Every missed call is a missed opportunity. Whether you're in a meeting, with a customer, or just trying to get work done, you can't answer every call.
But potential customers don't know that. They just know you didn't pick up.
That's where virtual receptionist services come in. They answer your calls professionally, take messages, route important calls to you, and make sure your customers feel taken care of. All without you hiring a full-time employee.
We tested and researched the top virtual receptionist services to find the best options for small businesses. Here's what we found.
Editor’s note: Want to hear some sample AI support calls made for your Shopify store?
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What is a virtual receptionist service?
A virtual receptionist service is a remote call handling solution. Instead of hiring someone to sit at your front desk, you pay a service to answer your business calls from their location.
There are two main types:
- Live human receptionists: Real people answer your calls, follow your scripts, and handle tasks like scheduling appointments or taking messages. They sound like in-house staff but work remotely.
- AI-powered receptionists: Artificial intelligence handles the calls. These systems can answer questions, route calls, and even handle simple tasks like booking appointments. They're available 24/7 and cost less than human services.
Most services include call answering, message taking, call forwarding, and basic customer service. Premium options add appointment scheduling, lead capture, order processing, and CRM integrations.
How we evaluated these services
We looked at several factors to rank these services:
- Pricing transparency: Clear pricing without hidden fees
- Features: What each service can actually do for your business
- Availability: 24/7 coverage or business hours only
- Setup process: How quickly you can get started
- User feedback: Real reviews from actual customers
We also tested free trials where available and verified all pricing directly from official sources.
Quick comparison: 7 virtual receptionist services
The 7 best virtual receptionist services
1. Ruby
Ruby has been in the virtual receptionist business for over 20 years. They're one of the most established names in the industry and serve more than 15,000 businesses.
What you get:
- 24/7 live answering by trained receptionists
- Bilingual support (English and Spanish)
- Appointment scheduling and lead qualification
- Payment collection
- Mobile app for iOS and Android
- HIPAA-compliant services available
- AI-powered call transcripts and sentiment analysis
Pricing:
Source: Ruby pricing
The good: Ruby's receptionists are consistently professional and friendly. The mobile app is genuinely useful for managing calls on the go. There are no setup fees or hidden costs, and all plans include the same features (only the minute allowance changes).
The not-so-good: It's expensive. At $250 for just 50 minutes, you're paying $5 per minute. Also, while receptionists are US-based during core hours, some after-hours coverage may be offshore.
Best for: Law firms, consultants, and professional services where first impressions matter and budget is less of a concern.
2. Smith.ai
Smith.ai takes a hybrid approach, combining AI technology with human receptionists. This gives you the speed of AI with the personal touch of real people when needed.
What you get:
- 24/7 answering with AI-supported call handling
- North America-based agents
- 40+ CRM integrations (HubSpot, Salesforce, Clio, and more)
- Lead qualification and intake
- Outbound calling and appointment reminders
- Call recording and transcription
- Bilingual receptionists
Pricing:
Add-ons range from $0.25 to $1.50 per call for features like appointment booking, call recording, and payment processing.
Source: Smith.ai pricing
The good: The hybrid model means simple calls get handled instantly by AI, while complex situations get escalated to humans. The integration ecosystem is excellent. Outbound calling is a nice bonus that most competitors charge extra for.
The not-so-good: Per-call pricing can be unpredictable if your call volume varies. The starting price of $285 is steep for only 30 calls.
Best for: Tech companies, law firms using practice management software, and businesses that want automation with human backup.
3. Ringly.io
Ringly.io offers an AI phone agent called the AI that's built specifically for e-commerce businesses. It integrates deeply with Shopify and handles order-related calls automatically.
What you get:
- 24/7 AI phone support
- Deep Shopify integration (order lookup, returns, exchanges)
- Support for 40+ languages
- Call recordings and transcripts
- Knowledge base uploads for custom answers
- Analytics and call insights
- Escalation to human agents when needed
Pricing:
Overage is $0.19 per minute. The 14-day free trial includes all features.
Source: Ringly.io pricing
The good: The e-commerce focus means the AI actually understands order status, return policies, and shipping questions. Setup takes about 3 minutes. The resolution rate is around 73% of calls handled without human intervention. Multilingual support is a major plus for international stores.
The not-so-good: It's specialized for e-commerce, so non-retail businesses won't benefit as much. As a newer company (founded 2024), it doesn't have the long track record of established competitors.
Best for: Shopify store owners and e-commerce businesses that get calls about orders, returns, and shipping.
4. Davinci Virtual
Davinci Virtual offers budget-friendly live receptionist services with US-based agents. They're a good middle ground between quality and affordability.
What you get:
- Live call answering by US-based receptionists
- Call forwarding and screening
- Voicemail management
- Advanced call routing
- Unlimited long-distance calling
- Auto-receptionist
- Online fax services
Pricing:
Premium plans add appointment scheduling, outbound calling, order processing, and administrative tasks.
Source: Davinci Virtual
The good: The entry price of $129 is among the lowest for human receptionists. All agents are US-based. You get a free local or toll-free number with any plan.
The not-so-good: Coverage is limited to business hours (not true 24/7). There's no free trial. Premium features require upgrading to more expensive plans.
Best for: Startups and budget-conscious businesses that need professional call answering during business hours.
5. Goodcall
Goodcall is an AI phone agent born at Google in 2017. It focuses on natural, conversational AI that can handle complex interactions.
What you get:
- GPT-powered conversational AI
- Custom forms and logic flows
- Calendar integration for scheduling
- CRM integration via Zapier
- Call recording and analytics
- Custom greetings and workflows
- Performance dashboard
Pricing:
Pricing is based on unique customers (unique phone numbers), not minutes or calls. Unlimited AI tokens and minutes on all plans.
Source: Goodcall pricing
The good: The AI is genuinely conversational and can handle complex caller requests. Unlimited minutes means no overage surprises. The "unique customer" pricing model rewards repeat callers (a customer who calls 10 times counts as 1 unique customer).
The not-so-good: It's AI-only with no human backup for complex situations. Starter plan only keeps 7 days of call history. You need to set up call forwarding with your current provider.
Best for: Tech-savvy businesses comfortable with AI and those with predictable, automatable call flows.
6. ReceptionHQ
ReceptionHQ offers the lowest entry point for professional call answering, with plans starting at just $25 per month.
What you get:
- US-based receptionists (Arizona, Florida, North Carolina, Missouri)
- 24/7 availability
- Customized greetings
- No lock-in contracts
- Mobile app
- Call forwarding and transfers
- Message taking and delivery
Pricing:
Source: ReceptionHQ pricing
The good: The $25 starting price is unbeatable for professional call answering. US-based receptionists on all plans. Transparent pricing with pay-per-call options available. 7-day free trial lets you test before committing.
The not-so-good: Lower-tier plans are basic. Less tech-forward than competitors. Limited integrations compared to premium services.
Best for: Solo operators, very small businesses, and those wanting to test virtual receptionist services with minimal commitment.
7. PATLive
PATLive specializes in high-volume call handling with 100% US-based receptionists. They're built to scale with your business.
What you get:
- 100% live US-based receptionists
- 24/7/365 coverage
- Appointment scheduling
- Call screening and transfers
- Lead collection
- Order processing
- Emergency dispatch
- Bilingual support (add-on)
- Custom phone numbers
- Call recordings
- Spam call blocking
Pricing:
Bilingual support is $20/month extra.
Source: PATLive pricing
The good: All features are included in every plan (no nickel-and-diming for add-ons). True 24/7 coverage with US-based agents only. Built for high volumes with plans up to enterprise level. 14-day free trial.
The not-so-good: Per-minute pricing can get expensive at high volumes. The Basic plan's $2.60 per minute is pricey if you get more than a few calls.
Best for: High-volume businesses, order-taking operations, and companies that want all features included without worrying about add-on fees.
AI vs human receptionists: which should you choose?
The choice between AI and human receptionists depends on your specific needs.
Choose AI if:
- Your calls are predictable and repetitive (order status, FAQs, appointment booking)
- Cost is a major concern (AI services start around $79/month)
- You need true 24/7 coverage without paying premium rates
- You're comfortable with technology and can set up workflows
Choose human receptionists if:
- Your calls are complex or emotional (complaints, consultative sales)
- Your brand is premium and personal relationships matter
- You need someone who can handle unexpected situations
- Your customers expect to talk to a real person
Consider a hybrid approach: Services like Smith.ai give you both. AI handles simple calls instantly, humans step in when needed.
Key features to look for in a virtual receptionist service
Not all services are created equal. Here's what actually matters:
Must-haves:
- 24/7 availability (or at least coverage during your business hours)
- Professional greeting with your business name
- Message taking with accurate details
- Call forwarding to your team
Nice-to-haves:
- CRM integration (automatically log calls in your system)
- Appointment scheduling (book directly on your calendar)
- Lead capture (collect prospect information)
- Call recording (for quality and training)
Industry-specific needs:
- Healthcare: HIPAA compliance
- Legal: Conflict checking, intake forms
- E-commerce: Order lookup, return processing
- Real estate: Property-specific routing
Choosing the right virtual receptionist service for your business
Here's how to make the final decision:
- Calculate your call volume. Look at your phone bills or ask your current receptionist. Most small businesses get 50-200 calls per month.
- Match your industry needs. E-commerce stores should look at Ringly.io. Law firms might prefer Ruby or Smith.ai. High-volume operations should consider PATLive.
- Consider your budget. If $250/month is too much, start with ReceptionHQ ($25+) or Goodcall ($79+).
- Test before committing. Most services offer free trials. Use them. See how the receptionists sound, how accurate the messages are, and how easy the setup is.
- Factor in setup time. AI services like Goodcall and Ringly.io can be live in minutes. Human services may need a few days to train receptionists on your scripts.
Get started with AI phone support today
If you run an e-commerce store and want to automate order-related calls, Ringly.io offers a 14-day free trial. the AI, our AI phone agent, integrates with Shopify to handle order lookups, returns, and exchanges automatically. Setup takes 3 minutes, and you only start paying after the AI proves he can resolve at least 60% of your calls.
Frequently Asked Questions
How much does a virtual receptionist service cost?
Prices range from $25 to $1,725 per month depending on the service type and call volume. AI services typically start around $79-99/month, while human receptionist services start around $129-250/month. Most providers charge based on minutes, calls, or unique customers.
What does a virtual receptionist do?
A virtual receptionist answers your business calls remotely, takes messages, forwards important calls, schedules appointments, and provides basic customer service. They act as the front desk for your business without being physically present in your office.
Is a virtual receptionist worth it for a small business?
Yes, if you miss calls or spend too much time on the phone. A virtual receptionist costs far less than hiring in-house staff (often $250-500/month vs. $3,000+ for an employee). The value depends on how many calls you get and what those calls are worth to your business.
What's the difference between AI and human virtual receptionists?
AI receptionists use artificial intelligence to handle calls automatically. They're cheaper, available 24/7, and great for predictable tasks. Human receptionists are real people who can handle complex situations, emotional callers, and unexpected questions. They cost more but provide a personal touch.
Can a virtual receptionist service handle appointment scheduling?
Yes, most services offer appointment scheduling as a feature. They can access your calendar and book appointments directly. Some include this in the base price (Ruby, PATLive), while others charge extra (Smith.ai charges $1.50 per call for scheduling).
Do virtual receptionist services work with my existing phone number?
Yes, most services let you keep your current number. You typically set up call forwarding to route calls to the service when you can't answer. Some services also offer new local or toll-free numbers if you prefer.
