An AI receptionist that picks up when your team can't
When the line is busy or you're closed, a voice assistant answers, deals with routine questions, takes booking requests and emails your team a summary of every call.
- Area
- AI & automation
- Timeline
- 10–20 working days
- Industries
- Clinics and practices, Hair and beauty, Trades & local services, Hotels and tourism
- Free quote within 24 h
- Fixed price once quoted
- Free concept before you sign
- Project code is yours once paid for
- Written contract and VAT invoice
- A team with over 10 years of experience
AI voice receptionist
Who it’s for
Businesses where the phone rings at the worst possible moment. The dentist is mid-appointment, the stylist has a client in the chair, the plumber is under a sink, the hotel’s front desk is checking in a coach party. Plenty of callers don’t leave a voicemail — they just ring the next name on Google.
An AI receptionist isn’t meant to replace people on the phone at peak times. It answers the calls you’d otherwise miss and organises them, so your team can call back knowing exactly what each person wanted.
What we do
First we find out why people ring. Together we list the handful of reasons that cover most calls: opening hours, directions and parking, the price of standard services, booking or moving an appointment, asking for a callback. We write a script for each and agree where the assistant’s job ends.
The assistant opens every call by saying it’s an AI assistant. It answers from approved information, and when someone wants to book it checks your calendar or booking system and holds a slot. If your system has no API, it takes the request and your team confirms later. After each call you get a summary by email or in your CRM: who called, why, what was agreed and what needs doing. The caller can get a text confirming the details.
To be straight with you: voice technology still has limits. Surnames, addresses and phone numbers can be misheard, especially with background noise, so the assistant reads key details back. And we always begin with a pilot.
How we work
- Tell us when calls go unanswered and what people usually want. You’ll get a quote within 24 hours.
- Free concept: a call script with the assistant’s sample answers to your customers’ questions.
- A fixed-price contract paid in stages. Stage one is a pilot on part of your calls — say, out of hours only. We review the results together, and you decide whether to move on.
- We refine scripts, integrations and messages, then switch forwarding on permanently.
- For 30 days after launch we adjust scripts free of charge, based on call summaries.
Typically 10–20 working days including the pilot. Several languages, or a phone system that needs the supplier’s involvement, add time.
What we need from you
- The reasons customers call and the answers your team gives today.
- Access to forwarding settings with your provider, or a contact at your phone system supplier.
- A number for urgent transfers and the hours someone is there to answer it.
- A decision on recordings, transcripts or summaries only.
Technology and integrations
We combine speech recognition and voice synthesis with a language model, and pick providers for your language after testing. Calls arrive via forwarding from your existing number or through a VoIP provider. Bookings go into your calendar (e.g. Google Calendar) or booking system (e.g. Fresha or Treatwell), and summaries into your CRM or inbox. Most systems that offer an API can be connected. Providers sign a data processing agreement (Article 28 GDPR, or its UK GDPR equivalent).
What we don’t do
- Hide that it’s an AI, or give the assistant a human name.
- Offer medical advice or triage symptoms over the phone.
- Run outbound sales calls or mass calling campaigns.
- Roll out fully without a pilot on real calls.
Free quote within 24 hours
Tell us when your phone goes unanswered, the most common reasons people call, and which system holds your bookings. Within 24 hours you’ll have a quote and a proposal for the pilot.
- EU AI Act, Article 50 — transparency obligations (information site) · accessed 11 October 2026
- Regulation (EU) 2016/679 (GDPR) — EUR-Lex · accessed 11 October 2026
A guide on this topic
Other services in area 03
Questions we hear most often
Can't find your question? Write or call — we'll give you a straight answer, no strings attached.
[email protected]+48 889 009 55001Will it cope with strong regional accents?
Speech recognition is good these days but not perfect, and results vary with accent, background noise and how people speak — a busy kitchen in Glasgow is not the same as a quiet office in Dublin. That's exactly why we start with a pilot on your real calls. If the results aren't good enough for you, we'll say so before you commit to the rest.
02Do we need a new number or a different phone provider?
Usually not. You set up conditional forwarding with your existing provider — on busy, on no answer or out of hours. Before quoting we check that your provider or phone system supports it.
03Are calls recorded?
Only if you want them to be. We can keep just a summary, a transcript or a full recording. Rules on telling callers about recording differ between the UK, Ireland and other EU countries, so callers always hear a notice and we agree the set-up with you. This isn't legal advice.
04What happens with an urgent call?
The assistant recognises the situations you mark as urgent and transfers the caller to a number you choose, or tells them where to call. In clinics it never assesses symptoms or gives medical advice.
Promises we can actually keep.
The same rules on every project — from the first call to support after launch.
- Free quote within 24 hYou get the quote within 24 hours of your enquiry — including weekends and public holidays.
- Fixed price once quotedThe quoted amount does not grow unless you change the scope.
- Free concept before you signA mockup of 1–2 screens or a chatbot script with sample answers.
- Payment in stagesWe pick the payment plan that suits the project.
- 30 days of free fixesCounted from the day the project goes live.
- Code, domain and loginsProject code is yours once paid for, and our libraries come with source code, for good. Domain and accounts are in your name from day one.
- Contract and VAT invoiceWe work under a written contract and invoice every payment.
- Want it in writing?Every one of these terms is in the quote and the contract.Free quote within 24 h
Tell us about your project. Free quote within 24 h.
A few sentences are enough. Within 24 hours of your enquiry — including weekends and public holidays — you get a quote with the scope and a fixed price.
- [email protected]
- Phone
- +48 889 009 550
- Quote
- within 24 hoursof your enquiry, incl. weekends and public holidays
- Languages
- English, Polish, Ukrainian, RussianGerman in writing
Thank you, we’ve received your enquiry.
You’ll get your quote within 24 hours, including weekends and public holidays.