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 Aircall
An AI receptionist on your Aircall line that tags every call, updates contacts and passes callers to your Aircall team.
Your team lives in Aircall, but nobody can take every call during lunch, after hours or when the queue spikes. This receptionist answers the Aircall line you choose, handles routine questions, takes messages and transfers callers to your Aircall users. Every call lands in Aircall with its tag, recording and contact update, so your team sees the whole history where they already work.
- Overflow and after-hours calls answered on your Aircall line
- Every call tagged by outcome inside Aircall
- Contacts recognized and updated for returning callers
$6,400
20–30 working days
Optional maintenance $320/mo
What it is
AI Voice Receptionist for Aircall answers a line in your Aircall workspace, handles routine questions, takes messages and transfers callers to your team. It reads and updates Aircall calls, recordings, contacts and call tags through a documented field mapping, so call history stays where your team already works.
Why businesses buy it
When an Aircall team is stretched, calls go to voicemail and the history is patchy. Agents then spend time tagging calls and updating contacts by hand. This receptionist covers the gaps without changing how your team works: routine callers get answers, the right calls reach the right people, and every call shows up in Aircall already tagged and logged. Managers see a complete record instead of a partial one. The Scope Card lists the field mapping, call flows and second system before you order, so the edges are clear.
Problems this solves
Overflow calls in Aircall drop to voicemail during busy periods
The receptionist answers a line in your Aircall workspace, handling routine questions and taking messages. When a caller needs a person, it transfers them straight to your team.
Calls handled outside Aircall leave gaps in the team's call history
Calls, recordings and contacts are read and updated in Aircall through a documented field mapping. Every conversation stays in the same history your team already works from.
Untagged calls make Aircall reports hard to rely on
The receptionist applies call tags as part of the agreed mapping. Your Aircall reports can show what each call was about without anyone tagging calls by hand afterwards.
Callers repeat themselves because staff cannot see earlier calls
The receptionist reads your Aircall contacts to recognize returning callers. Messages and recordings sit against the contact, so whoever calls back can see the history first.
A good fit if
Your team already takes calls in Aircall and wants the overflow and after-hours calls answered on the same system.
You rely on Aircall call tags and contacts to see what each call was about.
Missed calls in Aircall pile up whenever the team is busy, in meetings or offline.
You need one more system connected alongside Aircall, such as a calendar for bookings or a CRM.
Not the right fit if
You do not use Aircall and have no plans to. The core AI Voice Receptionist, works with the telephony account you choose.
Your company phone system is RingCentral. See AI Voice Receptionist for RingCentral.
You need inbound calls of set types resolved end to end rather than answered and routed. See AI Inbound Call Agent for Aircall.
You want reporting on why people call and what was missed across all your calls. See AI Call Analytics.
How it works
- The receptionist joins your Aircall setup. On a 30-minute call with your Aircall admin, one line is connected using the API ID and token you provide, and the field mapping is confirmed.
- Calls are answered in your words. Greeting, recording disclosure and up to five call flows follow your scripts, and routine questions are answered from up to 50 documents or an FAQ set.
- Known callers are recognized. Aircall contacts are read so a returning caller's details are already there, and new callers are added as contacts with what they told the receptionist.
- Every call is tagged. Aircall call tags are applied according to the outcome, such as booking made, message taken or transferred, so your team can filter the call list as usual.
- Transfers go to your team. Callers who need a person are passed to the Aircall numbers you set; if nobody answers, a message is logged against the call.
- Recordings and summaries stay in Aircall. Recordings sit with the call, and the second connected system receives bookings or summaries as agreed.
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 Aircall API ID and token.
- An Aircall admin for a 30-minute setup call.
- The Aircall line the receptionist should answer, and the call tags you want applied.
- Call scripts, FAQs and business hours.
- The Aircall numbers or users each kind of call should transfer to.
- Access to the second system you want connected.
- 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, Aircall access confirmed, tag and contact mapping drafted
Weeks 1–2
Call flows, knowledge and voice set up
Week 3
Aircall two-way connection and second system wired in
Weeks 3–4
50 test calls on Aircall test records, transcripts shared
Week 4
You review, two rounds of changes
Go-live
Answering your Aircall line, recorded handoff, support starts
| 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 line in your Aircall workspace
- An Aircall connection covering calls, recordings, contacts and call tags, with a documented field mapping
- A connection to one more system, such as your calendar or CRM
- Access set up through user invites or 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 keep more calls answered without changing how your team uses Aircall.
- Helps Aircall reports reflect every call, not just the ones staff tagged.
- Makes a caller's history easier to follow.
- Missed calls
- Use Aircall analytics. Compare the four weeks before launch with the four weeks after.
- Calls with a tag applied
- Count tagged and untagged calls in Aircall before launch. Repeat the count monthly after.
- Calls transferred to your team
- Track transfers in the Aircall call log each month to see which call types still need a person.
Before you start: Export four weeks of Aircall analytics, including missed and untagged calls. Note who handles overflow calls today.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid once. Running it costs roughly $0.13 to $0.31 per call minute all in, covering the voice platform, the AI model and telephony, plus number rental, all billed to your own accounts. Your Aircall subscription continues as it is and is not part of our price.
AI usage during the build and testing goes to your accounts too.
Ask about running costsCustom requirements
Custom Aircall objects beyond the agreed mapping, a third system or a sixth call flow come through a written Change Quote. Add a note at checkout and the quote arrives. Aircall licenses and plan upgrades are yours to arrange.
Request a custom versionKeep it running
Once the 30 days of support end, optional monthly maintenance keeps the receptionist current: monitoring, fixes, model and Aircall updates and a monthly health report. Change hours handle small edits like new opening hours or a different transfer user. Anything larger needs a Change Quote. 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 phone system AI add-on often bills per seat or per minute | An integrator quotes after scoping | Ours is one fixed price, shown on this page before you buy |
| Call tags | Usually a fixed set chosen by the vendor | Depends on the build | Ours applies the Aircall tags you choose by outcome |
| Contacts | May keep its own contact list | Depends on what was agreed | Ours reads and updates your Aircall contacts |
| 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
Does AI Voice Receptionist for Aircall replace our Aircall team?
No. It answers the line you choose, handles routine questions and passes callers to your Aircall users when a person is needed. It can cover overflow, after-hours and lunch breaks, so your team takes fewer routine calls and every call still appears in Aircall with its tag and recording.
Which Aircall data does the receptionist read and update?
Calls, recordings, contacts and call tags, through the field mapping agreed at intake and documented for you. It reads contacts to recognize returning callers, adds new ones, and applies tags by outcome. Custom Aircall objects outside that mapping are excluded unless added through a Change Quote.
What do you need from our Aircall admin?
An Aircall API ID and token, and 30 minutes on a setup call to connect the line and confirm which tags and transfer targets to use. Nobody needs to email credentials. After that, your admin is only needed if you change the Aircall setup the receptionist depends on.
Can the Aircall receptionist transfer calls to specific team members?
Yes. Each call flow has its own transfer target, set at intake, so a sales question can go to one number and a support question to another. When the target does not answer, the receptionist takes a message and logs it against the call in Aircall, with a summary attached.
How is the Aircall edition tested?
On test records in your own Aircall workspace. We run 50 test calls, check that each one lands with the right tag, contact update and recording, and send you every transcript. Two rounds of changes follow before the receptionist starts answering live calls.
How soon can the Aircall line be answered, and can it be faster?
Delivery time for each speed, including faster options, is shown in the panel on this page. The intake asks for your Aircall API ID, token and call scripts within 72 hours of ordering, and the clock starts once access is verified. Late items push the delivery date back, so a quick admin keeps things moving.
Is our Aircall subscription included?
No. Your Aircall plan, call minutes, the voice platform and AI model usage are billed in your own accounts, at roughly $0.13 to $0.31 per call minute all in, plus number rental. Aircall licenses and plan upgrades are excluded from the build. The one-time build price for each delivery speed is shown in the panel on this page.
Guides on this topic
All guides Stop missed calls piling up in Aircall.
Order AI Voice Receptionist for Aircall and on a fixed delivery date your Aircall line is answered, tagged and logged against the right contact, with real conversations passed to your team.
Works well with
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