AI receptionist
An AI receptionist that answers when you can't
It answers your calls, takes a message, answers the common questions from your own information, books appointments into your calendar and puts urgent calls through to a person. Builds from £1,500.
The first call is free. Prices start from £495 for an audit, £1,500 for a build and £95 a month for support. You own what is built, or I run it for you.
In short
An AI receptionist is a phone assistant that picks up when you are with a client, on a job or out of hours. It works from information you give it about your business, and it passes the call to a person when it should. You can also call it an AI answering service. Same job.
Works with
- Your calendar
- Your own business information
What it does
Every call is picked up, whether you are with a client, on a roof or asleep. Callers are not left with a ringing phone or a voicemail box they will not use.
It asks who is calling, what it is about and how to reach them, then sends you the message by email or text. You read it when you are free.
Opening hours, where you are, what you do and what a first appointment involves. It answers from your own information.
It books appointments into your calendar.
Urgent calls are transferred to a person.
What a call could sound like. A made-up practice, not a client.
Marlow & Pike Accountants is a fictional four-person practice. This is a call that comes in at ten to one, when everyone is out at lunch or with clients. The wording is written to show the idea, not recorded from a real call.
Example call
Assistant: Good afternoon, Marlow and Pike Accountants. I'm the practice's automated assistant. How can I help?
Caller: Hi, I need to speak to someone about my self assessment. I think I've missed something.
Assistant: I can book you a call with one of the team. Can I take your name and a number first?
Caller: Priya Shah, and it's this number.
Assistant: Thanks, Priya. The next free slot is Thursday at 10:30, or Friday at 2pm. Which suits you?
Caller: Thursday is good.
Assistant: Booked for Thursday at 10:30. Is there anything the team should know beforehand?
Caller: Just that it's about last year's return.
Assistant: Noted. I've passed that on. Is there anything else I can help with?
The practice gets a short message with Priya's name, number and the note about last year's return, and the slot is in the diary.
If the call had been urgent, the assistant would have transferred it to a person instead of booking a slot.
How it is set up
We agree what it handles
Your opening hours, the questions callers ask, what counts as urgent and who urgent calls go to.
I set it up
Using your own business information and your calendar.
It starts answering
Calls are answered, messages reach you by email or text, and urgent calls go to a person.
What it will not do, and when it hands over
- It works from the information you give it. It does not replace a person for calls that need judgement.
- It will sometimes mishear a name, a postcode or a broad accent, so check the messages it sends you.
- Complex, sensitive or upsetting calls are better handled by a person.
Urgent calls are transferred to a person, and everything else arrives as a message for you.
How it is delivered Your choice.
I build it in your own n8n, Make or Zapier account and hand it over with written instructions. The accounts are in your name. Run it yourself, or add support from £95 a month.
I host and manage it for you on a monthly care plan. You do not have to look after any of it, and I deal with it if something stops working. The monthly amount is in your quote.
Your data
- Your data is stored in the UK.
- The AI processing runs through business API accounts hosted in Europe.
- Those business accounts' terms say your data isn't used to train their models.
- I'll sign a data processing agreement if you ask.
- I hold professional indemnity insurance.
What it costs
An AI receptionist is from £1,500 for the build plus support.
Call-minute costs are quoted separately, because they depend on how many calls you get and how long they last.
AI receptionist questions
How much does an AI receptionist cost?
From £1,500 for the build plus support. The cost of the calls themselves, charged by the minute, is quoted separately.
Does it sound robotic?
It sounds like an assistant, not a person, and most callers will realise they are talking to a machine. Some will not like it. If the people who ring you are mostly older, or ringing about something upsetting, a person may suit you better.
Can it book appointments?
Yes. It books appointments into your calendar.
Will it put urgent calls through to me?
Yes. Urgent calls are transferred to a person. Everything else becomes a message or a booking.
Where do the messages go?
They are emailed or texted to you, so you can read them when you are free.
Is it the same as an AI answering service?
Same job: someone picks up when you cannot. The difference here is that it works from your own business information and your own calendar, and it transfers urgent calls to a person.
Is my data safe?
Your data is stored in the UK. The AI processing runs through business API accounts hosted in Europe, and their terms say your data isn't used to train their models. I'll sign a data processing agreement if you ask.
What’s the one job you’d
like off your list?
Tell me how many calls you miss, and when. I will say whether an AI receptionist would help, and what it would take.
No preparation, no pressure. You’ll speak directly to Neil.