An AI receptionist that picks up when nobody else can
It answers the phone, books the visit in your calendar and sends your team a short note about every call.
Every missed call is a customer calling your competitor.
The phone rings during lunch, after closing and while the front desk is with someone in person. Voicemail rarely gets a message, and when it does, nobody calls back the same day.
- Small businesses where the owner or one person answers the phone between other tasks
- Clinics, offices and service companies that book appointments by phone
- Teams that want an AI voice agent for small business hours, evenings and weekends
The agents
Answers calls through Twilio, greets callers with your business name, answers common questions and books, moves or cancels appointments in Google Calendar or Calendly.
Stays behind the scenes and never speaks to callers. Decides when a call is urgent, which person should get it, and sends that person the summary in Slack, Teams or WhatsApp.
Keeps caller details in HubSpot, sends the confirmation by text or e-mail and makes sure every callback request has an owner and a time.
How it works
- A customer calls your number and Jaca answers on the first ring.
- Jaca answers the question or offers open slots from Google Calendar or Calendly and books the one the caller picks.
- If the caller is upset, has an urgent issue or asks for someone by name, Mat sends the call or a callback request to the right person.
- Bia logs the contact in HubSpot and sends the appointment confirmation.
- Your team gets a short written summary of each call, with the transcript one click away.
Example of what you get
Daily call log
- Every call with time, caller name, reason and outcome
- Appointments booked, moved or cancelled by phone
- Callback requests with the person responsible and the deadline
- Questions callers asked that the receptionist could not answer
What changes
- Calls after hours and during busy moments still reach someone
- Your front desk stops juggling the phone and the person standing in front of them
- Every call leaves a written record, so nothing depends on memory
Where a person is still needed. It does not take payments, give medical, legal or financial advice, or make promises outside your script. Urgent or sensitive calls go to a person.
Connects to
AI phone receptionist
Can an AI virtual assistant for phone calls handle real conversations?
It handles the calls that follow a pattern: hours, location, prices, booking, rescheduling and simple questions. When the caller goes off script or asks for a person, it passes the call or takes a callback request.
Does an AI receptionist for medical office calls work with patient privacy rules?
It only collects what you configure, such as name, phone and reason for the visit, and keeps it in the tools you connect. It does not give clinical advice. Check your local privacy requirements before turning on any phone automation.
Will callers know they are talking to an AI?
We recommend saying so in the greeting. Callers can ask for a person at any moment, and the AI voice agent for customer service will route the call or arrange a callback.
How long does it take to set up an AI receptionist for small business calls?
You connect a Twilio number or forward your existing line, connect your calendar and write the greeting and answers. That is usually done in one session, and opening the team in the app costs nothing.
How does an AI receptionist answer the phone?
Your number rings through Twilio, or you forward your existing line, and Jaca picks up with your business name and greeting. It listens, answers from the information you gave it and books in your calendar while the caller is still on the line. After the call, your team gets a written summary and the transcript.
Can an AI voice agent for small business transfer calls to a person?
Yes. Mat decides when a call needs a person, such as an upset caller, an urgent issue or someone asking for a team member by name. The call or a callback request goes to that person with a summary in Slack, Teams or WhatsApp.
What happens when the AI receptionist does not know the answer?
It says it will find out, takes the caller's details and creates a callback request with an owner and a time. The question also appears in the daily call log, so you can add the answer and the receptionist knows it next time.
Can I change the greeting, voice and script?
Yes. You write the greeting, the answers to common questions, what the receptionist may book and what it must hand to a person. You can update the script at any time, for example for holiday hours or a new service.
Does the AI receptionist speak other languages?
It answers in the language the caller uses, so a business with customers who speak different languages can serve them on the same line. Your script and answers stay the same, and the summary to your team is written in your language.
What is the difference between an AI receptionist and an answering service or IVR?
An IVR makes callers press numbers, and an answering service mostly takes messages. The AI receptionist holds a conversation, books or moves the appointment in your calendar during the call and logs the contact in HubSpot. It can also take calls at the same time, so nobody waits for the line to free up.