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 Exotel
Calls to your Exotel number answered by an AI receptionist, with every call record written back to Exotel.
When your Exotel line rings and nobody is free, the caller usually hangs up and tries someone else. This receptionist answers that number, handles the routine questions your team answers over and over, takes clear messages and transfers callers who need a person. Every AI-answered call is written back to your Exotel call records, so your history stays in one place you already control.
- Answers your Exotel number when the team is busy or closed
- Writes every AI-answered call back to Exotel call records
- Transfers callers to the right team member by call type
$6,400
20–30 working days
Optional maintenance $320/mo
What it is
AI Voice Receptionist for Exotel answers a number on your Exotel account, handles routine questions, takes messages and transfers callers to your team. With an Exotel API key and token, it reads and updates calls, numbers and call records through a documented mapping, and links one more system, such as a CRM.
Why businesses buy it
Unanswered calls on a busy Exotel line rarely come back. Callers try a competitor, and your team never knows who rang or why. After this build, routine questions get answered on the spot, messages arrive complete, and the calls that need a person reach the right number. Because each call lands in your Exotel call records, managers see the full picture without another dashboard. The Scope Card spells out the number, the call flows, the second system and the field mapping before you order, so you know exactly what you are buying.
Problems this solves
Exotel calls queue when agents are busy and callers drop off
The receptionist answers a number on your Exotel account, handles routine questions and takes messages. Callers who need a person are transferred to your team rather than left waiting.
Call records in Exotel and your CRM never quite match
Calls, numbers and call records are read and updated through a documented mapping. One more system, such as your CRM, is linked so each call can be recorded in both places.
Repetitive questions keep agents from calls that need them
Answers come from up to fifty documents or an FAQ set you provide. Agents field fewer routine questions and more of the calls that genuinely need a person.
Exotel API credentials get passed around in chats and emails
Access uses an Exotel API key and token, set up through keys you control. Nothing is sent by email, and the admin guide explains how the connection works.
A good fit if
Your business line or virtual number is already on Exotel and calls go unanswered when the team is busy.
You track calls through Exotel's call records and want AI-answered calls to appear there too.
You can generate an Exotel API key and token and have an admin free for a 30-minute setup call.
One other system needs to receive the results, usually a CRM for caller details or a calendar for bookings.
Not the right fit if
You are not on Exotel and would prefer not to move. The core AI Voice Receptionist, connects to the telephony account you already have.
Your numbers live in a Vonage account. See AI Voice Receptionist for Vonage.
Specific inbound call types need handling end to end on Exotel, not reception and routing. See AI Inbound Call Agent for Exotel.
Your customers would rather message than call. The WhatsApp Channel Add-on, adds a WhatsApp line to the same receptionist.
How it works
- Exotel access is set up first. Your admin generates an API key and token and joins a 30-minute setup call, where the number to answer and the call record fields are agreed.
- Each call is greeted in your words. The receptionist plays your disclosure and greeting, then listens for what the caller needs, following up to five call flows.
- Routine questions get answers from your sources. Hours, locations, prices you publish and common process questions come from up to 50 documents or an FAQ set.
- Callers needing a person are transferred. Transfers go to the team numbers you set for each call flow, and a message is taken when nobody can answer.
- Exotel's call records are kept complete. Each call and its outcome are written back to your Exotel account through the documented field mapping, so your team's call history includes AI-answered calls.
- The second system gets the detail. Caller details and summaries go to your CRM, or bookings to your calendar, through the one extra connection the scope allows.
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.
- An Exotel API key and token.
- An Exotel admin available for a 30-minute setup call.
- The Exotel number the receptionist should answer.
- Call scripts, FAQs and business hours.
- The team numbers each call type should transfer to.
- Access to the second system, such as your CRM or calendar.
- Preferred voice and language, 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, Exotel key and token tested, call record fields agreed
Weeks 1–2
Voice, call flows and knowledge set up
Week 3
Exotel two-way connection and second system finished
Weeks 3–4
50 test calls on Exotel test records, transcripts sent
Week 4
Your feedback and two change rounds
Go-live
Live on your Exotel number, handoff recorded, support window opens
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $6,400 |
| Express | 15–25 working days | $7,350 |
| Rush | 10–20 working days | $8,300 |
What you receive at handover
- The receptionist live on a number in your Exotel account
- An Exotel connection covering calls, numbers and call records, with a documented field mapping
- A connection to one more system, such as your CRM
- Access set up through keys you control, with none sent by email
- A test report on sandbox or test records, an admin guide and a recorded handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Can help fewer Exotel callers drop out of the queue.
- Helps keep Exotel and CRM records in step.
- Makes agents' time go further on the calls that need them.
- Calls dropped while queuing
- Use Exotel call reports. Compare the four weeks before launch with the four weeks after.
- Calls recorded in the CRM
- Compare the number of Exotel calls with matching CRM entries each month.
- Calls handled without an agent
- Count calls the receptionist completed from the call records. Review the trend monthly.
Before you start: Export four weeks of Exotel call reports, including dropped calls. Check how many recent calls have a matching CRM entry.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid for once. Call costs are billed to your own accounts at roughly $0.13 to $0.31 per minute all in, covering the voice platform, the AI model and Exotel telephony, plus number rental. Exotel charges its usage to your Exotel account as normal.
Build and test AI usage also goes to your accounts.
Ask about running costsCustom requirements
Custom Exotel objects beyond the agreed mapping, a third system or a sixth call flow need a written Change Quote. Add a note at checkout and we send it to you; nothing extra starts until you accept it. Exotel licenses and plan upgrades are not included.
Request a custom versionKeep it running
When the 30 days of support end, optional monthly maintenance covers monitoring, fixes, model and Exotel updates and a monthly health report. Change hours handle small edits like new opening hours, an updated FAQ or a new transfer number. Bigger requests need a Change Quote. You can cancel any month.
$320/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 voice bot service usually adds a monthly fee per number or minute | An Exotel developer quotes after scoping | Ours is one fixed price, shown on this page before you buy |
| Call records | Often kept in the vendor's own reports | Depends on the build | Ours writes each call back to your Exotel call records |
| Scope | Set by the vendor's plan tiers | Agreed during the project | Ours is written on the Scope Card before purchase |
| Delivery | Quick to switch on, slower to tune | Usually several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
What Exotel access does AI Voice Receptionist for Exotel need?
An Exotel API key and token, plus an Exotel admin for a 30-minute setup call. With that access, the build reads and updates calls, numbers and call records according to the field mapping we agree at intake and document for you. Access stays in your Exotel account and under your control.
Will AI-answered calls show up in our Exotel call records?
Yes. Each call the receptionist handles is written back to your Exotel account through the agreed field mapping, including its outcome. Your team can review AI-answered calls alongside their own. Summaries and caller details can also go to the one other system you connect.
Can the Exotel receptionist transfer to our team's mobiles?
Yes, if those are the numbers you set as transfer targets. Each of the up to five call flows has its own target, so different kinds of call can reach different people. When a target does not answer, the receptionist takes a message and logs it with the call record.
Which second system works best alongside Exotel?
Whichever holds the outcome you care about. A CRM suits businesses that want caller details and summaries recorded; a calendar suits businesses that book appointments by phone. One of these is included. A third system is available through a Change Quote or an integration add-on.
How is the Exotel setup tested?
With 50 test calls run on live sandbox or test records in your Exotel account. We confirm that call records update as mapped and that transfers reach the right people, then send you every transcript. You have two rounds of changes before the number goes live.
How long does the Exotel edition take, and what do faster options cost?
The delivery panel on this page shows the standard timeline and each faster option with its price, all fixed before you order. The date holds when intake is complete, so have your Exotel API key and token, call scripts, transfer numbers and second-system access ready within 72 hours of ordering. Late items push the delivery date back.
Is Exotel usage included in the receptionist build price?
No. Exotel bills its usage to your Exotel account, and the voice platform and AI model are billed in your own accounts, about $0.13 to $0.31 per call minute all in plus number rental. Exotel licenses and plan upgrades are excluded. The build price in the panel on this page covers the setup, testing and handoff only.
Guides on this topic
All guides Answer every call on your Exotel number.
Order AI Voice Receptionist for Exotel.
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