AI Receptionist for Business

An AI receptionist is a voice-enabled artificial intelligence system that answers phone calls, qualifies leads, books appointments, and handles customer inquiries 24 hours a day, 7 days a week. Unlike traditional answering services, AI receptionists integrate directly with CRM systems, calendar tools, and phone networks, providing instant responses without human intervention. Businesses using AI receptionists typically see a 60–80% reduction in missed calls and a 3–5x increase in after-hours appointment bookings.

+42%
Leads Captured
-60%
Cost Reduction
4 Days
Setup Time

How It Works

01

Discovery Call

Schedule a free 30-minute call. We discuss your business needs, call volume, existing systems, and integration requirements.

02

Proposal

Within 24 hours, you get a written plan with scope, timeline, and fixed price. No guesswork, no hourly billing.

03

Configuration

We configure the AI voice agent, set up call flows, design conversation scripts, and integrate with your CRM and calendar.

04

Launch

We run test calls, fine-tune AI responses based on your feedback, and go live. Typical setup: 4 days from kickoff.

What Your AI Receptionist Can Do

  • Answer calls 24/7 — Never miss a call, even after hours, weekends, and holidays
  • Book appointments in real-time — Integrates with Google Calendar, Calendly, Acuity, and custom systems
  • Qualify leads automatically — Ask screening questions and score leads before they reach your team
  • Handle FAQs — Answer common questions about pricing, hours, location, services, and insurance
  • Transfer to humans when needed — Intelligent escalation for complex or urgent calls
  • Sync with your CRM — Automatic logging to Salesforce, HubSpot, Zoho, or your custom system
  • Multi-language support — Handle calls in English, Spanish, Hindi, and other languages
  • Custom voice and personality — Match your brand tone, whether professional, friendly, or clinical

Who Uses AI Receptionists

AI receptionists work for any business that receives phone calls and needs availability beyond standard business hours. The highest-impact industries include:

  • Healthcare & Dental — Patient scheduling, insurance verification, after-hours triage
  • Legal Firms — Intake calls, appointment scheduling, case screening
  • Real Estate — Property inquiries, showing bookings, lead qualification
  • Home Services — HVAC, plumbing, electrical service booking and dispatch
  • Salons & Spas — Appointment management, cancellation handling, upsells
  • SaaS & Tech Startups — Demo scheduling, support triage, onboarding calls

Pricing & Engagement

Every AI receptionist project gets a fixed-price proposal after a free discovery call. The price includes:

  • Full voice AI system configuration
  • Call flow design and conversation scripting
  • CRM and calendar integration
  • Testing and fine-tuning
  • 30 days of free post-launch support
  • Full ownership — you own all accounts, code, and data

No hourly billing. No surprise invoices. No ongoing fees from us — you only pay your voice AI platform costs directly.

Case Study: Dental Clinic Voice AI

A multi-location dental practice in Dallas was losing 30% of new patient leads because they couldn't answer calls during peak hours or after closing. Hiring a 24/7 call center was too expensive and lacked the personal touch needed for patient care.

We built a custom Voice AI agent trained on the clinic's specific services, pricing, and insurance policies. The agent was integrated directly into their booking system, allowing it to schedule appointments in real-time without human intervention.

Results: +42% leads captured, -60% cost reduction vs. answering service, setup completed in 4 days. The AI now handles 40+ calls per week and books appointments 24/7.

Read the full case study →

AI Receptionist vs. Alternatives

Feature AI Receptionist Human Receptionist Answering Service
Availability 24/7/365 Business hours only 24/7 (higher cost)
Cost (monthly) Platform fee only $3,000–5,000+ $500–2,000+
Response time Instant (0 seconds) Depends on staff 30–120 seconds
CRM integration Automatic Manual entry Limited/none
Appointment booking Real-time, integrated Manual Message-taking only
Scalability Unlimited calls 1 call at a time Queue-based
Consistency 100% consistent Varies by person Varies by operator
Setup time 4 days 2–6 weeks hiring 1–2 weeks

Frequently Asked Questions

What is an AI receptionist?

An AI receptionist is a voice-enabled artificial intelligence system that answers phone calls, qualifies leads, books appointments, and handles customer inquiries 24/7. Unlike chatbots, AI receptionists handle actual phone conversations using natural language processing and integrate with your business systems.

How much does an AI receptionist cost?

Exter.ai provides fixed-price proposals after a free discovery call. The build cost depends on complexity — number of call flows, integrations required, and conversation sophistication. You also pay ongoing platform costs directly to the voice AI provider. No hidden fees from us.

How long does it take to set up?

Typical setup time is 4 days from kickoff to live deployment. This includes system configuration, call flow design, CRM integration, and testing. More complex implementations may take 1–2 weeks.

Can it book appointments automatically?

Yes. Our AI receptionists integrate with Google Calendar, Calendly, Acuity, and custom booking systems. The AI checks real-time availability, offers open slots, and confirms bookings during the phone call.

Does it integrate with my CRM?

Yes. We integrate with Salesforce, HubSpot, Zoho, and custom CRM systems. Call data, lead information, and appointment details are automatically synced after every call.

What industries benefit most?

Healthcare and dental practices, legal firms, real estate agencies, home services (HVAC, plumbing), salons, and any business with high call volume and after-hours needs. Our first case study was a multi-location dental practice that saw a 42% increase in captured leads.

Is it better than a human receptionist?

AI receptionists complement human staff. They handle after-hours calls, peak overflow, and routine inquiries — freeing your human team for complex, high-value interactions. Most businesses use both together.

Do I own the AI system?

Yes. You own all accounts, configurations, and data. We build on platforms you control — there's no vendor lock-in with Exter.ai. If you ever want to switch providers, everything is yours.

Ready to Stop Missing Calls?

Book a free 30-minute discovery call. We'll discuss your call volume, integration needs, and build a plan with fixed pricing.

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