# AI Voice Receptionist > An AI receptionist that answers every call day and night, qualifies callers, books appointments, and updates your CRM. **What is an AI voice receptionist?** An AI voice receptionist is a phone assistant that answers calls in a natural voice at any hour, greets callers with the business name, answers common questions, and books appointments into a live calendar. TechPit Solutions sets it up to ask qualifying questions, update the CRM with a call summary, transfer urgent calls to staff or an on-call number, and take clear messages. - Best for clinics, salons, trades, law firms, and agencies that rely on phone bookings and cannot staff evenings or weekends. - Set up remotely after a free consultation; we write the script, connect your calendar and CRM, forward your number, and run test calls. Part of [Front Desk](https://techpitsolutions.systems/front-desk). For many small businesses, the phone is the front door. When nobody answers, the customer often rings the next business on the list. Hiring someone to cover every hour of the day is expensive, and even a good receptionist cannot pick up two calls at once. An AI voice receptionist answers every call, at any hour, in a natural voice, and handles the routine work a front desk does on the phone. We set it up to greet callers with your business name, answer common questions about services, hours, location, and pricing ranges you approve, and ask the questions that tell you whether this is a real lead. When the caller wants an appointment, it checks your live calendar and books a slot. Afterward, it creates or updates the contact in your CRM, attaches a call summary, and alerts the right person if follow-up is needed. The receptionist works alongside your team rather than replacing it. During office hours it can take overflow calls only; after hours it can take every call. Urgent calls can be transferred to an on-call number, and anything outside its scope becomes a clear message for a person to handle. ## Who this is for - Clinics, salons, trades, law firms, and agencies that rely on phone bookings - Small teams where the person answering the phone is also doing other work - Businesses that get calls evenings and weekends but cannot staff those hours - Owners who want missed-call voicemails replaced by booked appointments - Multi-location businesses that want consistent call handling at every site ## Problems we fix - Calls go unanswered at lunch, after hours, and when two people ring at once - Callers who reach voicemail rarely leave a message and often book elsewhere - Front desk staff are interrupted constantly by the same basic questions - Appointments taken by phone are written on paper or entered late into the calendar - There is no record of who called, why, and whether anyone called them back ## What is included - **Receptionist script and knowledge:** We write the greeting, common answers, qualifying questions, and closing in your tone, using your approved services, hours, and policies so callers get accurate information. - **Calendar booking:** We connect the receptionist to Google Calendar, Outlook, Calendly, Cal.com, or your booking system so it offers real available slots, books them, and sends a confirmation. - **Lead qualification:** The receptionist asks the questions that matter to you, such as service needed, location, timing, and budget range, and tags each caller so your team knows who to prioritize. - **CRM sync and alerts:** Each call creates or updates the contact in your CRM with a summary, transcript, and outcome. The right person is alerted by email, SMS, or Slack when follow-up is needed. - **Transfers and messages:** We set rules for urgent calls, VIP callers, and requests for a person, with transfers to staff or an on-call number and clear messages when nobody is available. - **Call review and tuning:** We review calls after launch, update answers when your services or prices change, and adjust the script where callers get confused or drop off. ## Benefits - **No more missed calls:** Every caller is answered, including at peak times, lunch breaks, evenings, weekends, and holidays. - **Bookings straight into the calendar:** Appointments are booked into your live calendar during the call, without double handling or callbacks to confirm a time. - **A calmer front desk:** Routine calls are handled automatically, so staff in the office can focus on the customers in front of them. - **A clear record of every call:** Summaries in your CRM show who called, what they needed, and what happened next, which makes follow-up and reporting much easier. ## How the work runs 1. **Assess your call handling:** We review your call volumes, common questions, booking rules, and the times calls are most often missed. 2. **Design the receptionist:** We write the script, set qualification and transfer rules, and plan the connections to your phone line, calendar, and CRM. 3. **Set up and test:** We build the receptionist, forward your number to it on the schedule you choose, and run test calls for bookings, questions, and transfers. 4. **Monitor and refine:** We review real calls, fix weak answers, and keep the knowledge up to date as your services, hours, and prices change. ## Tools we commonly work with Retell AI, Vapi, Synthflow, Twilio, Google Calendar, Microsoft Outlook, Calendly, Cal.com, GoHighLevel, HubSpot ## Frequently asked questions ### How is this different from your virtual receptionist and chatbot services? Our virtual receptionist service uses trained human staff to answer your calls, which suits businesses that want a person on every call. Our chatbot service handles text conversations on your website, WhatsApp, and social channels. The AI voice receptionist answers phone calls with an AI voice, around the clock, and books appointments directly. Some businesses combine them, for example AI after hours and people during the day. ### Can I keep my existing business phone number? Yes. In most cases we set up call forwarding from your current number, so customers keep calling the number they know. You can forward all calls, only unanswered calls, or only calls outside office hours. If you prefer, we can also set up a new number dedicated to the receptionist. ### Does it sound robotic? Modern AI voices sound natural, with normal pacing and the ability to handle interruptions. It is not perfect, and some callers will notice it is automated, which is why we recommend it introduces itself honestly. What matters most to callers is getting a quick, useful answer and a booked appointment, and that is what we design for. ### What if a caller has an emergency or wants a person? We set rules for that. Callers can ask for a person at any time, and specific keywords or situations can trigger an immediate transfer to staff or an on-call number. If nobody answers, the receptionist takes a detailed message, marks it urgent, and alerts the right person straight away. ### Which calendars and CRMs does it work with? Common options include Google Calendar, Outlook, Calendly, Cal.com, Acuity, GoHighLevel, HubSpot, Pipedrive, and Zoho. Where there is no direct integration, we connect through an automation platform such as n8n, Make, or Zapier, or through the system's API. ### How much does an AI receptionist cost? Cost depends on the number of call types, booking rules, integrations, and whether you want ongoing tuning. Voice platform and telephony usage fees are separate and depend on call volume. Book a free consultation and we will give you a clear quote based on how your phones are used. ## Related services - [AI Voice Agents for Inbound & Outbound Calls](https://techpitsolutions.systems/services/ai-voice-agents): We build AI phone agents that handle inbound calls and outbound follow-up, pass tricky calls to your team, and log every call in your CRM. - [Online Booking & Appointment Reminders](https://techpitsolutions.systems/services/booking-reminders): We set up online booking with automatic confirmations, reminders, and reschedule links, all synced to your calendar. - [Customer Support & Virtual Receptionist](https://techpitsolutions.systems/services/customer-support-virtual-receptionist): Professional call answering, live chat and email support that keeps customers looked after without adding in-house staff. - [AI Chatbots & Virtual Assistants](https://techpitsolutions.systems/services/chatbots): We build AI chatbots for your website, WhatsApp, and social channels that answer questions, capture leads, and hand off to your team. ## Related reading - [Glossary: AI voice agent](https://techpitsolutions.systems/glossary/ai-voice-agent) ## Availability Delivered remotely to businesses in the US, UK, Canada, Australia, New Zealand and Europe. Pricing: see the [Front Desk packages](https://techpitsolutions.systems/front-desk), or ask for a quote: https://techpitsolutions.systems/contact?service=AI%20Receptionist --- Source: https://techpitsolutions.systems/services/ai-voice-receptionist TechPit Solutions ยท Run by AI, backed by real people. A remote team working with businesses in the US, UK, Canada, Australia, New Zealand and Europe. Email info.techpit.co@gmail.com, WhatsApp +92 344 3360585. Book a 15-minute call: https://techpitsolutions.systems/contact