Customer Support and Voice AI
AI receptionist for small business: calls, bookings and handoffs
What an AI receptionist does on a real call, the rules that apply, a sample greeting and a pass/fail checklist to launch one safely.
Inbound
AI Voice Receptionist for Hotels & Hospitality
Guests calling before arrival or during their stay get an answer at any hour, and requests reach the right team.
Guests call at all hours: before arrival to ask about parking, late at night for an extra towel, mid-afternoon about room types. When reception is busy, those calls ring out. This receptionist answers your property's line around the clock, handles pre-arrival and in-stay questions from your approved information, passes requests to the right team and transfers to reception whenever a person is needed.
- Guest calls answered around the clock, including overnight
- In-stay requests logged and passed to the right team
- Upgrade offers made only from the list you approve
$6,900
20–30 working days
Optional maintenance $345/mo
What it is
AI Voice Receptionist for Hotels & Hospitality answers your property's phone line for guests: pre-arrival questions, in-stay requests and room inquiries, including upgrade options you set. It reads your property management system where connected, logs every call, and transfers to reception when a person is needed.
Why businesses buy it
Every unanswered call at a hotel is a guest left waiting or a booking that goes to a booking site instead. Front desks are busiest at check-in and check-out, exactly when the phone rings most. With this receptionist on the line, routine questions are answered, in-stay requests reach housekeeping or maintenance, and reservation calls get a real response at any hour. Your team focuses on guests at the desk. The Scope Card lists the call flows, systems and knowledge before you order, so you know exactly what it handles.
Problems this solves
Reception is checking guests in while the phone keeps ringing
The receptionist answers the property line when the desk is busy. It handles pre-arrival questions and room enquiries, and transfers to reception only when a person is needed.
Guests phone the desk for towels, pillows and Wi-Fi details
In-stay requests are taken on the call and logged for the right team. Simple questions are answered from your property information, keeping reception free for guests in the lobby.
Upgrade chances slip by when staff are too busy to mention them
The upgrade options you set are offered during relevant room enquiries. The receptionist only offers what you have approved, and every call is logged for review.
Pre-arrival questions come in late when the desk is thinly staffed
The line is answered using your property details and, where connected, your property management system. Guests can ask about arrival, parking or facilities whenever they call.
A good fit if
A lean front desk is checking guests in while the phone keeps ringing with questions about parking, check-in times and breakfast.
Guests call from their rooms or mobiles with requests that need writing down and passing to housekeeping or maintenance.
You run a property management system with an API, so room types and availability can be read during a call.
You have upgrade options with set prices that staff mean to mention but rarely have time to.
Not the right fit if
Written replies to online reviews matter more to you than the phone. See AI Hotel Review Agent, which analyses guest reviews and drafts responses.
Guests mostly message rather than call, before and during the stay. AI Hotel Guest Support Agent, handles those questions across channels.
Many callers speak a language other than your main one. This edition covers one language; add the Additional Language Pack.
You run several properties from one line. Add Multi-Location Setup, or describe the group in a checkout note for a Change Quote.
How it works
- The call is picked up on your property's number. Your greeting and recording notice play first, day or night, so the night desk is never the only option.
- Pre-arrival questions are answered from your house information. Check-in and check-out times, parking, directions and breakfast hours come from up to 50 documents or one FAQ set you approve.
- Room inquiries use live data where connected. With your property management system linked through its API, the receptionist can tell a caller which room types are open for their dates, and offer an upgrade only from the list and prices you set.
- In-stay requests are captured and routed. Extra towels, a late checkout question or a fault in the room is written up and passed to the team or number you name, or transferred live if your rules say so.
- Reservations and complaints follow your rules. The call flow you choose either completes the booking where your property management system allows it or transfers the guest to reception, and complaints always go to the manager you name.
- Every call is written up. Transcript, summary and outcome are logged to the system you connect, so the morning shift sees what happened overnight.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A telephony account in the property's name, such as Twilio, Vonage or Exotel, with the number to use, forward or port.
- House information: check-in and check-out times, parking, facilities, directions and your guest policies.
- Your room types, the upgrade options you want offered, and their prices.
- Who handles in-stay requests, reservations and complaints, with a number for each.
- API access to your property management system, plus access to the second system you choose.
- Your preferred voice and language, and your call-recording disclosure wording.
- One decision-maker for approvals.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, guest call types and transfer rules agreed
Weeks 1–2
Hotels & Hospitality template set up with your house information
Week 3
Property management system and second system connected
Weeks 3–4
50 test calls on guest scenarios, transcripts shared with you
Week 4
Your review and two rounds of changes
Go-live
Live on the property line, handoff session recorded, support window opens
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $6,900 |
| Express | 15–25 working days | $7,950 |
| Rush | 10–20 working days | $8,950 |
What you receive at handover
- The receptionist live on your property's phone line
- A hotel intent library and call flow templates for pre-arrival, in-stay and room enquiries
- Connections to up to two systems, such as your property management system
- A test report from hotel scenario test calls, with transcripts
- An admin guide and a recorded handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can help reception give more attention to guests standing in front of them.
- Helps make upgrade offers more consistent across shifts.
- Makes guest calls easy to review afterwards.
- Missed calls at check-in and checkout
- Filter your phone report to those hours. Compare four weeks before launch with four weeks after.
- Upgrades taken from phone enquiries
- Use your property management system's upgrade report. Compare the month before launch with the month after.
- In-stay requests logged by phone
- Count them from the call log each week. Check them against your housekeeping or maintenance records.
Before you start: Export missed-call data for check-in and checkout hours over four weeks. Record how many upgrades are sold by phone today.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is a one-time price. Running it means paying for call minutes in your own accounts, roughly $0.13 to $0.31 per minute all in for the voice platform, the AI model and telephony, plus your number rental. A quiet week costs little; a full house with a busy phone costs more, in line with the minutes used.
Build-time and testing AI usage is billed to your accounts too, so every provider contract stays with the property.
Ask about running costsCustom requirements
Want a sixth call flow, for example a separate path for events and functions, or a third connected system such as your booking engine? Note it at checkout and a written Change Quote arrives. That work only begins once you accept it.
Request a custom versionKeep it running
Once the 30 days of support end, optional monthly maintenance covers monitoring, fixes, model and platform updates and a monthly health report. Change hours handle small edits, like new breakfast hours, a seasonal upgrade offer or updated parking details. Larger work needs a Change Quote. Cancel any month.
$345/mo (5% of the build price a month, includes 3 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An overflow call service usually charges monthly or per call | A custom build is priced after discovery | Ours is one fixed price, shown on this page before you buy |
| Room questions | Operators read from a script and pass on messages | Depends on what was agreed | Ours reads room types from your property management system when connected |
| Upgrade offers | Rarely mentioned on the call | Depends on the brief | Ours offers only the upgrades and prices you list |
| Delivery | A call service can begin within days | Often several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Can AI Voice Receptionist for Hotels & Hospitality tell callers which rooms are free?
Yes, when your property management system is one of the two connected systems and its API shares availability. The receptionist reads room types for the caller's dates and describes them from your approved information. Whether it then books the stay or transfers to reservations is set by the call flow you choose at intake.
What happens when a guest calls from their room with a request?
It writes the request down and sends it on. The guest's name, room and what they need are logged with the call, then passed to the team or number you named for that kind of request, or transferred live if your rules prefer. The guest hears what will happen next before the call ends.
Will the hotel receptionist push upgrades on every caller?
No. It offers an upgrade only when the conversation gives a reason, such as a guest asking about room types, and only from the list and prices you supply. It never invents an offer or a discount. You can change the list, or switch upgrade offers off, later through monthly maintenance.
Can it answer the hotel phone overnight when nobody is at the desk?
Yes. It answers around the clock on your number, so overnight callers still get check-in times, directions and house information. Anything that needs a person, such as an urgent problem in a room, transfers to the night contact you set, or is logged as a message if nobody picks up.
Does the hospitality edition cover more than one property?
Not on its own. The build covers one phone number and one property's information. For a group with several hotels or venues, add Multi-Location Setup, or describe your properties in a checkout note and receive a written Change Quote, before any extra work starts. Either way, the cost is agreed first.
What does the hotel receptionist cost to run each month?
Call minutes, paid in your own accounts: about $0.13 to $0.31 a minute all in, covering the voice platform, AI model and telephony, plus number rental. The total follows call volume, so a quiet month costs less than a full one. Monthly maintenance is optional, and we charge nothing per call or per guest.
How soon can it be answering guests before our busy season?
Delivery time for each speed is shown in the panel on this page, and a faster speed is available if your busy season is close. The clock starts once your house information, room types, transfer numbers and system access are in, so send them within 72 hours of ordering. Late intake items push the delivery date back.
Guides on this topic
All guides Let every guest call get an answer, day or night.
Order AI Voice Receptionist for Hotels & Hospitality and on a fixed delivery date your property's line answers guests, captures room requests and offers your upgrades without adding a shift at the desk.
Works well with
Hotels & Hospitality
AI Hotel Guest Support Agent
Handles pre-arrival and in-stay guest questions across channels.
Hotels & Hospitality
AI Hotel Upsell Agent
Offers room upgrades, early check-in and add-ons before arrival.
