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What is an AI receptionist and how does it work?
Short answer
An AI receptionist is software that answers your business phone with a natural-sounding voice when you can't. It greets callers, answers common questions from information you give it, takes a message or books a slot, then texts or emails you a summary. It suits trades and sole traders who miss calls while working.
How it works
- You divert calls to the service: all calls, only when you're busy, or after a number of rings.
- The AI answers with your greeting and follows a script you set (services, areas covered, opening hours, rough price ranges).
- It collects the caller's name, number and job details, or books into your calendar.
- You get a summary by text, email or app, often with a recording or transcript.
What it's good and bad at
Good at: picking up every call, taking clear messages, answering the same five questions, booking simple appointments.
Weak at: emergencies, complaints, complicated pricing and accents or bad lines in some cases. Set an escalation rule ("if it's a leak or no heating, text me straight away").
What it costs
Pricing varies a lot: per call, per minute or per caller, many in US dollars. Our AI receptionist cost guide works out the monthly bill at 20, 50 and 100 calls for eight services. Before paying, use the missed call cost calculator to see what missed calls cost you now.
Before you switch one on
- Tell callers. Open with "You're through to [business]'s virtual assistant". It's honest and avoids complaints. See do I have to tell customers I use AI?
- Recording and data. Calls and transcripts are personal data. Mention the service in your privacy notice and check where recordings are kept.
- Test it. Ring it yourself ten times with real questions before customers do.
- Cheaper first step. A missed-call text-back tool or a better voicemail may be enough.
Related questions
Is an AI receptionist better than a call answering service?
A human service like Moneypenny handles awkward calls better; AI is usually cheaper per call and always available. Compare in AI receptionist tools and AI receptionists for trades.
Can ChatGPT answer my phone?
Not on its own as a business phone line. You need a service that connects a phone number to an AI voice and your calendar.
More on calls and customer service
- Are AI phone answering services any good?
- Can AI make and answer phone calls?
- Can an AI receptionist take restaurant bookings?
- Can I use ChatGPT for customer service?
- Can Otter AI record phone calls?
- Does Gemini have voice chat like ChatGPT?
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