The AI receptionist guide for small businesses
This AI receptionist guide explains what an AI receptionist costs, how it compares with an answering service or a hired receptionist, and how to set one up so it answers every call well. Start with the guides below, then use the tips to get the most from AssistStaff.
Guides
Small business phone answering guides
In-depth pages on cost, comparisons, languages, and industries. Each one answers a single question in full.
- How much an AI receptionist costsMonthly plan prices, what is included, and how the cost compares with other ways to answer calls.
- AI receptionist vs. an answering serviceHow an AI receptionist differs from live answering operators, and when each makes sense.
- AI receptionist vs. hiring a receptionistWhat a full-time hire costs next to an AI receptionist, and what each one does best.
- After-hours answering for nights and weekendsCatch the calls that come in after you close, and get urgent ones passed to you.
- Bilingual English and Spanish receptionistAnswer Spanish-speaking callers in their own language without hiring bilingual staff.
- Korean-speaking AI receptionistAnswer Korean-speaking callers with a native Korean voice.
- AI receptionist by industryHow plumbers, HVAC companies, electricians, law firms, and salons use an AI receptionist.
- How an AI receptionist works, step by stepWhat happens on a call, from the greeting to the booked appointment and the logged transcript.
The Big Picture
How AssistStaff works
At its core, AssistStaff is an AI voice receptionist paired with a CRM, task manager, and knowledge base. Calls come in, the receptionist handles them using what it knows about your business, and everything is logged in one dashboard.
Listens & Understands
The caller speaks naturally. The receptionist understands the request and replies in real time.
Acts On Your Behalf
Books appointments, takes messages, creates tasks, and sends email confirmations, following rules you set.
Tracks Everything
Every call, contact, and task is logged, with transcripts and history in your dashboard.
Onboarding Flow
From sign-up to live in six steps
Each step is guided in your dashboard, with no code required.
- 01
Sign Up
Create your account with email. Takes under a minute.
- 02
Choose Your Plan
Pick the plan that matches your expected call volume.
- 03
Name & Greeting
Set your business name, the receptionist’s name, and the greeting callers hear.
- 04
Business Information
Add your hours, services, policies, and FAQs. Your receptionist answers from these.
- 05
Phone Number
Use the number included with your plan, and connect Google Calendar for bookings.
- 06
Go Live
Forward your business line. Your receptionist starts answering calls 24/7.
Most businesses go live in minutes. Optional one-time setup help: Self-Serve $0, Guided Setup $149, Custom Build $499.
Use Cases
What businesses use AssistStaff for
The most common ways small businesses put their AI receptionist to work.
AI Receptionist
Answers every call, greets callers by your business name, and transfers urgent calls to you or your staff.
Appointment Booking
Books and reschedules appointments on your Google Calendar and emails the caller a confirmation.
Messages & Intake
Takes down who called, how to reach them, and why, so you can follow up with the full picture.
After-Hours Coverage
Handles calls outside business hours so you never miss a customer or a job.
Three Languages
Answers in English, Spanish, and Korean, using the preferred language saved on each caller’s contact.
CRM Intake
Logs every call with a transcript, builds contact records, and tracks customer history automatically.
Tips
AI receptionist tips for better calls
Small habits that make the biggest difference in how well your receptionist handles callers.
Tell callers they are talking to an AI receptionist
The voice sounds natural, but we recommend saying so in the greeting. It builds trust and sets expectations. You write the greeting, so you control exactly what callers hear.
Write down your edge cases
For unusual policies (refunds, special discounts, services you do not offer), add them to your knowledge base. If it is not written down, the receptionist takes a message or transfers the call instead of guessing.
Decide which calls get transferred
Choose who gets urgent calls and when. If nobody picks up, the receptionist takes the details and sets up a callback.
Connect Google Calendar before going live
Bookings then land on your real schedule, so the receptionist only offers times you are actually free.
Read your first week of transcripts
Every call is logged with a transcript. Skim them early, then add or fix anything in your knowledge base that callers asked about.
Keep your information current
When hours, prices, or services change, update the knowledge base. The receptionist uses the new information on the next call.
Setup Questions
Setting up your phone line
Practical answers for getting your number and information ready. For pricing, languages, and features, see the full FAQ.
Do I pay extra for the phone number?
Is there a setup fee?
What happens if I use up my monthly minutes?
What should I put in my knowledge base?
How do I forward my business number to the AI receptionist?
Still have questions?
Book a free demo and we will walk you through how AssistStaff would answer your calls, or get started on your own.