10 Best Virtual Receptionist Services for Small Businesses

Imagine investing time and money in perfecting your website and implementing effective marketing campaigns, only to have a customer finally reach out and find that there is no one to answer the call, resulting in it being missed. No, this isn't just a call that gets missed; it's a missed opportunity. It has been found that approximately 80% of customers believe that the customer experience a business offers is as crucial as the products and services it provides. In today's world, small businesses cannot afford to miss even a single customer interaction. Hence, it is essential to have someone at all times to answer customer queries. Since it is impossible to be available 24/7, this situation can be handled with the help of virtual receptionists. 

How can a virtual receptionist help your business? We will explain everything about virtual receptionists and list the best virtual receptionist services for small businesses.

What Are Virtual Receptionists?

Virtual receptionists can also be referred to as remote professionals. They can also be intelligent AI systems that can manage business frontline communication without being physically present at the office. According to a report by Business Research Insights, the global virtual Receptionist market was valued at US$3.85 billion in 2024 and is expected to increase further by US$9 billion by 2033.

Essentially, they perform the same task as a traditional receptionist does, but there is much more flexibility, and the cost of operation is much lower. Based on the service that you choose, a virtual Receptionist for your business can be one of the following:

• Real human beings answering calls, chatting with customers, and sending emails remotely.
• An AI-powered assistance that can handle calls, respond to FAQ, engage in natural conversations, and also schedule appointments.

What Are the Benefits of Having a Virtual Receptionist for Your Business?

A virtual receptionist is more than just a person who answers the phone; they are the first impression of a business that a customer has. Whether you are a rising entrepreneur or a well-established company, there are many benefits to having a virtual receptionist in place, whether it is a human or an AI. Below are all the benefits that go beyond the classic call handling that can be availed of by having a virtual receptionist for your business.

• When it comes to the best AI-powered virtual receptionist, they do not sleep and does not need breaks. Hence, they are available 24/7, whether it's a midnight emergency or on a holiday; they are available to customers at all hours.
• Having an AI virtual Receptionist cuts down costs as businesses do not have to hire a full-time Receptionist and offer salary and other benefits.
• Virtual receptionists can boost your business image by sounding like a polished and well-organized receptionist who can answer calls, schedule appointments, and handle queries in a very professional way.
• Another benefit of having an AI virtual receptionist service is that appointment scheduling can be done seamlessly, whether booking, rescheduling, or setting reminders. Since appointment booking can be integrated with Google Calendar or Outlook, the outcome is highly efficient.
• Best virtual receptionist handles phone calls, as well as live chat, social media, email replies, and SMS confirmations.
• When it comes to virtual receptionist services, it is now possible to personalise their script.
• With AI receptionist services, handling high volumes is possible, as they can handle multiple conversations simultaneously, which is not feasible for humans to do.

10 Virtual Receptionist Services that Every Small Business Must Try

Now that we know the benefits of virtual receptionist services. Here are the top 10 virtual receptionist services that every business must be aware of:

1. Anyreach.ai

Best AI receptionist for voice & appointments

Anyreach.ai has a cutting-edge AI receptionist that sounds remarkably human. It is built to resemble humans, and it aims to provide a consistent and delightful customer experience without affecting your operational efficiency.

Key Features:

• Reduce operational cost by 90%
• Offers service 24/7
• Perfect conversations as per the industry
• Real human fallback
• AI-agent
• AI-insights
• AI-chat 
• AI-inbox
• AI-done for you
• AI- appoint booking
• Agent cloning
• Human-in-the-loop

2. Smith.ai

Best for small teams and lead qualifications.

Whether it's a human virtual receptionist or an AI receptionist, Smith.ai delivers a first-class experience to your customers. 

Key Features:

• Bilingual receptionist 24/7
• Appointment booking
• Around-the-clock service
• Call recording and transcriptions
• Call intelligence and metadata
• Lead screening and intake
• Custom greetings
• Warm phone transfers
• Payment collection

3. Ruby Receptionist

Best for a personalised human touch

Ruby Receptionist is a platform known for its warm and human-first approach to receptionist services. It answers calls with professionalism and charm.

Key Features:

• Dynamic integration
• 100% human-powered for human touch
• Bilingual receptionists
• Strong CSAT ratings
• Custom scripts

4. AnswerConnect 

Best for scalable yet sustainable support

AnswerConnect is one of the best AI virtual receptionists, offering both live agent and chat capabilities. It aims to provide eco-conscious practices with 24/7 availability.

Key Features:

• Supports call overflow
• Supports after-hours answering
• Web chat
• Scheduling appointment
• Lead capture
• Integration with CRMs and Calendars.

5. Callin.io

Best AI receptionist for solo businesses

Callin.io is a virtual receptionist service best for small businesses and freelancers looking to automate call answering and schedule appointments at an affordable price.

Key Features:

• AI-based call answering
• Appointment booking
• Basic lead capture
• Call tracking
• Easy setup

6. Dialzara

Best AI-powered virtual receptionist for appointments under budget

Dialzara is an AI-powered call handling service provider that comes at a fraction of the cost as compared to traditional receptionists. 

Key Features:

• Calendar integration
• Custom scripts
• Missed call alerts
• Call logs  
• Call analytics
• Call handling 24/7

7. AirCall

Best AI receptionist with integrations

This platform is a comprehensive VoIP solution that includes virtual receptionist features. CRM integrations with platfotms such as Salesforce and HubSpot, among others is possible.

Key Features:

• Auto-attendant & IVR
• CRM integrations
• Call routing & shared inbox
• Analytics dashboard
• App marketplace

8. Nextiva

Best for all-around communication.

Nextiva is a unified platform for businesses seeking more than just a receptionist. 

Key Features:

• Auto-receptionist
• Voicemail-to-email
• CRM + email + chat integration
• Analytics and team collaboration
• Mobile-friendly platform

9. Ooma Office 

Best Affordable phone + reception service

Ideal for budget-conscious business owners, this platform features virtual receptionist tools, including call menus and routing, paired with a reliable VoIP line.

Key Features:

• Basic virtual receptionist
• Voicemail transcription
• Mobile applications
• Call routing by hours/extensions
• Quick setup

10. Grasshopper

Best for new entrepreneurs

Grasshopper is a virtual phone system with voicemail, call forwarding, and auto-replies. It's perfect for solopreneurs needing a business line on their mobile.

Key Features:

• Business phone line + extensions
• Call forwarding & voicemail
• Business texting
• Voicemail-to-email
• Simple app-based management

How to Choose a Good Virtual Receptionist Service for Your Business?

It may not seem like it, but selecting the right virtual receptionist can significantly enhance your customer experience, lead conversion rates, and even brand value. Here are the crucial things that you must check before deciding on the one for you:

• Understand your business needs.
• Decide between human, AI, or hybrid.
• Evaluate integration capabilities.
• Test voice quality & user experience.
• Check for smart appointment features.
• Review analytics and call reporting.
• Check for data security & compliance.
• Compare pricing & scalability.
• Read real customer reviews.
• Test before you commit.

Conclusion

There is so much more to a virtual receptionist than simply answering calls. It is about making every interaction with the customer a memorable one. As a business, you can either opt for a virtual receptionist or an AI-powered receptionist. The decision should be made after carefully understanding your requirements. As customers increasingly seek fast and intelligent communication, the best virtual receptionists can help you achieve just that.

FAQs About Best Virtual Receptionist Services

Is it possible for an AI receptionist to handle complex customer queries?

Yes, however, there are still situations where human intervention becomes necessary.

Is it safe to use virtual receptionist services?

Yes, a well-known virtual receptionist service provider adheres to stringent data security protocols, including encryption and proper regulatory compliance, such as the GDPR and HIPAA.

Can you take a trial of the virtual receptionist services before committing to one?

In most cases, providers offer free trials that can help you understand the offerings.

Can an AI receptionist talk in multiple languages?

Yes, an AI receptionist can speak in numerous languages, making it ideal for diverse business needs.