-to-talk on smartphones fit on the same system.

03
Smartphones become extensions (with AGEphone Cloud)

Working with AGEphone Cloud, ageet's smartphone extension service, iPhones and Android phones become company extension handsets. Zero-touch setup generates the app configuration as soon as the user signs in, and push notifications deliver calls even when the app is not running.

04
Your data stays yours, and it all runs in a browser

Recordings, transcripts, customer information and documents are all stored on a server you control. Because nothing is handed to an outside operator, the architecture suits organizations with strict information policies. There are no configuration files to hand-edit: saving from the screen generates the configuration and applies it immediately.

An illustration of two employees struggling with a phone that keeps ringing and a pile of paperwork
COMMON CHALLENGES

Does any of this
sound familiar?

  • What was said on the phone leaves no record, leading to disputes and to things being missed at hand-over
  • Daily, weekly and monthly reports take a great deal of time to write, every time
  • Quotes and orders taken by phone are typed up into documents by hand afterwards
  • Calls are answered without knowing who is on the other end
  • Answering the main number and dealing with sales calls takes people away from their work
  • Unreasonable complaint calls weigh heavily on the people who take them
  • Separate equipment is maintained for announcements, chimes and radios, apart from the phones
  • Calls to the company number cannot be passed to staff working remotely or out of the office
AGEphone Cowork addresses all of this by bringing phone, AI, customer management and broadcast together.
FOR DECISION MAKERS

Turn "replacing the phone system" into
an investment in operations and governance.

Here is what AGEphone Cowork changes, seen from the executive and planning side. This is not simply a phone equipment refresh: it acts on six areas — reporting, documents, answering, equipment, information governance and protecting staff.

Take the time out of reports and documents

AI writes the daily, weekly and monthly reports from calls and activity records. A quote request or an order taken on the phone is already a draft quotation or order confirmation by the time the call ends. People stop writing and simply review and approve.

The system does the arithmetic and AI only writes the prose — reports whose numbers hold up
Hand the switchboard and the nuisance calls to AI

AI answers calls in real time and handles the first response — answering FAQs, transferring by name or job title, and politely turning away sales calls. Fewer calls are missed outside business hours or at busy times, and fewer people are tied to the phone.

Run AI profiles with different characters on different numbers. Changes apply immediately, without stopping the system.
Consolidate the equipment and lighten maintenance

PBX, CTI integration, CRM, documents, PA equipment, two-way radio and smartphone extensions come together in one system. There is less contracted and maintained separately, and the people responsible can actually keep track of what is where.

Multi-tenancy keeps several companies or sites separate on one system — useful for consolidating a group
Keep sovereignty over your data

Recordings, transcripts and customer information stay on a server you manage. Role-based permissions, recording retention policies, audit logs, SSO/SAML and TLS/SRTP encryption are all included. There is no risk of a provider discontinuing the service: the system and the data remain in your hands.

For professional services, healthcare, finance and the public sector, where data is not easily handed outside
Never leave an employee alone with it (customer-harassment protection)

When a call becomes difficult, a button on the phone brings in AI advice that only the agent can hear. If the caller is genuinely impossible, AI takes over without dropping the call and the agent steps away. Who may invoke it, and every time it is used, is recorded in the audit log.

A practical way to meet the customer-harassment obligations placed on employers by the amended Labor Measures Comprehensive Promotion Act
Run it yourself after go-live

A Japanese-language web console, configuration that is generated and applied immediately, and a self-service screen (My Extension) where users change their own settings. That takes the pressure off IT, and a published web API opens the door to further integration work.

Dashboard, live log and health monitoring let you see and isolate a problem yourself
01 — AI FEATURES

Calls become an asset.

A conventional PBX is equipment for connecting calls and nothing more. AGEphone Cowork uses AI to put the content of a call to work as business data. When the call ends, a transcript and a summary appear without anyone doing anything, and flow on into reports, documents and hand-overs.

No listening back — the full text with speakers marked, caller and answerer distinguished. It settles disputes about what was said, and helps with quality review and training.
A long call in a few lines — title, short summary, detailed summary, tags, category, priority and key topics, all generated. Sharing and handing over gets faster and more accurate.
Results can be corrected on screen, and re-summarized in one click — even where recordings are not kept, AI-answered calls leave a record through real-time transcription, which keeps both privacy and the record intact.
An illustration of AI taking call audio and turning it into documents, checklists and charts
Automatic transcription

Text is produced automatically when the call ends, showing the full transcript with speakers marked.

No listening back. Useful for quality review and for training new staff.
AI summaries and tagging

Title, short summary, detailed summary, tags, category, priority and key topics are all generated.

A long call in a few lines, so hand-overs are faster and more accurate.
Action item extraction

Things to do — call back, send the documents — are pulled out of the call automatically.

Structurally prevents missed follow-ups and forgotten callbacks.
Sentiment analysis

Sentiment is analyzed on three axes: the call overall, the caller and the answerer.

The early signs of a complaint, and how a customer feels, as numbers.
Summary images

An image is generated from the content of the call and shown in the history list.

The call history becomes something you can scan by eye, so the call you want is easier to find.
Custom vocabulary

Register your product names and technical terms to improve recognition (several switchable slots).

Fewer mishearings of industry terms, and accuracy that holds up in practice.
Voicemail transcription

Voicemail messages are transcribed and summarized automatically.

Read your voicemail while you are out, with no need to listen through it.
Automatic meeting minutes

Conference room calls handle multiple speakers and are transcribed with participant names.

No more writing up the minutes after every meeting.
Notifications and integrations

A finished transcript is announced automatically to Slack, email or ClickUp.

The result comes to the tools you already use.

Summary images — a call history you can scan by eye

AI generates an image representing each call from its content and shows it in the call history. You can find the call you want at a glance, without reading through the text.

One image per call, generated automatically — AI reads how the conversation went, creates an image that represents it, and shows it in the history
Less time spent looking — together with the title, summary and tags, "that call" can be picked out of the list by sight
Nothing for staff to do — like the transcript and the summary, it is created when the call ends
An example of a summary image generated automatically by AGEphone Cowork from the content of a call, showing the hand-over from AI answering to a member of staff in four panels
A sample of an automatically generated summary image — the whole hand-over from AI answering to a member of staff in a single picture

Daily, weekly and monthly reports, generated for you

AI writes business reports from the accumulated calls and activity records. Daily, weekly (starting Monday) and monthly are all supported, for the whole company or for a single customer.

The figures — activity count, number of customers contacted, breakdown by type (visit / call / email / web meeting), wins and losses, counts by customer and by day, all totaled automatically
The narrative — an assessment of the period, the important topics, observations and temperature for each major customer, recommended next actions, and risks and concerns, all written for you
Picking up loose ends — items buried in the body of an activity record ("call back next week", "send the documents") are surfaced as next actions

Reports whose numbers hold up.The system does the arithmetic exactly and AI only writes the prose. By design, no AI guesswork finds its way into the figures an executive reads.

Documents created from a call (quotations and order confirmations)

AI turns a quote request or an order taken by phone into a draft document. "The quote is already drafted by the time you hang up" is possible precisely because the phone system and the document system are the same system.

STEP 1
Transcript and summaryCreated automatically when the call ends
STEP 2
Checked against the product masterAI pulls out the item, quantity, unit price, delivery date and order number, and will only commit to products that exist in the master — nothing invented gets through
STEP 3
The customer is identified automaticallyThe caller's number and the company name mentioned in the conversation identify the customer, and the activity is recorded
STEP 4
The intent is judged and the document raisedA request for a quote raises a draft quotation; an order placed there and then raises a draft order confirmation. The subject line is written from the conversation too.
STEP 5
A person checks and commits itOnce someone reviews it on screen, corrects it and commits, a PDF is issued with a formal document number

Everything generated stops at draft. Nothing is formally issued until a person commits it.Line items the model is unsure about are marked for checking and routed to a person, which structurally prevents a document being issued wrongly on AI's say-so.

+AI Agent (AI call answering) — AI takes the switchboard

AI answers calls in real time and handles the first response in natural conversation. Fewer calls are missed out of hours or at busy times, and fewer people are tied to the phone.

Thank you for calling. The AI receptionist will take your enquiry.
Could I speak to Mr Yamada in sales, please?
Checking the transfer directory…
Certainly. I will put you through to Yamada in sales. If you do not mind, may I ask briefly what it is regarding?
It is about the quote from the other day.
Transferred to the right person — the exchange is recorded in the history as a transcript and a summary
Industry profiles — create several sets of approach, phrasing, voice and speaking rate, and assign them per AI extension. Run one AI for reception and another for support, each with its own character.
FAQ answering — register questions and answers (up to 2,000, with bulk import and export). AI answers the routine ones — opening hours, address, what you do — straight away.
Transfer by name or job title — handles "could I speak to Mr X" and "is the president in?". Register a table of names and job titles against transfer destinations (up to 200).
Turning away nuisance calls — set decline rules by type of enquiry (up to 50). Sales and cold calls are politely turned away by AI before they reach anyone.
Urgent keyword detection — register the words that signal an emergency and control what happens when they appear, so a genuinely urgent call is not left waiting.
AI-generated greetings — type the greeting and AI produces the audio (choose from two speech engines). No studio and no voice artist.
A record of what was said, and a view of what is running — AI conversations are transcribed live and land in the history with a summary. Calls in progress can be watched in the console. Recording is switched on or off per profile.

You can decide whether AI asks what the call is about before transferring or puts it straight through, which makes it usable as an AI switchboard operator. Changes take effect immediately, without stopping the system.

Help Mode (customer-harassment protection) — real-time AI support during a call

When a call becomes difficult, the agent can call in AI support with a button on the phone. As a measure against customer harassment, nobody is left to face it alone.

Starting Help Mode — dial a service code during the call and AI begins advising in a way only the agent can hear. The caller hears nothing at all.
Advice on the spot — ask AI what to say in this situation, right now
Handing over to AI — where the caller is genuinely impossible, AI takes over without dropping the call. An announcement plays, AI continues the conversation, and the agent can step away.
Audit log — who invoked it, when, on which call, and what AI advised, all recorded. Who may invoke it can be restricted by role.
The record does not break — recording continues through the hand-over, so the record of the conversation is complete

Protecting staff from customer harassment became an employer obligation under the amended Labor Measures Comprehensive Promotion Act. For the commencement date and the detailed requirements, see Government Public Relations Online (Japanese).

🎧 A word from the AI (the caller hears none of this)
"Acknowledge it once — 'I am sorry for the inconvenience' — then set out what you are able to do."
*5Start
*7Advise
*6Hand over

The service codes shown are examples. The caller never hears the AI's advice. Who may invoke it can be restricted by role, and every invocation, hand-over and call is written to the audit log.

AI speech synthesis (TTS) — type the script and the audio is made

Type the text and the announcement, greeting or broadcast audio is generated. Choose from two AI speech engines.
Reading is tuned for Japanese, so phone numbers and figures come out consistently. Voice stability and speaking rate are adjusted from the console.
Generated audio is kept in a library and reused for auto-dialing, broadcast and IVR prompts, so the same script is never generated twice.
An illustration of a script typed by a member of staff being turned into a waveform by a cloud AI speech engine and played back through speakers and headsets
AI speech synthesis — type a script and the announcement audio is generated, then used for auto-dialing, broadcast and IVR
02 — ＋Customer management (CRM)

Customers, deals and documents joined to the phone.

Because the phone system and customer management are one and the same, there is no separate CTI integration to build. Everything from the moment a call arrives to the order and the invoice happens in one system.

An office illustration in which customer details appear on screen as a call arrives, while two colleagues — one wearing a headset — look at the display
Incoming call03-XXXX-XXXX
AB
ABC Trading Co., Ltd.Sato, Purchasing / Our contact: Yamada
Active customerValued customer ★4.6Manufacturing
Previous call
3 days ago, 12 min / 😊 positive / "quote by next week"
Under contract
Maintenance and support (annual), 20 licenses
Recent activity
Visit (last week) / 2 emails / 3 calls
Call notesCallback taskCustomer rating
INCOMING CALL POPUP

The moment the phone rings,
you know who it is.

When a call arrives, the number is used to pull the following together onto one screen. Whoever picks up can respond as though they had always handled the account.

Customer details — company name, status, tags, address and contacts
The last five interactions, plus the last five call summaries
What the last call was about — date, duration, the caller's sentiment, and the things to do that AI pulled out
What they have under contract — what they hold and at what price, visible as the call comes in
Customer rating — a score built up over successive conversations. Accounts to be careful with are flagged in a warning color, so everyone knows as the call arrives.
One-click actions on the spot — record a call note, create a callback task, vote on the customer rating. It is for the person on the call, not just administrators.

The pop-up shown here is an illustration.

Master data for customers, products and contracts
  • Customer records — company details, industry, size, tags (up to 50), contacts and notes in one place, with map coordinates derived from the address. A live ledger, joined to calls, documents and activity.
  • Product master — product codes, unit prices, tax categories and product groups. Discontinuing a product does not break references from past documents. It is what AI checks extracted items against, so the more you register the more accurate AI becomes.
  • Contracts and monthly forecast vs. actual — issue invoices and delivery notes from a contract, turning the monthly billing round into one click. Monthly plan and actual make the revenue outlook visible.
  • CSV import and export — customers, products and the phonebook all support CSV. The character encoding is detected automatically, and export → edit in Excel → re-import works fine.
Activity, deals and tasks
  • Activity history — visits, calls, emails and web meetings recorded in order. One click turns a call in the history into an activity. Who said what and when builds up per customer.
  • Deal management — managed through qualifying → proposal → negotiation → won or lost. Record the expected value and close date, and the nearest deadlines come first, so the pipeline is always in view.
  • Tasks and reminders — when something falls due, a reminder arrives two ways: a push notification on the phone and an email. Saying you will call and then forgetting stops being possible.
Issuing documents — qualified invoice ready
  • Five ways to issue — a quotation from a deal; an invoice or delivery note from a contract; from an activity; using the previous document as a template; or by hand. AI drafting from a call is supported too.
  • Document numbers assigned automatically — built from type, customer code, year and sequence, so the number alone tells you who and when. No gaps appear in the sequence.
  • Qualified invoice system — the registration number is printed, and the breakdown by rate (10%, reduced 8%, exempt, out of scope, zero-rated and free rate) is supported.
  • Built to stand up to an audit — your own details as at the date of issue (name, address, logo, seal and bank details) are burned into the stored document. Paid and canceled documents cannot be edited. The document ledger exports as CSV or TSV.
+Phonebook — a contact directory for the whole company

A shared phonebook with three levels of visibility: company-wide, shared and personal. Bulk import from CSV and vCard with a progress display, name lookup on incoming calls across every device including the mobile app, a change history for each contact, and bulk hand-over of a leaver's contacts — the administration an organization actually needs.

03 — Broadcast and push-to-talk

Your phone network becomes
the PA system and the radio network.

This is a set of features particular to AGEphone Cowork, not found on a typical PBX or cloud PBX. Broadcast and push-to-talk run on extension handsets and smartphones, with no separate PA equipment or radios to buy. It matters most in places that use both — stores, factories, schools and the public sector.

Broadcast is designed so that audio plays only once someone has answered the call.If nobody is there, nothing plays and it is logged as no answer, so the system never keeps announcing into an empty room. Broadcast calls are excluded from the call history and statistics, so they do not pollute the reports.

An illustration of an announcement playing through ceiling speakers in a store while staff on the floor use their phones as radios
All-site broadcast (paging)
  • Live voice announcements — dial the broadcast number and your voice comes out of the speaker on every handset in the group. Announcements and paging work with the phones you already have.
  • Playing an audio file — pick a stored recording and press broadcast. Nobody has to be at a handset.
  • Opening and closing chimes — a chime plays before and after the announcement, giving the familiar sequence people expect.
  • Repeated announcements — repeat a set number of times (up to 20) or for a set period, controlled by whole cycles so the announcement is never cut off part-way. For evacuation guidance and repeated calls.
  • Seeing how it landed — see in real time who is receiving and who did not answer, and stop part-way if you need to.
Push-to-talk (PTT) — smartphones become two-way radios
  • PTT channels — each channel number is an always-connected radio space. Hold the button to talk, exactly as on a radio. No radio hardware to buy.
  • Controlling who speaks — one person at a time, with an optional limit on how long. See on screen who is present and who is talking. Nobody talks over anybody.
  • Outside parties can join — mobiles in the field and partner companies can be brought onto a channel, with entry restricted by PIN and caller ID. It earns its keep in disaster response, construction and event operations.
  • Automatic transcription of transmissions — transmissions are recorded and stored as text with speakers marked (switchable per channel). Instructions and reports that would vanish over the air become a searchable record.
  • Phones and PCs — join from iPhone and Android (the AGEphone app) or from a PC browser. Signing in configures everything.
Scheduled announcements and auto-dialing
  • Auto-dialing from text — give it a number and a script and it dials, playing AI-generated speech. Phone trees, works notices and reminders with nobody dialing.
  • Scheduled calls — daily, weekly (by weekday) or monthly (by date, nth weekday or last day), managed on a calendar. "The regular call at 17:00 on the last Friday of the month" runs itself.
  • Audio library — generated and recorded audio lives in a shared library. The same script is never generated twice, and broadcast uses the same files.
  • Dialing from Slack — type "/dial number message" in Slack and the call goes out, with signature verification and an allow list. An urgent message goes out in one line, without signing in to the console.
An illustration of an administrator working in the PBX management dashboard
04 — Core PBX features

It has its own SIP platform, too.

AGEphone Cowork carries extensions of its own on a SIP platform. Behind an existing PBX, this console manages the extensions under it along with history, recordings, security and maintenance; at a site with no PBX at all, it runs on its own. Everything happens in a Japanese-language console, subject to role-based permissions.

Configuration generated for you — the PBX configuration is generated from what you set on screen and applied immediately. No configuration files to hand-edit.
Multi-tenancy — several companies or sites run separately on one system, with data, documents and AI settings invisible to each other by design.
My Extension — a self-service screen where a user checks their own settings and history, instead of asking an administrator every time.
Dashboard and monitoring
System status monitorLive logCall monitoringSecurity monitoringHealth monitoring alerts
Extensions and calling
Extension management (transfer and Follow Me)My ExtensionHunt groupsIVR (multi-level, can transfer to AI answering or PTT)Conference rooms (up to 50 people, recording, minutes, video)Call park and service codesVoicemail (with transcription)
Outside lines (carrier connections)
SIP trunk management (multiple carriers, drag-and-drop priority, connectivity tests)Outbound and inbound routes (number patterns and DID)Site-to-site and SBC connections
History and recordings
Call history (CDR, linked to transcripts, summaries and customer details)Call recording (seek and play in the browser)Recording retention policy (automatic deletion, three-stage bulk deletion)Visibility by permission level
Security
Call encryption (TLS/SRTP and WebRTC)Role-based access controlGuest users (read-only)VPN connections and IP restrictionsSingle sign-on (SSO/SAML)
Operations and maintenance
Configuration generated for youBackup and restoreRestart schedulesMulti-tenancyNotice management
The AGEphone Cowork admin console dashboard shown on a laptop (screen in Japanese)
ADMIN CONSOLE

How the console is laid out

The console is in Japanese, and the menus shown depend on the user's role. It runs in a current web browser (Chrome, Edge, Safari and so on), with nothing to install.

DashboardSystem overview and live status
My ExtensionA user's own settings and devices
Push-to-talkPTT transmit console and channel management
ExtensionsAdd and edit extensions, and set up transfers
+PhonebookShared phonebook, groups and history
+CRMMaster data / activity / deals / contracts / documents / monthly forecast vs. actual / tasks
Outside linesSIP trunks / outbound and inbound routes / site-to-site / SBC
CallingHunt groups / service codes / call park / conference rooms / IVR / broadcast / auto-dialing / announcement audio / call monitoring / Help Mode
History and logsCall history / system log / security monitoring
+AI AgentAI answering service settings / industry profiles / FAQ management
Advanced settingsCompany details / PBX / network / codecs / VPN / transcription vocabulary / cloud services, and more
MaintenanceTenants / users / security / backup / restart schedules / health monitoring, and more
05 — Smartphone extensions (with AGEphone Cloud)

A smartphone becomes a company extension, as it is.

Working with AGEphone Cloud, ageet's smartphone extension service, iPhones and Android phones become company extension handsets exactly as they are.

Make and take calls on the company number from a phone — business calls without showing anyone your personal number
Zero-touch setup — the app configures itself as soon as the user signs in. No SIP server or password to type in.
Calls by push notification — calls to the company reach you without keeping the app running
One app for both extension calls and push-to-talk — a field worker's phone doubles as the two-way radio
Take part in extension calls, transfers and group ringing from anywhere — TLS/SRTP encryption keeps it safe from outside the office
An illustration of a businessperson away from the office, taking a company extension call on a smartphone
REPLACE or ADD

Not replacing, but adding.

There are two ways to deal with problems around the phone system: replace the PBX itself, or keep it and add AGEphone Cowork behind it. Here is how the two differ. AGEphone Cowork was built for the second.

An illustration of a businessperson weighing up replacing the PBX against keeping it and adding capability
ItemReplacing the PBXKeeping the PBX and adding Cowork
Your current phone serviceAssumes cancellation and migration, with number portability and carrier terms to sort outContinues unchanged. Outside lines, numbers and carrier contracts stay with the existing PBX.
Existing handsets and extensionsMay involve checking compatibility or replacing handsetsExisting extensions stay put. Extensions under Cowork are added over SIP into one network.
Risk at rolloutNeeds a company-wide migration plan so the phones do not go down on cut-over dayGoes in alongside a PBX that keeps running, and spreads department by department or site by site
AILimited to what the new provider offersTranscription, summaries, sentiment analysis, daily/weekly/monthly reports, automatic document creation, AI answering, and AI support against customer harassment
Customer managementUsually assumes integration with an external CRMCRM is built in — incoming-call pop-up, activity history, deals, contracts, monthly forecast vs. actual, and invoice-compliant documents, all in one
Broadcast and radioUsually out of scope; separate PA equipment and radios are neededAll-site broadcast, chimes, repeated announcements, push-to-talk and scheduled announcements, built in
Where recordings and data liveCall history and recordings usually sit with the providerHeld on a server you manage (data sovereignty)
CustomizationWithin what the provider offersCall control rules are editable in the GUI, and a published API allows further integration
Where it runsThe provider's cloud onlyCloud (VPS) by default, with on-premises installation where requirements call for it
Visibility when something breaksMostly waiting for the provider to say somethingDashboard, live log and health monitoring let you check and isolate problems around AI and recording yourself

This comparison summarizes how such services are generally shaped; it does not refer to any particular service or provider. AGEphone Cowork does not compete with PBX services — it is software for adding capability to a PBX service you already have.

MODEL CASES

What it looks like(Illustrative examples)。

The following illustrate what a deployment can achieve. They are not accounts of particular customers.

An illustration of a salesperson taking a call in the office
CASE 1 — A sales company
Calls lead straight to orders and reports

When an order or a request for a quote comes in by phone, AI transcribes and summarizes it once the call ends, checks the products mentioned against the product master, and raises a draft order confirmation or quotation. The salesperson reviews it, commits it, and a PDF is issued. By the evening the day's calls and activity have become a daily report, and the weekly and monthly ones are a single button. Because the caller's company, the history and what they hold under contract appear as the call arrives, whoever picks up can respond as though they had always handled the account.

An illustration of store staff listening to an announcement from the ceiling speakers
CASE 2 — Stores, facilities and factories
PA equipment and radios consolidated onto the phone system

The pre-opening announcement runs on a schedule, paging goes out as an all-site broadcast with a chime, and floor staff coordinate over push-to-talk on their phones. Three separate systems — PA, two-way radio and telephony — come down to the extension network and a smartphone. Transmissions are kept as text with speakers marked, so a misheard instruction can be checked afterwards.

An illustration of a site worker in a hard hat talking on a smartphone
CASE 3 — Construction, disaster response and the public sector
A communications platform joining the site to the outside

Mobiles on site and partner companies join a PIN-protected push-to-talk channel, with the control position deciding who may speak. An urgent message goes out as an automated call from a single line in Slack, and an evacuation announcement repeats until it has landed. Every transmission and call is recorded and can be reviewed later.

A day with AGEphone Cowork

MorningYou arrive to find a text record of how AI handled the calls that came in overnight
During the dayCalls pop up with the caller's details, and afterwards the summary and the things to do are added to the history
A request for a quoteThe draft quotation exists by the time you hang up. Review it and commit.
A complaintIf the call turns difficult, Help Mode. AI advises in your ear, and takes over if it goes too far.
EveningThe daily report writes itself from the day's calls and activity
LeavingWhatever is left undone is reminded to your phone
ARCHITECTURE

Architecture and system requirements.

The SIP engine and the management system (a web application) are installed on a single server. Cloud (VPS) operation is the standard, and the link to your existing PBX is standard SIP. The console is reachable over HTTPS from anywhere.

Architecture diagram: cloud (SIP trunk and AI services) — the AGEphone Cowork server — desk phones, PC browsers and smartphones
SIP engine — a long-term support engine with a track record in the telecom industry. It links to your PBX over standard SIP, and a setup script is included.
Management system — a web application in constant communication with the PBX engine, for live monitoring and control.
Database — a lightweight database inside the server. No external database server to build or maintain.
AI features — secure integration with current generative and speech AI engines. API keys are set in the console and shown masked.
Server OSUbuntu Server 24.04 LTS
Where it is installedA cloud VPS (AWS Lightsail and similar) by default; on an in-house server where your information policy requires it
ConsoleA current web browser (Chrome, Edge, Safari and so on). Nothing to install.
Supported devicesSIP handsets and softphones (TLS/SRTP recommended), WebRTC clients, and smartphones via AGEphone Cloud
Link to your PBXStandard SIP (the Behind PBX arrangement). Direct SIP trunk termination is also supported, including several at once.
External integrationsSlack / email notifications / ClickUp / SSO (SAML) / published web APIs

For IT departments:TLS for SIP signaling and SRTP for audio are supported as standard, along with role-based permissions (administrator, owner, manager, general user), VPN connections and IP access policies, SSO/SAML, backup and restore of the whole configuration, and health monitoring alerts.

ONBOARDING

How a rollout goes

Six steps from the first conversation to going live. Day-to-day operation afterwards happens in the console, which makes handing it over to the customer straightforward.

An illustration of a businessperson climbing a series of steps
STEP 1Initial discussionEstablish the existing PBX model, the number of extensions, the site layout, the carrier in use, and how far AI, CRM and broadcast will be used
STEP 2Server preparation and buildSet up the full AGEphone Cowork stack on a cloud VPS (the default) or an in-house server
STEP 3SIP link to your existing PBXConfigure the SIP link to the existing PBX, the inbound and outbound routes, and the extensions, groups and IVR
STEP 4Data migration and AI setupImport the customer list, product master and phonebook from CSV, and register the AI answering profiles and FAQs
STEP 5Call testingVerify calls in and out, transfers, audio quality, encryption and AI answering
STEP 6Go liveHand over. From here on, day-to-day operation happens in the console.
FAQ

Frequently asked questions

These are the questions we are asked most often. If yours is not here, please ask.

An illustration of a member of staff presenting question and answer speech bubbles
QDo we have to cancel the PBX or cloud PBX we use now?
No. AGEphone Cowork does not replace your PBX service; it is designed to stand behind it over standard SIP. Outside lines and existing extensions stay with that PBX, and AI, customer management, documents and broadcast are added on top. We are not a provider of PBX services — our role is to strengthen the one you already have.
QCan it run in the cloud, or does the server have to be on our premises?
Cloud operation on a VPS such as AWS Lightsail is the standard, and most deployments are in the cloud. If your information policy requires the server on your own premises, we support that too.
QCan we keep our existing phone numbers?
We work with the SIP trunk services of the various providers. Whether you can keep your current numbers depends on your carrier's number portability terms, so we check and advise case by case.
QDo we have to replace all our handsets?
SIP handsets and softphones can usually be reused, and smartphones (through AGEphone Cloud) and PC browsers work as endpoints as well. We will propose an arrangement that makes use of what you have.
QWhere are call recordings and transcripts stored?
All of it is stored on a server you manage. Recordings can be deleted automatically after a retention period, and the deletion itself is protected in three stages: a preview, a typed confirmation, and the audit log.
QDo we have to record calls to use the AI features?
Recording of AI-answered calls is switched on or off per profile. With recording off, real-time transcription still leaves a text record of the conversation.
QCan we use it across several sites?
Site-to-site and SBC connections are supported, so extensions across several sites form one network. With smartphone extensions, people join that same network from wherever they are.
QWe are concerned about outages and power cuts.
On a cloud VPS, a power cut at one of your sites does not affect it. Backup and restore of the whole configuration, health monitoring alerts, security monitoring and restart schedules are all included.
QWill every employee be able to see all of the data?
Role-based permissions (administrator, owner, manager and general user) control screens, data and actions in detail. A general user's view of call history and recordings can be limited to their own calls. For people outside the company there is a read-only guest user who sees only specified calls.
QCan we migrate our existing customer list and phonebook?
Customers, products and the phonebook all import from CSV, with the character encoding (Shift_JIS or UTF-8) detected automatically. Bulk import from vCard works too, as does export → edit in Excel → re-import.
FOR SALES PARTNERS

For sales partners: what to lead with

It turns "replacing the phone system" into "adopting AI". Transcription, daily/weekly/monthly reports, automatic document creation, AI answering and customer-harassment protection are reasons a decision-maker can see the value of.

One system widens what you can proposePhone plus CRM plus documents plus broadcast plus radio plus smartphone extensions — several proposals become one
"Hang up and the order confirmation is written"Only possible because the PBX and the documents are one system — which takes you out of a straight price comparison on phone equipment
Broadcast and push-to-talk are genuinely distinctiveA clear hook for stores, factories, schools and the public sector, where PA and two-way radio are used alongside the phones
For industries that care about data sovereigntyProfessional services, healthcare, finance and the public sector. Not handing recordings and customer information outside is a clear differentiator.
Easy to hand over to the customer after deliveryEverything in the GUI, role-based permissions and a self-service screen (My Extension) mean the customer can run it day to day. The published API opens the door to further integration work.
An illustration of business partners shaking hands beside a rising chart
WHY ageet

Built by voice communication specialists: AI × PBX.

ageet Corporation was founded in 2005. Working from SIP and VoIP technology, it built what became the domestic standard for smartphone extensions in Japan. The experience gained in environments with high security requirements is the foundation AGEphone Cowork stands on.

Over twenty years of SIP and VoIP

What we learned about interoperability from AGEphone, a softphone used by many companies and OEM partners, went into the design of the PBX engine and the management system.

A record in high-security work

Deployments include a secure calling system for a government-affiliated financial institution and cloud contact center builds — work where robustness is the requirement.

AGEphone Cloud, Japan's standard for smartphone extensions

AGEphone Cowork integrates natively with our own smartphone extension service. Zero-touch setup, push notifications for incoming calls and push-to-talk all come from one place, device side included.

GET STARTED

Make replacing the phone system an occasion to change how the company works.

Deployment, whether your existing equipment and numbers can be kept, how far you want to take AI, CRM and broadcast, and partner arrangements. We will set out an architecture and a picture of how it would work in your environment.

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  • This page reflects the position as of August 2026. The specifications, screen layouts and limits described here may change without notice.
  • Using the AI features requires API configuration for the corresponding AI services. Some AI features may be subject to terms based on call volume and similar factors; we will advise separately.
  • The comparison with replacing the PBX summarizes how such services are generally shaped, and is not a comparison with any particular service or provider.
  • Pricing, build costs and maintenance and support terms are advised separately.
  • AGEphone and AGEphone Cloud are products and services of ageet. Slack, ClickUp and the other product and service names mentioned are trademarks or registered trademarks of their respective owners.