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// SOLUTION

AI receptionist for business

A voice assistant that answers the company’s phone when nobody can: it answers questions, books appointments, takes messages and transfers the call to the right person with the reason already identified.

CALLREASONCALENDARMESSAGEPERSON AI RECEPTIONISTORVIXLABS
// SOLUTION ARCHITECTURE
CONNECT WHAT ALREADY WORKS · ADD THE INTELLIGENCE THAT IS MISSING CALLSCALENDARCRM AI RECEPTIONINTEGRATE · COORDINATEAUTOMATE · TRACEwithout replacing systems that still work BOOKINGSMESSAGESTRANSFER measure → learn → adjust
// USE CASES
01After-hours calls
02Appointments and rescheduling
03Messages and call routing
04Frequent questions by phone

What an AI receptionist is for

Many businesses miss calls: after hours, when the line is busy or when the person at the front desk is with another customer. Every missed call can be a booking, a sale or a complaint that gets worse. An AI receptionist answers with a natural voice, understands what the caller needs and handles what is within its reach without making anyone wait.

What it does

  • Answers calls at any hour and during peak demand.
  • Answers frequent questions: opening hours, addresses, services, requirements and published prices.
  • Books, confirms, reschedules or cancels appointments in the calendar the business already uses.
  • Takes complete messages and sends them by email, WhatsApp or to the CRM.
  • Transfers the call to the right person or department, with the reason identified.
  • Detects urgent situations according to defined rules and escalates immediately.

How it differs from voicemail or a phone menu

Voicemail only records messages and a phone menu forces callers to press options. An AI receptionist talks: the caller explains what they need in their own words and the system understands, asks for what is missing and acts. To work well it must be connected to the calendar, to business information and to clear rules about what it may resolve and what it may not.

Where it is used most

Medical and dental practices, law and accounting firms, real estate agencies, auto repair shops, home and technical services, hotels and businesses with high call volumes. In healthcare and professional firms we add controls on which data may be requested by phone and who can access recordings; see AI for clinics.

How it connects

It integrates with the company’s current line through call forwarding, with the phone system if there is one, or with a new number. It connects to the calendar or booking system, to the CRM and to the channels where the team receives notifications. For operations that need audio and rules to stay on their own infrastructure, there is OSSA SVE.

Recordings and privacy

Calls can be recorded and transcribed for quality control, always informing the caller as the applicable rules require. We define how long recordings are kept, who can listen to them and which data must not be requested by phone. The receptionist does not ask for payment details or detailed clinical information unless the process has been designed and authorized for it.

How much an AI receptionist costs

It depends on call minutes, integrations (calendar, CRM, phone system) and the language or languages served. There is a setup cost and a monthly cost for telephony, speech recognition and synthesis, and AI model usage. We estimate it with the real call volume before starting.

What is measured

Calls answered that used to be missed, appointments booked, correct transfers, dropped calls and complaints. If a caller prefers to talk to someone on the team, they can always ask.

// RELATED SERVICESAI voice agentsInbound and outbound calls for service, support and sales.→AI for clinicsAppointments, intake and follow-up with privacy.→OSSA SVESovereign voice for phone operations.→WhatsApp AI chatbotThe same service through written messages.→AI virtual assistantThe same approach for chat and internal tasks.→
// FAQ

Frequently asked questions

What is an AI receptionist?+

It is a voice assistant that answers the company’s phone, understands what the caller needs and handles tasks such as answering questions, booking appointments, taking messages and transferring calls.

How much does an AI receptionist cost per month?+

It depends on call minutes and integrations. There is a setup cost and a monthly usage cost that we estimate with your real call data.

Can it book appointments in my current system?+

Yes, if the calendar or booking system allows integration. If it does not, we assess another path or propose a connected calendar.

Will callers know they are talking to AI?+

We recommend saying so at the start of the call. The voice sounds natural, but transparency avoids misunderstandings and is required in several contexts.

What about urgent calls?+

Rules are defined to detect them and the call is transferred immediately to a person or the appropriate service. The receptionist does not replace emergency services.

Does it work for small businesses?+

Yes. It is especially useful for small teams that cannot staff the phone all day, such as practices, firms and service businesses.

What is an AI answering service?+

It is a phone answering service run by an AI voice agent: it picks up every call, answers common questions with the business’s real information, books appointments, takes messages and transfers to a person when needed.

Is an AI phone answering service different from an AI receptionist?+

They overlap. An AI phone answering service usually focuses on picking up and taking messages; an AI receptionist also books appointments in your system, answers specific questions and routes calls by rules you define.

// ORVIXLABS

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