What Is an AI Receptionist? A Plain-English Guide for Business Owners
An AI receptionist answers your business calls live, answers common questions, books appointments and sends you a summary. Here's how it works and what to check.
An AI receptionist is software that answers your business phone calls in a natural voice. It greets callers, answers common questions about your business, takes down their details, books appointments and passes calls or messages to you when a person is needed. Unlike voicemail, the caller talks to something that can help right away.
This guide explains what an AI receptionist does, how it is different from other options, and what to check before you choose one.
What an AI receptionist does on a call
At Diaz Agents, the AI receptionist can:
- Answer incoming calls and respond to common questions using your business information.
- Capture customer information: name, number and the reason for the call.
- Route requests or book appointments. Appointments are booked through Cal.com.
- Hand off to a person, either by live transfer or by taking a message and notifying you.
- Speak English and Spanish.
- Handle several calls at the same time.
- Screen spam and robocalls.
- Tell callers it is an AI.
What happens after the call
The message or summary from each call goes to you by text and email, right after the call. Calls are recorded and transcribed, and you can review them in a call dashboard.
AI receptionist vs. human receptionist vs. voicemail
| Voicemail | Human receptionist | AI receptionist (Diaz Agents) | |
|---|---|---|---|
| Answers live | No | During their shift | Every call, 24/7 |
| Books appointments | No | Yes | Yes (Cal.com) |
| Handles several calls at once | No | One at a time | Yes |
| English and Spanish | Greeting only | Depends on the person | Yes |
| Summary sent to you | No | Depends | Text and email, right away |
A person on your team is still the best choice for some conversations. That's why the AI can transfer a call to you, and why every Diaz Agents customer has a dedicated human support agent from setup onward.
For a closer look at the round-the-clock side, read A 24/7 AI Receptionist for Small Business. If you are comparing it with voicemail, see AI Answering Service vs. Voicemail.
What to check before you choose an AI receptionist
- Does it answer every call or only overflow? The Diaz Agents AI receptionist answers every call, 24/7.
- Can callers reach a person? Look for live transfer as well as messages.
- How do you hear about calls? Text and email summaries, recordings and transcripts save you from playing back voicemail.
- Does it disclose that it's an AI? Ours does.
- How is it set up? With Diaz Agents, you forward your calls to your AI employee's phone number. Typical setup time is 24 to 48 hours, with no technical experience needed.
- What does it cost, and is there a contract? See below.
What a Diaz Agents AI receptionist costs
From the pricing page:
- $97 per agent per month.
- Complete AI Team Bundle: $497 per month for the original 8 agents (save $279).
- Custom AI Solutions: by quote.
There are no setup fees and no contracts. Billing is monthly, and you can cancel any time, effective at the end of the billing period.
Industries that use an AI receptionist
Diaz Agents has pages for real estate, restaurants, barbershops and salons and nonprofits, and the industries page lists many more.
Frequently asked questions
What is an AI receptionist?
An AI receptionist is an AI that answers your business calls live. It answers common questions, captures caller details, books appointments and hands calls or messages to you when needed.
Is an AI receptionist the same as an AI answering service?
They overlap. At Diaz Agents, the AI answering service is the same AI receptionist answering every call, 24/7.
Will my callers know they are talking to an AI?
Yes. The Diaz Agents AI tells callers it is an AI.
Can it book appointments?
Yes. It books appointments through Cal.com.
Do I need a new phone system?
No. Your business forwards its calls to your AI employee's phone number.
How long does setup take?
Typically 24 to 48 hours.
How much does it cost?
$97 per agent per month, or $497 per month for the Complete AI Team Bundle. No setup fees and no contracts.
Want to hear one? Call the live AI demo line at (570) 563-7380, book a free 1-on-1 demo, or see pricing.
