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AI Voice Receptionist

Every call answered. Every opportunity captured.

Your AI Voice Receptionist answers the phone in a natural voice, understands why someone is calling, captures the details, books the appointment and passes urgent or complex calls to your team.

Book a Free DemoSee how it works

Free 30-minute consultation · No obligation · Built around your workflow

Works across

  • Phone
  • SMS
  • Calendar
  • CRM

Sample audio to be added. The transcript above shows the full call.

What it can do

What the AI Voice Receptionist can do

Every capability below is configured around your content, your rules and the systems you already use. Switch on what you need; add the rest when it proves useful.

  • Natural conversation

    Speaks and listens in a natural voice, handles interruptions and follow-up questions, and doesn't force callers through menus.

  • Always answered

    Takes every call, only the overflow when your lines are busy, or after-hours calls—whichever you choose.

  • Detail capture with read-back

    Collects names, numbers, addresses and reasons for calling, and reads them back before saving them.

  • Intent and urgency detection

    Works out what the caller needs and how urgent it is using rules you approve, not guesswork.

  • Appointment booking

    Checks real availability, offers times and books the appointment while the caller is still on the line.

  • Transfer and callback

    Transfers to a person when your rules say so, or schedules a callback with the details already captured.

  • Confirmation after the call

    Sends an SMS or WhatsApp confirmation with the appointment details and anything the caller needs to prepare.

  • Call summary and transcript

    Every call produces a short summary and a transcript, delivered to your inbox, team chat or CRM.

  • Approved answers

    Answers common questions—opening hours, directions, prices you've published, what to bring—from your approved content.

  • Multilingual answering

    Greets in your default language and switches when the caller does, within the languages you enable.

  • CRM and system logging

    Logs the call, the captured fields and the outcome against the caller's record in your CRM or practice system.

Example conversation

A same-day dental emergency, answered on the first ring

An illustrative example with two synchronised layers: what the customer sees, and what the agent does in the background. Your agent is built around your questions, rules, tools and customer journey.

What the customer sees

Phone
Recording notice played · Caller informed the call may be recorded
Hi, I've lost a filling and it's quite sore. Is there any chance of an appointment today?
Caller · 08:03
I'm sorry to hear that. I can check today's emergency slots for you. Can I take your name, please?
AI Voice Receptionist
Andreas Georgiou. I've been to the clinic before.
Thank you, Andreas. I've found your record. Dr. Christou has an emergency slot at 11:20 this morning and there's another at 16:40. Which would you prefer?
11:20, please.
Booked for 11:20 with Dr. Christou. I'll send a text confirmation to the mobile number ending in 47—is that still correct?
Yes, that's right.
Perfect. If the pain becomes severe or there's swelling before then, please call back and say it's urgent and we'll connect you to the clinic directly. See you at 11:20.
Call ended · 1 min 52 s · Summary sent to reception

What the agent does in the background

Familiar business steps, not technical nodes.

  1. Played the recording notice

    Required wording for the clinic's country, before any details were taken.

  2. Found the existing patient record

    Matched on name and the number the caller rang from; confirmed by read-back.

  3. Classified urgency: same-day

    Lost filling with pain meets the clinic's same-day rule, not the emergency-transfer rule.

  4. Booked the emergency slot

    11:20 · Dr. Christou · 20 minutes.

  5. Sent the SMS confirmation

    Appointment time, address and what to bring.

  6. Logged the call

    Summary and transcript attached to the patient record in the practice system.

  7. Transfer rule ready, not triggered

    Severe pain, swelling or distress would have transferred the call to the clinic.

Systems it can use

Connected to the tools your team already uses

Neutral labels, grouped by what each system does. If it has an API, we can usually connect it.

  • Messaging

    • SMS
    • WhatsApp

  • Voice

    • Phone (new or ported number)
    • Existing phone system (SIP forwarding)

  • Calendar

    • Google Calendar
    • Microsoft Outlook

  • CRM

    • HubSpot

  • Team chat

    • Slack

  • Custom

    • Practice or booking software (via API)

Good to know before you start

  • Voice quality, available phone numbers, recording notices, consent requirements and telephony costs vary by country and provider. We confirm what applies to you during scoping.
  • Callers are always told they're speaking with an automated assistant, and recording is only enabled with the notices your country requires.
  • In regulated settings the receptionist provides approved general information, books and routes; it does not give medical, legal or financial advice.
  • Telephony minutes, numbers and speech services are billed separately by the providers.

Human control and escalation

Automated where it helps. Human where it matters.

The AI Voice Receptionist follows approved instructions, works within permissions you define and hands the conversation to your team whenever confidence is low, a customer asks for a person, or the situation calls for judgement.

  • Clear identification

    The receptionist introduces itself as an automated assistant and plays the recording and consent notices your country requires before collecting details.

  • Transfer rules you set

    Emergencies, distressed callers, VIP accounts or anyone who asks for a person are transferred live or offered an immediate callback—your rules decide which.

  • Read-back before saving

    Names, numbers and appointment times are repeated to the caller and confirmed before they're written anywhere.

  • No medical, legal or financial advice

    The receptionist gives approved general information and schedules the right person. Judgement stays with your qualified staff.

  • Every call on the record

    Summaries and transcripts are stored where you choose, so your team can review any call and improve the rules.

Industry use cases

Where the Voice agent earns its place

Each industry page shows the full workflow, an example conversation, the before-and-after and a recommended package.

Implementation

From first call to working agent, in four stages

Each stage ends with your approval before the next begins. See the full process.
  1. Stage 1

    Design the call flow

    We listen to how calls arrive today, define the reasons for calling, the questions to ask, the transfer rules and the notices required in your country.

  2. Stage 2

    Set up voice and telephony

    You choose the voice and language. We provision or port the number, or set up forwarding from your existing system, and configure recording notices.

  3. Stage 3

    Test with real calls

    Your team makes test calls covering bookings, cancellations, emergencies and unusual requests, and we tune the rules and phrasing together.

  4. Stage 4

    Launch with close monitoring

    We review the first calls with you, adjust intents and transfer thresholds, and continue on the agreed cadence.

How long does it take?

Simple agents can often be launched quickly once we receive the required content and access. More complex, voice, custom or regulated workflows require additional design and testing. After the discovery call, we provide a clear implementation plan.

Pricing entry point

Where to start: the Business package

Voice agents are part of the Business package because they involve telephony, recording notices, transfer rules and more testing than text channels. Telephony minutes and numbers are billed separately by the provider.
Design My SolutionCompare all packages

Business

Multiple agents and channels, including voice, with custom integrations.

From €3,990 setup + €499/month

  • Multiple channels and workflows
  • Voice, WhatsApp, email and web
  • Custom CRM/API integrations
  • Advanced routing and approvals
  • Reporting dashboard
  • Priority support

Prices are starting points and exclude third-party usage fees such as AI model, WhatsApp, telephony, email, and external software charges. Final pricing depends on workflow complexity, integrations, volume, languages, and support requirements.

FAQ

Common questions, answered honestly.

What people ask before adding the AI Voice Receptionist.

Modern voices are natural and conversational, and you'll hear samples before choosing one. Quality varies by language and provider, which is why we test in your language before launch. The receptionist always identifies itself as automated.

You define what counts as an emergency for your business. When the caller's words match those rules, or the caller is clearly distressed, the call is transferred to a person or an on-call number immediately. The receptionist never tries to handle an emergency on its own.

Usually, yes. Calls can be forwarded from your existing system to the receptionist, either for every call or only when lines are busy or closed. Porting the number is also possible in many countries. We confirm what's available for your number during scoping.

Most European languages are supported, with quality varying by language and provider. We test each language you enable and tell you honestly where the experience is weaker.

Recording is optional and configured to your needs. Where it's enabled, the receptionist plays the notice your country requires before collecting details. Consent and notice requirements differ by country, and we set them up with you rather than assuming a single rule fits everywhere.

The Business package covers the agent itself. Telephony minutes, phone numbers and speech services are charged by the providers and vary by country and volume. We estimate them for your expected call volume in the proposal.

Yes. Transfers can go to a specific person, a department or an on-call rota, with the details captured so far passed along. If nobody is available, the receptionist offers a callback and creates the task for your team.

See the AI Voice Receptionist working on your real workflow.

Bring one process or a handful of real conversations to a free 30-minute demo. We'll map how the agent would handle them—and where your team stays in control.

Book a Free DemoMessage Us

Free 30-minute automation assessment.