Do you ever feel like you’re playing phone tag all day, or maybe you’ve missed a critical call while working on a client project? The truth is, managing a business means you have a million different tasks vying for your attention. Answering every single call can feel impossible.
But what if you could have a dedicated, 24/7 customer support?
I’ve spent some time looking at the market and, to be honest, there are a ton of options out there. It’s hard to know which one is the real deal and which one is just an app. So, my team and I decided to dive in and try the top AI receptionists on the market. We got our hands dirty to figure out which ones actually save you time and which ones create more work.
While most of them promise the world, only a few AI phone answering services deliver. Our goal was to find a solution that helps you answer every call, automate scheduling, and personalize support without any friction.
Why are businesses using AI to handle phone calls?
Businesses use AI receptionists to manage routine phone calls automatically, ensuring they never miss an opportunity, even when they’re busy. These tools offer ongoing support to customers, even beyond business hours. They automate customer service, appointment scheduling, and call answering, which frees up time to focus on more complex work.
Sounds like a dream, right?
That’s how AI is changing how small businesses work. Workflows are streamlined in an instant, and busy business owners can reduce errors from manual work and missed opportunities.
What AI features do you need for a phone answering system?
The definition of an AI receptionist is the inclusion of features that actually save you time and help your business grow.
24/7 service availability
Ever felt the sting of a missed call after hours? A study revealed that up to 62% of calls to small businesses go unanswered, which is a huge number. That’s a lot of potential customers slipping away just because you were busy with another client, or it was past five.
The biggest benefit of an AI receptionist is that every single call gets answered. It’s like having a virtual front desk that never sleeps.
Appointment scheduling
Think about how much time you spend on the phone just trying to find a time that works for you and a client. It’s an endless game of phone tag. An AI receptionist can eliminate that completely.
Dental practices have reported that AI-driven appointment scheduling has helped them reduce no-shows by lowered no-shows by 25% to 57%. This means less time wasted on administrative tasks and more time on the work that actually generates revenue.
Conversational human voice
One of the biggest worries I hear about AI is that it will sound robotic. But the technology has come a long way. Modern AI receptionists use natural language processing to understand the caller’s intent and respond in a human-like voice.
In a recent survey on car dealerships, 58% of consumers preferred an AI-generated response over a human one because of its speed and consistency. It’s about providing a professional, consistent experience every time, regardless of who is calling.
Call recording
Every customer call is a data point, and a good AI receptionist captures it all. This isn’t just about having a backup of what was said. These recordings or transcripts can be used for staff training, for example, which is exactly how we build up our customer success team in Bookipi. This approach has shaved weeks off the training time.
Call recording capabilities make AI-driven lead generation possible for even small businesses. It enables you to check on quality control and make sure the messaging is consistent. You might even find a new product idea in the feedback you get from customers on these calls. It’s all there, waiting for you to use it.
Analytics dashboard
Running a business means keeping track of a million things. An AI receptionist can collect and organize all the information from your calls in a single, easy-to-use dashboard. This includes call transcripts, caller details, and messages. A centralized dashboard saves you from digging through notes or old voicemails. It also gives you valuable data: from patterns in customer inquiries to the impact of marketing campaigns.
So, how did we evaluate these AI receptionist providers?
When we evaluated these AI receptionist platforms, we took a deep dive into the criteria that really matter to small business owners.
Here’s how it breaks down:
- Best for: We first looked at the target audience for each platform, such as whether it’s best for small businesses, freelancers, or enterprise-level companies.
- Ease of use: We rated how user-friendly each platform is on a scale from 1 to 5. Bookipi users always tell us that ease of use is practically synonymous with overall usability. If it’s not saving you time from the get-go, it tends to be a significant challenge.
- Pricing: We considered the cost, noting starting prices where available, and also identified any potential for additional costs.
- Pros and cons: We listed the specific benefits and drawbacks of each platform, based on the features we highlighted above, the setup process, and integration capabilities.
- User reviews: Finally, we incorporated feedback from users to give a real-world perspective on each platform’s performance, from what users love to what they’ve had problems with.
What are the best AI receptionists in 2025?
1. Bookipi: The most user-friendly AI receptionist
Bookipi AI Receptionist is an AI-driven phone answering solution designed to fit right into the daily operations of small businesses and freelancers. It’s an easy-to-use tool that feels like a natural extension of your business.
How does Bookipi make AI receptionist setup so simple?
Bookipi’s AI is designed to be up and running in minutes, so you don’t waste time on technical learning curves. We gave it an easy-to-use rating of 5/5 because it has a simple 3-step setup process.
One of the biggest worries I hear is about setting up new software. Many platforms make you feel like you need to be a technical expert just to get started. That’s not the case here.
Can Bookipi really handle my calls 24/7?
The Bookipi AI Receptionist is available around the clock, with a natural, human-like voice that connects with callers. It’s more than just an answering machine; it’s a true 24/7 virtual front desk that can handle calls, answer questions, and even book appointments automatically by seamlessly integrating with your calendar.
Your business doesn’t stop at 5 p.m., so your receptionist shouldn’t either.
What about managing all the call data?
I’m all about data, so I believe it’s a big deal to have all your call information in one place. With Bookipi, you get a centralized dashboard that lets you see everything. From call transcripts to caller details and messages, it’s all organized for you. This helps you see trends in customer questions or check on a specific call, so you always stay connected to what’s happening.
What are the pros of using Bookipi AI Receptionist?
- Bookipi AI receptionist is praised for being “refreshingly simple.” The three-step setup process requires no technical skills.
- It integrates seamlessly with a calendar scheduler to automatically book appointments.
- It’s a cost-effective solution designed specifically with the budget needs of small businesses in mind.
What are the cons of using Bookipi AI Receptionist?
- While it’s perfect for freelancers and small businesses, it may not have all the advanced features found in larger, enterprise-level solutions.
- As a relatively new product, it has fewer third-party integrations than other options. Still, it integrates perfectly with the rest of the Bookipi Suite, which includes an appointment scheduler and a CRM platform.
2. Coextro
Coextro is a company that provides an AI receptionist service, specifically designed to meet the needs of businesses in the telecommunications and healthcare sectors. It’s a specialized solution built to automate front-desk operations.
What are the pros of using Coextro’s AI receptionist?
- The service operates 24/7/365, which means it can answer every call, even outside of regular business hours or during high-volume periods.
- The system is designed with HIPAA compliance in mind, which is absolutely critical for any healthcare practice.
- The service offers multiple language options, making it a great tool for serving a diverse patient or client base
What are the cons of using Coextro’s AI receptionist?
- While the service is marketed as a robust solution, a key concern is the limited public information available about its features and pricing. This lack of transparency can make it difficult for potential users to make a fully informed decision and compare it to other options in the market.
- The system is built with a heavy focus on specific industries like healthcare. This specialization, while a pro for those businesses, means it may lack the flexibility and broad-based features that a general small business might need.
3. My AI Front Desk
My AI Front Desk handles inbound and outbound calls and book appointments indepedently. It uses a knowledge base you provide, so it can answer questions specific to your business and integrate with your existing scheduling tools.
What are the pros of using My AI Front Desk?
- My AI Front Desk is positioned as a budget-friendly option. It offers a low-cost entry point compared to many other AI receptionist services, and the pricing plans are based on minutes, which can be useful for businesses with lower call volumes.
- It works well for straightforward tasks like booking appointments and answering simple questions.
What are the cons of using My AI Front Desk?
- The security is handled at a basic level, and it may not support advanced security features or compliance standards required for more regulated industries.
- For businesses that need to integrate with other tools, the developer options are limited. It relies on Zapier for integrations, which may not be sufficient for more advanced needs.
- Customer support is tiered by plan, and there isn’t a live chat or in-app ticket system, which can slow down issue resolution.
4. Mosaicx
Mosaicx is a conversational AI platform designed to handle customer interactions across different channels like voice and text. It can engage in human-like conversations, answer questions, and even handle complex requests. The platform is built to simplify self-service for customers and help businesses automate tasks to free up their human agents for higher-value work.
What are the pros of using Mosaicx?
- Mosaicx uses NLU to understand the context and tone of a conversation, which allows it to provide natural, accurate responses.
- The platform real-time insights so you can see why people are calling and where you can optimize your processes.
- It’s built to handle large call volumes effortlessly
What are the cons of using Mosaicx?
- The platform is a robust, enterprise-level solution, and its features can be complex. For a small business owner who just wants a simple, plug-and-play AI, the system might have more than you need.
- Because it’s so customizable, setting up Mosaicx can require a significant time investment and potentially some technical expertise. It’s not a system you can just get up and running in minutes, and you may need help from their professional services team.
- While it saves money in the long run, the upfront investment can be high for an advanced AI system like Mosaicx, especially compared to more budget-friendly options.
5. Zendesk Answer Bot
Zendesk Answer Bot is a conversational AI solution that is part of the broader Zendesk platform. It’s designed to automate customer service by using a company’s knowledge base to instantly answer questions. When a customer asks a question, the Answer Bot scans for relevant articles and links, which helps to deflect simple, everyday inquiries from human support agents.
What are the pros of using Zendesk Answer Bot?
- The bot can handle a significant percentage of incoming tickets, which reduces the workload on your support team and helps cut down on operational costs.
- It’s built to work with your Zendesk Guide knowledge base. This means it gets more value out of the content you’ve already created, and it’s a good first step into using AI for automation.
- You can track which articles are working and which ones are not, which gives you valuable data on what your customers are asking.
What are the cons of using Zendesk Answer Bot?
- Users have noted that the bot relies on an older, intent-based system, meaning you have to pre-determine answers. If a customer asks a question outside of these predefined topics, the bot might not be able to answer it.
- A major drawback is that the bot doesn’t learn from customer or agent feedback, which can lead to it recommending the same articles over and over again, even if they aren’t helpful.
- The pricing can be costly for a small business, as it’s priced per resolution. It can quickly become more expensive than you expect.
6. RingCentral AI Receptionist
RingCentral AI Receptionist is a tool designed for medium to large businesses that already use RingCentral. It integrates with existing systems to handle calls automatically and provides smart call routing based on name and context recognition.
What are the pros of using RingCentral AI Receptionist?
- It offers support in English, Spanish, and French, which is great for businesses with diverse customers.
- The system uses name and context recognition to route calls, which helps get customers to the right place quickly.
What are the cons of using RingCentral AI Receptionist?
- The evaluation mentions it has limited features compared to other dedicated AI receptionist solutions. For instance, AI appointment scheduling isn’t live yet.
- It’s not a complete solution, as complex scenarios still require a human agent to step in and handle the call.
- It can be expensive for small businesses, especially with additional costs for advanced features. Users frequently mention cost concerns, finding it expensive compared to alternatives.
7. Dialpad AI Receptionist
Dialpad AI Receptionist is a tool that provides advanced call handling for teams, with a focus on real-time integration. It’s best suited for teams that want AI call handling, and the interface is familiar and easy to use for existing users of their other business phone products.
What are the pros of using Dialpad AI Receptionist?
- The service has a good amount of integrations, including with Google Workspace, for a seamless workflow.
- The platform is praised for its flexible device usage and virtual numbers, making it a good fit for big teams.
- Customer support receives praise as “top tier” and is described as helpful and responsive.
What are the cons of using Dialpad AI Receptionist?
- There have been issues with missed calls, where the phone sometimes won’t ring properly. Users have also experienced problems with call connections.
- The platform can have a learning curve, especially for older staff members.
8. Synthflow
Synthflow is a voice assistant platform designed for businesses that need customizable solutions. It’s a no-code platform, but it does require some prompt crafting. It provides 24/7 automated communication and is best suited for businesses that need customizable AI voice assistants.
What are the pros of using Synthflow?
- Users appreciate its no-code deployment and user-friendly interface that can handle complex conversation flows.
- It has extensive integrations with CRM systems and scheduling tools.
What are the cons of using Synthflow?
- Users report that using Synthflow requires complex prompting with explicit rules.
- Users have had difficulty getting the outbound assistants to deliver proper proactive introductions.
- Some users report delayed response times that can affect the user experience.
9. Dialzara
Dialzara is an automatic receptionist solution designed for small to medium-sized businesses that are looking for a simple, “plug-and-play” solution. Users say that setting it up is extremely simple, taking less than 15 minutes.
What are the pros of using Dialzara?
- It offers over 40 different voice options and uses “lifelike AI voices with low latency responses” that are described as “natural-sounding”.
- The platform offers a “no missed calls guarantee” and provides consistent performance.
- It has a significant number of integrations, with over 6,000 available through Zapier.
What are the cons of using Dialzara?
- The platform has limited advanced features compared to enterprise-level solutions.
- It’s a newer platform with fewer public reviews, which means there’s limited community discussion about it.
- You may need to do some fine-tuning for more complex business scenarios.
10. Superdash
Superdash is a platform for using AI to make voice agents. It’s designed for businesses that want a highly tailored solution for automating inbound and outbound calls. It works through a “no-code” drag-and-drop interface, but it’s really geared toward businesses that want to build a communication infrastructure from the ground up and need a data-driven approach.
What are the pros of using Superdash?
- The platform promises a 500-millisecond latency for responses, which helps the agent feel more natural and human-like.
- Reviews mention that the implementation is “extremely easy” with a “white-glove onboarding” service.
What are the cons of using Superdash?
- It’s a newer or more specialized platform, so there aren’t many public reviews or community discussions. This makes it difficult to get a complete picture of long-term user satisfaction.
- The evaluation you provided noted a higher learning curve for non-technical users. While it’s no-code, it requires a lot of thought and work to get the prompting right and build a functional AI.
- Pricing isn’t publicly available on their website; however, third-party reviews list it on the higher end and may be prohibitive for smaller businesses.
How do you choose the right AI receptionist for your business?
Choosing the right AI receptionist is a lot like hiring a new team member. It’s a big decision, and you have to get it right. Think about the problems you’re trying to solve and what your business actually looks like today.
Before you commit, I think it’s important to ask yourself a few key questions about your business and your needs.
What is my business size and budget?
This is the first question you have to ask yourself. Some platforms are built for large enterprises with complex needs, and they come with a price tag to match. For example, Mosaicx and Zendesk Answer Bot are designed for medium to large businesses and contact centers. These can be overwhelming for a small operation.
How technical is my team?
If you’re like most small business owners, you don’t have time to mess with a complicated setup. You just want something that works right out of the box. Some platforms, like Synthflow, are no-code, but they still require a lot of “prompt crafting” to get them right. Others, like Superdash, have a moderate complexity and a higher learning curve for non-technical users.
What features do I really need?
For many of us, the basics are a game-changer. I’ve found that the best solution for small businesses is a tool that is simple, comprehensive, and tailored to your specific needs. You can get caught up in all the bells and whistles, but what problems are you actually trying to solve? Do you need to just answer calls, or do you need to book appointments?
Key takeaways
After diving into all these AI receptionists, the truth is, the right choice for your business depends entirely on your needs. A tool that’s perfect for a big healthcare clinic with a dedicated IT department is probably overkill for a freelancer who just wants to stop playing phone tag. The key is to find a platform that grows with you and simplifies your entire workflow, not just your phone calls.
That’s where Bookipi stands out. It’s more than just an AI receptionist; it’s a full business management platform. It combines all the tools you need to run your business without bouncing between a dozen different apps. It’s built on a foundation of simplicity, allowing you to streamline operations and focus on what you do best.
The AI Receptionist is just one part of the business suite. When you sign up, you also get access to tools like:
- Invoicing and estimates to create and send professional documents in seconds.
- eSignatures to get contracts and proposals signed quickly and securely.
- An appointment scheduler for managing your meetings and calendar.
- AI-powered proposal and contract builders to help you generate professional documents.
- An AI Website Builder to get your business online in minutes without any coding.
- Expense tracking and a centralized dashboard to manage your business’s finances.
