Glossary
What is an AI receptionist?.
An AI receptionist is software that answers a business's phone calls in a natural voice. It answers common questions, takes messages and appointment requests, and writes up each call for the team.
An AI receptionist is software that answers a business's phone calls in a conversational voice instead of a menu or voicemail. It answers questions from information the business approves, takes messages and appointment requests, and can pass calls to staff on rules the owner sets. Calls reach it through call forwarding, so the business keeps its number.
$38,010. Receptionists in the US earned a median of $38,010 a year in 2025, answering phones, taking messages and forwarding calls.
U.S. Bureau of Labor Statistics, Occupational Outlook Handbook (2025 data)
Speech, no menu. Unlike an IVR phone menu, an AI receptionist understands natural speech, so callers say what they need instead of pressing numbers.
Approved answers. A well-built AI receptionist answers from a knowledge base the business approves and says so when it doesn't know.
Forwarding. Calls reach an AI receptionist by call forwarding from the business's existing number, either every call or only unanswered ones.
Written record. Each answered call can leave a recording, a transcript and a short summary for the team.
AI receptionist vs virtual receptionist vs answering service
An answering service or human virtual receptionist routes your calls to remote people who answer from a script and take messages. An AI receptionist does the same front-desk phone work with software.
The differences are practical. Software answers from the business's own information rather than a summary sheet, writes up each call it takes, and is priced as a product rather than by agent minutes. People still handle judgment calls better, which is why many businesses pair an AI receptionist with a transfer or message to staff for the calls that need one.
How does an AI receptionist work?
It starts with a knowledge base: hours, services, prices, location and policies. Leap, for example, drafts one from the business's website and Google listing and the owner approves each fact. When a call comes in, the receptionist greets the caller in the business's name, listens and answers from that knowledge base.
For bookings, Leap takes an appointment request the team confirms by default, texts the caller a booking link if the business has one, or books open time directly when Google Calendar is connected. If it doesn't know an answer, it says so, takes the caller's name and number, and saves the question for the owner.
A worked example
A new patient calls a dental office at 7pm. The office forwards unanswered calls to its AI receptionist, which answers, says which insurance the office accepts based on the approved list, and takes an appointment request with the patient's name, reason and preferred morning.
The patient gets a text saying the request reached the office. The front desk sees the request first thing and calls to confirm a time.
Frequently asked questions
What is an AI receptionist?
An AI receptionist is software that answers a business's phone calls in a natural voice, answers questions from information the business approves, takes messages and appointment requests, and writes up each call for the team.
How is an AI receptionist different from voicemail?
Voicemail records a message and waits. An AI receptionist talks with the caller, answers what it can, and writes down the rest, so the team gets a summary instead of a recording.
Is an AI receptionist the same as an IVR phone menu?
No. An IVR makes callers press numbers to move through a menu. An AI receptionist understands natural speech and responds in conversation.
Can an AI receptionist book appointments?
It depends on the setup. Leap takes an appointment request the team confirms by default, and can book directly into open time when Google Calendar is connected. It does not connect to dental or medical practice management systems.
Does an AI receptionist replace a human receptionist?
Usually it backs one up. It takes overflow and after-hours calls the staff can't answer, and hands the calls that need a person to the team.
What happens when it doesn't know an answer?
A good AI receptionist says it doesn't know, takes the caller's name and number, and saves the question so the owner can answer it once.
Will callers know they're talking to AI?
That is the business's choice. Leap greets callers with the business and receptionist name, and owners can turn on a line that says it is an AI receptionist.
How much does an AI receptionist cost?
Prices vary by product. Leap is $149 a month, first 100 calls included, then $0.99 a call. For comparison, the BLS reports a median receptionist wage of $38,010 a year in 2025.
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