Understand the reason for contact
Work out what the person is asking for, in plain terms.
AI Receptionist
AI Receptionist that helps incoming enquiries reach the right next step.
The AI Receptionist handles supported incoming enquiries, answers appropriate common questions from approved information, collects useful context and moves the conversation toward the configured next step — bringing a person in when needed.
It works from approved answers and your routing rules. Anything unusual, or a request for a person, still comes to you.
An illustrative enquiry and example conversation about a move from Scottsdale to Flagstaff. A few details are captured and the conversation is marked ready for Lead Qualification. Not a real customer. Not a live customer conversation.
AI Receptionist
Illustrative · not a real customer
Incoming enquiry
Conversation
Enquirer
Do you handle moves from Scottsdale to Flagstaff?
AI Receptionist
Yes — let me get a few details so the team can help.
Captured
- Name
- New enquiry
- Move date
- Next month
- From
- Scottsdale
- To
- Flagstaff
- Service needed
- Moving
Ready for Lead Qualification
AI Receptionist
A first-response role built around approved information and routing rules.
The AI Receptionist is a configured AI Employee for handling the first stage of supported incoming enquiries. If you need a virtual AI receptionist for that first conversation, this is a managed AI receptionist service — implementation, managed service and usage where applicable — not a DIY receptionist tool.
It is not a complete replacement for reception staff. People remain needed for judgment, exceptions and anything outside approved information.
Answer appropriate common questions
Use the information already approved for the role — not guesses.
Gather useful information
Collect context already present in the conversation that the next step will need.
Route toward the configured next step
Move the enquiry according to your routing rules, or involve a person when required.
Answers from approved business information — not guesses.
The AI Receptionist works from the answers and information approved for the role. If the requested information is not approved or not available, it should not invent an answer. It can ask for relevant context where configured, route the enquiry, or escalate to a person.
Common questions it can handle.
Scope is common questions from approved information. Examples include:
- What service do you provide?
- Where do you operate?
- What information is needed next?
It does not invent quotes, technical advice or answers that have not been approved.
The problem
Incoming enquiries should have a clear first step even when your team is busy.
The enquiry you miss may be the customer who goes elsewhere. They may hang up, try another business, or leave incomplete information. None of that needs a statistic to be familiar.
With another customer
An enquiry arrives while you are already with someone. It still needs a first response.
When the team is unavailable
The enquiry arrives outside the normal response flow. It should not have to wait to start.
No dedicated front desk
There is no person whose only job is to take the first conversation.
Mid-work
The team is occupied. The enquiry still needs a clear next step.
What it handles
A conversation map, not a single fixed route.
Incoming work is understood, answered where that is allowed, captured, and sent toward a sensible next step. Not every enquiry follows the same path.
01
Incoming enquiry
A conversation starts through a supported channel.
02
Understand the reason
What they actually need, in plain terms.
03
Check approved answers
Appropriate common questions from approved information.
04
Gather useful information
Context already in the conversation that the next step will need.
05
Apply routing rules
Toward qualification, scheduling, follow-up or a person where configured.
An incoming enquiry
Watch a conversation gather what the team will need next.
The enquiry appears, a question is asked, details fill in, a common question is answered from approved information, and the work moves toward a next step. The receptionist can gather information the next configured step needs from what is already in the conversation. It does not write to every CRM, verify identity or collect payment. Illustrative enquiry. Example conversation. Not a real customer.
AI Receptionist
Illustrative · not a real customer
Incoming
Conversation
Incoming enquiry
Captured
- Name
- —
- Move date
- —
- From
- —
- To
- —
- Service needed
- —
Collecting what the next step will need
You stay involved
When the answer should come from a person, the workflow stops guessing.
A question outside approved answers, a request for a person, an unusual enquiry, or a configured rule that requires review — any of those can escalate to a person. The workflow should not invent an answer.
Approved information
It can answer what you have already approved for the role.
Unknown answer
If it is not in the approved answers, it should not invent one.
Unusual enquiry
Anything unusual should be passed to a person.
Human handoff
Someone asking for a person should reach a person.
Routing
The next step depends on the enquiry. It is not one fixed route.
Routing here means workflow routing — sending a supported enquiry toward the configured next step. Some conversations need qualifying. Some are ready to schedule. Some just need a later follow-up. The path is chosen with you, not assumed.
AI Receptionist
Lead Qualification
When the enquiry still needs structured qualification against your rules.
Scheduling Assistant
When scheduling is part of the configured process and a time may be booked.
Customer Follow-Up
When the next step is to stay in touch, not to close the conversation now.
Records can stay current with CRM Manager where that role is used. Human handoff remains available whenever the enquiry needs a person.
Connections
Built around the channels and systems involved in your enquiry flow.
Current connection categories are phone or chat, email and calendar. Exact connections depend on implementation. This is not a claim of universal channel coverage.
Phone or chat
Incoming conversations may arrive through phone or chat, depending on implementation.
Enquiries that arrive by email can be handled in the same first-response role.
Calendar
Calendar may be involved in the enquiry flow. Booking itself belongs to Scheduling Assistant where used.
AI Receptionist can also work as one role in the Starter Team, alongside CRM Manager and Customer Follow-Up. The team is optional — this role can be used on its own.
Pricing
AI Receptionist pricing, kept in three parts.
01
Implementation
$1,995 one-time
Discovery, configuration, integrations, testing and launch.
02
Managed service
$299 / month
Ongoing monitoring, maintenance, support and operation.
03
Usage
Billed separately
via platform credits
Usage varies with incoming enquiry and conversation activity.
Questions
Common questions.
A configured AI Employee for supported incoming enquiries. It can answer appropriate common questions from approved information, gather useful context and route the conversation toward the configured next step.
Give incoming enquiries a clear first response.
Tell us how enquiries reach the business today, what customers commonly ask and what should happen when a person needs to take over.