AI services · Business phones
AI Receptionist
An AI receptionist answers your business phone with an automated voice assistant. It can answer common questions, book appointments, take messages, and pass callers to the right person. SupportMax sets up and supports AI phone receptionists for small businesses, and looks after the phone system and network they depend on. Before you talk to vendors, use the free calculator below to see whether one would pay for itself.
On this page
1
What an AI receptionist does, and what it shouldn’t
2
Four things to check before you choose one
3
A free ROI calculator, with your results by email
Setup and support from SupportMax when you’re ready.
Setup and support
VoIP and Teams Phone help
Free ROI calculator
Plain-English advice
What it does
What an AI receptionist does
An AI receptionist is an automated voice assistant that answers your business phone line. It follows the information and rules you give it, and passes everything else to your team.
01
Answers routine calls
Opening hours, directions, services, and other common questions, answered only from information you approve.
02
Books appointments and takes messages
Schedules or moves appointments and records each caller’s details and reason for calling, so your team can follow up.
03
Routes callers to the right person
Transfers callers to the right person or team, ideally with a short summary so they don’t have to repeat themselves.
04
Hands off what it shouldn’t handle
Upset customers, urgent problems, and sensitive details such as payment or health information should go straight to a person.
ROI calculator
Estimate your AI receptionist ROI
Would an AI receptionist pay for itself in your business? Start the calculator, replace the example values with your own, and compare the value of routine-call time and missed calls with the monthly cost. Add your details to see your results, and we’ll email you a copy.
The calculator needs JavaScript to add up your numbers. The formulas are listed under "How this estimate works" below, or talk with SupportMax and we'll work through them with you.
4 short steps · about 3 minutes · results by email
This is an estimate from the numbers you enter, not a quote or a promise of savings. Your individual entries stay in your browser. When you submit the form, SupportMax receives your contact details and a short summary of your results so we can email them to you.
What to look for
Four pillars of a good AI receptionist
Most AI receptionists are sold on the same four promises. Use them as a checklist, and ask each vendor to show you how they deliver on yours before you rely on the numbers above.
01
Built into your phone system
It should work with the phone system you already have, such as a business VoIP service or Microsoft Teams Phone, without another app for staff to watch. Ask what setup involves and who looks after it.
02
Never miss a call or opportunity
It should answer after hours, at busy times, and when every line is in use, then book appointments, take detailed messages, or send a text follow-up. Check which hours and languages it covers.
03
Trusted and secure
You should be able to review what it tells callers, limit what it’s allowed to do, and control who sees recordings and transcripts. Ask how the vendor protects that information and how long it keeps it.
04
Accurate answers and intelligent routing
It should answer common questions only from information you approve, and pass callers to the right person with a summary so they don’t have to repeat themselves. Ask how easily you can update its answers.
Before you sign up
Five questions to answer before choosing an AI receptionist
1. Which calls should it take, and which should go to a person? Start with routine calls such as hours, bookings, and messages. Billing disputes, upset customers, and anything urgent should reach a person quickly.
2. What happens when it can’t help? Check that it can transfer the call, take a detailed message, or book a callback, and that someone on your team is responsible for following up the same day.
3. Will it work with your phone system? Many AI receptionists connect by forwarding calls from your existing number. Confirm how it works with your VoIP or Microsoft Teams Phone setup, after-hours routing, and transfers back to staff.
4. What will callers be told, and is the call recorded? Tell callers they’re speaking with an automated assistant. California generally requires the consent of everyone on a confidential call before it’s recorded (California Penal Code § 632), so check the vendor’s recording settings and ask your attorney if you’re unsure.
5. Where do recordings and transcripts go? Ask where they’re stored, who at the vendor can see them, how long they’re kept, and how to delete them. Don’t let it collect card numbers, health details, or other sensitive information unless the vendor is set up for that. The FTC’s guide to protecting personal information is a useful checklist.
See business phone and Teams Phone help →How we help
How SupportMax helps
SupportMax sets up and supports AI phone receptionists, and looks after the phone system and network they depend on. If the numbers look worth exploring, we start with a conversation about your calls and your current phone setup. Bring your estimate and we’ll help you check the assumptions behind it.
Talk to us about an AI receptionistYour phone system
We help choose, set up, and move business VoIP phone lines and numbers, set up Microsoft Teams Phone calling, and coordinate with your phone provider.
Clear calls
We check that your office network and internet connection can carry clear calls, which matters for anything that answers or transfers calls.
AI assistants and automation
We set up AI chatbots and assistants for your website, and automate the follow-up work after a call by connecting the business apps you already use.
Questions
AI receptionist: common questions
Have a question that isn't here? Call 310.331.8119 or schedule a free consultation.
What is an AI receptionist?
An AI receptionist is an automated voice assistant that answers your business phone. It can answer common questions from information you approve, book appointments, take messages, and transfer callers to the right person. Some businesses use one only after hours or when every line is busy.
Does SupportMax set up and support AI receptionists?
Yes. SupportMax sets up and supports AI phone receptionists for businesses, and looks after the phone system and network they depend on, including business VoIP and Microsoft Teams Phone. We start with a short conversation about your calls and your current setup.
How do I know if an AI receptionist would pay for itself?
Use the ROI calculator on this page. It compares the cost of staff time on routine calls and the revenue from missed calls with the monthly cost of an AI receptionist. The calculator’s example values are examples, not industry averages, so replace them with your own. Freed staff time only saves money if that time goes to other paid work or paid hours go down.
What happens to the numbers I enter in the calculator?
Your individual entries stay in your browser. To see your results, you add your name, email, company, and phone. SupportMax then receives those details and a short summary of your results (net value, first-year value, and break-even cost) so we can email you a copy. If you print or save the report, the file stays on your device.
Will an AI receptionist work with our current phone system?
Often, because many connect by forwarding calls from your existing number, but it depends on your phone system and how calls are transferred back to staff. SupportMax supports business VoIP and Microsoft Teams Phone and can check how your setup handles forwarding and transfers.
What’s a sensible next step if the numbers look good?
Pull a week or a month of real call data, check how many missed callers were actually new customers, and get a written quote that covers your call volume. Then talk it through with us before you sign a contract.
Thinking about an AI receptionist?
Bring your questions, or your calculator estimate, to a short conversation. We’ll look at your calls and your phone setup and tell you plainly whether an AI receptionist makes sense for your business.
Prefer to call? 310.331.8119 · Mon–Fri, 9–6