Small businesses feel pressure to answer calls quickly, yet many still miss them. A recent Salesforce survey finds that more than 60% of growing small businesses lose revenue due to unanswered customer calls.
At the same time, more businesses are using AI to support customer service. According to the Stanford HAI 2025 AI Index Report, 78% of organizations now use AI to improve efficiency and handle customer inquiries around the clock.
For small business owners, this creates daily strain. Staff shortages, higher wages, and customer expectations for instant responses make hiring a full-time receptionist unrealistic. Rotating call duties among staff only hurts focus and productivity.
AI phone receptionists answer and route calls, handle common questions 24/7, and reduce the need for extra hires or long hold times.
This guide explains whether an AI receptionist is a good fit for your business and how to choose and use one effectively.
What An AI Phone Receptionist Actually Does
An AI phone receptionist answers and manages calls, understands what callers say, and responds appropriately. It can replace or support a live receptionist and also help customers by phone, text, or website chat.
More advanced systems can also work across calls, text messages, and website chat. This allows customers to reach a business by phone, SMS, or chat and receive the same level of support each time.
Here’s how that looks in real situations:
- Medical office: A patient calls after hours. The AI shares office hours, checks for urgent issues, and routes emergencies to the on-call line.
- Plumbing company: A customer calls during business hours. The AI collects details like name, address, and issue, then books the job into the schedule.
- Retail shop: A repeat customer calls. The AI recognizes the number, checks past orders, and shares the order status without involving staff.
The main benefit is to get every call answered quickly and consistently, even when the team is busy or unavailable.
Top AI Phone Receptionist Solutions for Small Businesses
We evaluated several leading solutions based on their core call-handling capabilities, integration features, and support for the needs of small business teams.
Here’s an overview of standout options:
1. Nextiva
Nextiva XBert AI is a full-featured AI receptionist that works across calls, SMS, and web chat. It’s built for fast response, natural voice interactions, and easy integration with your existing tools. Nextiva is typically ideal for small teams managing multiple channels.
Key Features
- Omnichannel: One AI handles calls, texts, and chat
- Smart call routing: Based on caller ID, time, and topic
- Appointment booking: Syncs with calendars
- CRM logging: Call notes auto-saved to customer records
- Custom voice & scripts: Match your brand tone
Pricing:
Starts at $99/month for 100 interactions, then $0.99 per interaction after that.
2. Ruby Receptionists
Ruby offers live virtual receptionist services with a focus on personal, human interaction. Trained agents handle calls, take messages, and route inquiries while maintaining a warm, brand-aligned experience. It’s ideal for businesses that prioritize customer care and empathy over full automation.
Key Features
- Live receptionists answer and manage calls
- Personalized greetings tailored to your business
- Message taking, call routing, and basic scheduling
- Bilingual support and light CRM features
- Emphasis on high-touch, human service
Pricing
Starts at $235 – $309/month for 50–100 live receptionist minutes. Higher plans are available for increased usage.
3. Smith.ai
Smith.ai provides a hybrid approach: AI-powered call handling with optional live agent support. It’s built for lead capture, appointment booking, and CRM integration, making it ideal for businesses that want to automate repetitive tasks while keeping important calls covered 24/7.
Key Features
- AI screens calls, filters spam, and qualifies leads
- Appointment booking via calendar integrations
- Outbound follow-ups to connect with leads
- Syncs with popular CRMs for call logging
- AI-first service, with live agents available in higher tiers
Pricing
Starts at $95/month for AI-only service. Plans with live agent support begin at $290/month.
4. Conversational
Conversational blends live answering with some automation, focusing on personalized call handling and professional support. It’s built for small businesses that want live agents taking calls, managing messages, and scheduling appointments with a human touch.
Key Features
- Human‑powered call answering by trained agents
- Customized greetings tailored to your brand
- Message taking and delivery with timely updates
- Appointment scheduling that works with calendars
- Call screening and transfer to the right person
Pricing
Starts at $209/month for 100 live receptionist minutes. Higher plans available for larger call volumes.
Comparison of AI Phone Receptionist Platforms
| Feature | Nextiva | Ruby Receptionists | Smith.ai | Conversational |
| Starting Price | $99/month (100 interactions) | $235–$309/month (50–100 min) | $95/month (AI-only), $290+ (AI + human) | $209/month (100 min) |
| Core Focus | AI-first, omnichannel | Human-led, personal service | AI-driven, lead gen | Human-led, personalized |
| Integration Options | CRM, calendar, SMS | Basic CRM | Advanced CRM, calendar | Basic calendar |
| AI Capabilities | Advanced conversation, smart routing | Limited automation | Strong screening, booking | Limited automation |
| Support Availability | 24/7 phone and email | Business hours phone | 24/7 phone and chat | Business hours phone |
| Scalability | Unlimited (pay-per-interaction) | Tiered human agent plans | Flexible AI/human plans | Tiered human agent plans |
This comparison highlights four distinct models:
- Nextiva XBert AI is built around automation. It uses AI to manage calls, texts, and chats in one system, making it a good fit for teams that want to scale without adding more staff.
- Ruby and Conversational rely on real people to answer calls. These services are best for businesses that want a personal, human touch, especially when brand voice and empathy matter.
- Smith.ai mixes both AI and live agents. It’s strong at qualifying leads, doing follow-ups, and staying available 24/7, ideal for businesses focused on speed and capturing new customers.
How To Choose The Best AI Phone Receptionist For Your Business
Choosing the right AI phone receptionist is about finding one that fits your team, your call volume, and your daily needs.
1. Clarify Your Call Volume, Budget, and Must-Haves
Start by tracking a few basics:
- How many calls do you get per day or month?
- When do most of them come in?
- What are you currently spending on call handling?
Then, list what features matter most.
For example, a clinic might need secure messaging. A home service company may want after-hours booking.
Knowing this makes it easier to compare prices and determine whether a per-minute, flat-fee, or per-interaction plan makes sense, without encountering unexpected costs.
2. Evaluating Ease of Use and Support
If your team doesn’t have IT support, setup needs to be simple. Look for tools that:
- Offer a quick setup or step-by-step wizard
- Make it easy to update greetings, call routing, and business hours
- Provide a clear dashboard to view and manage calls
Reliable support is also a must. Chat or phone support should be available when you run into issues. Nextiva is designed to be up and running in minutes, so small teams can get started fast.
3. Testing Scripts, Voice Options, and Call Flows
Your AI receptionist should sound like it’s part of your team, and not a generic bot.
During trials:
- Try different voices to find one that matches your brand
- Make test calls from both mobile and landlines to check quality
- Run a short trial where the AI takes real calls while your team observes
This helps you catch issues early, like confusion, routing errors, or scripts that need fixing, before fully switching over.
Top Ways an AI Phone Receptionist Can Save You Time and Money
AI receptionists often pay for themselves by helping you avoid missed calls and taking care of repetitive tasks. When integrated with your business phone system, the possibilities expand to deliver a more noticeable ROI. That means less stress for your team and more revenue opportunities.
1. Reducing Missed Calls and Voicemail Backlogs
Every missed call could mean lost business. When call volume spikes, your team can’t always keep up, but an AI receptionist never misses a ring.
It answers instantly, even during your busiest hours. That means fewer hang-ups, fewer voicemails to return, and more chances to book appointments, collect payments, or confirm service calls. Over time, this adds up.
2. Capturing Better Leads and Qualifying Callers
A smart AI receptionist can do more than just take messages. It can also ask key questions, such as project size, budget range, and urgency, and flag high-priority calls.
Let’s say you run a small HVAC business. The AI can ask which system the caller has, what issue they’re experiencing, and when they want service. This saves time for your dispatcher and helps focus on the most valuable leads.
3. Improving Customer Experience Outside Business Hours
Many calls happen after your team has logged off. In fact, a study found that many small businesses miss 60% or more of incoming calls.
Voicemail alone isn’t enough. An AI receptionist can:
- Give answers anytime
- Book appointments
- Escalate urgent issues to your on-call staff
This shows customers you’re available, even when you’re not physically there.
And it matters: Nextiva data shows 56.3% of people will try another company if they don’t get a quick reply. Nearly 28% will stop using your service altogether.
How To Avoid Costly Phone Receptionist Mistakes
Some business owners worry that using AI for phone calls might feel cold or frustrating to customers. Here’s how to avoid common mistakes.
1. Avoiding Over-Automation and Frustrated Callers
Callers don’t want to feel stuck talking to a robot. Long menus, too many questions, or no way to reach a human can cause people to hang up.
To prevent this:
- Always offer a “talk to a person” option during business hours
- Keep the number of AI questions short before routing the call
- Review early calls to see where people get confused, and update scripts accordingly
Think of your AI as a smart filter, not a full replacement for your team.
2. Protecting Customer Data and Staying Compliant
AI systems handle sensitive information such as names, phone numbers, and sometimes even medical or financial details. That means data privacy isn’t optional.
Before choosing a vendor, make sure to:
- Ask where your call data is stored and for how long
- Confirm that recordings and transcripts are encrypted
- Check if they can sign agreements for HIPAA or other industry rules
- Set clear internal rules on who can access call data in your team
3. Monitoring Performance and Tuning Over Time
AI receptionists improve with regular updates, but only if you review the data.
Caller needs change based on seasons, promos, or staff availability. Each month, take time to:
- Check reports on missed calls
- Read transcripts for common questions
- Update scripts or routing to reflect what’s working
Small tweaks over time can make a big difference in how natural and helpful your AI receptionist becomes.
Next Steps for Small Business Owners
AI phone receptionists are no longer just a “nice-to-have”. They’re a practical tool for saving time, reducing missed opportunities, and improving customer service.
Whether you choose a fully automated platform like Nextiva, a live agent service, or a hybrid model, the key is finding a solution that fits your actual call patterns, team capacity, and customer expectations.
With the right setup, an AI receptionist helps your business run more smoothly, respond faster, and stay available when it matters most. Take the next step, run a focused trial, and let results guide your final choice.
