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 Professional Services
Clients and prospects get a consistent answer on the phone, and partners only take the calls that need them.
In an accounting, consulting or advisory firm, every call a partner takes about scheduling or status is time away from client work. This receptionist answers your main line for clients and prospects, takes structured intake, captures proposal requests, gives status updates you mark shareable and books first meetings in your calendar. Anything needing professional judgment goes to the right person.
- First consultations booked straight into partners' calendars
- Consistent answers drawn only from your approved documents
- Proposal requests captured and passed to your team
$6,900
20–30 working days
Optional maintenance $345/mo
What it is
AI Voice Receptionist for Professional Services answers your firm's main line for clients and prospects. It takes new-client intake, captures proposal requests, gives status updates from your CRM or practice management system, answers service questions from your approved documents and books meetings in Microsoft 365 or Google Workspace calendars.
Why businesses buy it
Professional services firms sell time and expertise, so every routine call a partner or senior manager handles is costly. Prospects who reach voicemail often call another firm, and clients asking for status get different answers depending on who picks up. This receptionist gives every caller the same accurate response from your approved documents and books meetings inside your rules. Partners take only the calls that need them. The Scope Card lists the call flows, systems and limits before you order, so you know exactly what is covered.
Problems this solves
Partners lose billable time to calls a receptionist could handle
The receptionist takes your firm's main line and answers service questions from approved documents. Partners are pulled in only when a caller genuinely needs them.
Prospects asking for a proposal wait too long for a callback
Proposal requests are captured with the details your team needs, then logged with a transcript and summary. The right person can respond with the brief already in hand.
Clients ring for status updates that sit in the practice system
Status updates are given from your CRM or practice management system. Clients get a current answer on the call rather than waiting for a reply from a busy manager.
Setting up a client meeting takes several emails and calls
Meetings are booked into Microsoft 365 or Google Workspace calendars during the call. The meeting appears in the right person's calendar without a string of back-and-forth emails to agree a time.
A good fit if
Partners and senior staff field routine calls that pull them away from billable work.
Prospective clients ask the same questions about services, process and how engagements start.
Client records and engagement status sit in a CRM or practice management system with an API.
Your calendars run on Microsoft 365 or Google Workspace, and first meetings could be booked without a person.
Not the right fit if
Prospects mostly find you through your website and inquire in writing. See AI Website Chatbot for Professional Services.
You want intake handled by forms and email, not the phone. AI Client Intake, is built for that.
Writing the proposals is the bottleneck, not taking the calls. See AI Proposal System.
You want leads from chat and email turned into booked meetings. See AI Appointment Setter for Professional Services.
How it works
- Each caller is identified as a client or a prospect. After your greeting and recording notice, the receptionist asks who is calling and why, then follows the matching flow from the Professional Services workflow template.
- Prospects go through your intake questions. Contact details, the service they need, timescale and how they heard of you are asked in your order and logged in your CRM or practice management system.
- Proposal requests are captured, not written. The receptionist records what the prospect needs and passes it to the partner who prepares proposals, with the call summary attached.
- Existing clients get status updates you allow. With your CRM or practice management system connected, it reads back the engagement status or next step marked as shareable, after your verification questions.
- Service questions are answered from firm knowledge. Fees policy, process, office hours and what documents to send come from up to 50 approved documents, so every caller hears the same answer.
- Meetings are booked and specialist questions handed over. First consultations go into Microsoft 365 or Google Workspace calendars, and anything needing professional judgment is transferred to the right person.
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 firm's name, such as Twilio, Vonage or Exotel, with the number to use, forward or port.
- Your intake questions for new clients, and who receives proposal requests.
- Approved documents describing your services, fees policy and how engagements work.
- Which engagement details clients may hear by phone, and the verification questions to ask first.
- Access to your CRM or practice management system and to your calendar platform.
- Transfer numbers for partners, teams and reception, plus your preferred voice and language.
- Your call-recording disclosure wording and 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, client and prospect flows agreed
Weeks 1–2
Professional Services template built around your services and intake
Week 3
CRM or practice management system and calendar connected
Weeks 3–4
50 test calls on client and prospect scenarios, transcripts sent
Week 4
Your review and two change rounds
Go-live
Live, recorded handoff session, 30 days of support start
| 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 firm's main line
- A professional services intent library and call flow templates for intake, proposals, status and meetings
- Connections to up to two systems, such as your practice management system and calendar
- A test report from professional services 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 protect partners' billable hours from routine calls.
- Helps new-client enquiries reach the right person with details attached.
- Makes client service more consistent across the firm.
- Time from proposal request to response
- Compare request and response dates in your CRM for the quarter before and after launch.
- Routine calls reaching partners
- Partners tally routine calls for two weeks before launch. They repeat it two weeks after.
- Meetings booked by phone
- Count meetings created by the receptionist in your calendars each month.
Before you start: Ask partners to tally routine calls for two weeks. Record how long proposal requests currently wait for a first response.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay for the build once. Ongoing cost is call minutes billed to your own accounts, about $0.13 to $0.31 per minute all in for the voice platform, the AI model and telephony, plus number rental. A firm's call volume tends to follow its deadlines, and the cost moves with it.
AI usage while building and testing is billed to your accounts too.
Ask about running costsCustom requirements
If each practice area needs its own call flow beyond the five, or you want a third connected system such as document storage, add a note at checkout. A written Change Quote arrives, and that work starts once you accept it.
Request a custom versionKeep it running
When 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 changes like a new intake question, an updated service description or a new partner's calendar. Bigger requests need 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 | A virtual receptionist service bills monthly or per call | A custom build is quoted after discovery | Ours is one fixed price, shown on this page before you buy |
| Consistency | Answers depend on which operator picks up | Depends on the brief | Ours answers from the same approved documents every time |
| Client status | Operators take a message | Depends on what was agreed | Ours reads shareable status from your CRM or practice system |
| Delivery | Days to brief operators | Usually several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Will AI Voice Receptionist for Professional Services give clients professional advice?
No. It answers from your approved documents about services, process and fees policy, and reads back engagement status you mark as shareable. Questions that need professional judgment, such as what a client should do in their situation, are transferred to the right person in your firm or taken as a message.
Can the firm's receptionist book a first consultation with a partner?
Yes. With your Microsoft 365 or Google Workspace calendar connected, it offers open slots for the right partner or team, books inside your rules on meeting length and notice, and confirms the time with the prospect. The intake details are logged against the contact so the partner arrives prepared.
Does it write proposals for prospects?
No. It captures what the prospect needs, the scope they describe and their timescale, then passes the request to whoever prepares your proposals. If drafting proposals is the slow part for your firm, AI Proposal System produces proposals and pricing from discovery notes and your templates, and works well alongside the receptionist.
How does it keep answers consistent across callers?
It answers only from the documents you approve, up to 50 of them or one FAQ set. Every caller asking about fees policy, office hours or how an engagement starts hears the same answer, drawn from the same source. When a question falls outside those documents, it says so and transfers.
Which systems does the professional services edition connect to?
Two, agreed at intake. The usual pair is your CRM or practice management system plus your Microsoft 365 or Google Workspace calendar. Both need an API and access you provide. Document storage or a third tool can be added through a Change Quote before work begins.
How quickly can the firm's line be answered by the receptionist?
Delivery time for each speed is shown in the panel on this page, counted from the day your intake is complete and access is verified. Your intake questions, approved documents and system access are needed within 72 hours of ordering. Late items push the delivery date back, so agree the approved documents with partners early.
What does a professional services firm pay monthly to run it?
Call minutes in your own accounts: about $0.13 to $0.31 a minute all in, plus number rental. Months around filing or reporting deadlines may cost more because more clients call. Monthly maintenance is optional, and we charge nothing per call or per client.
Guides on this topic
All guides Keep partners on billable work.
Order AI Voice Receptionist for Professional Services and on a fixed delivery date your main line takes intake, books first meetings and gives clients consistent answers from your own documents.
Works well with
Professional Services
AI Proposal System
Produces proposals, SOWs and pricing from discovery notes and templates.
Call Intelligence
AI Call Summarization
Summarizes calls into notes, outcomes and next steps in your CRM.