An AI receptionist that reads, sorts and routes every enquiry
Your online front desk is the website chat, the contact form, the SMS line and the WhatsApp number. An AI receptionist greets everyone who arrives there, captures who they are and what they need, and directs each enquiry to the right person or workflow.
It is the triage layer in front of your team: sales enquiries go to sales, support questions to support, bookings to the calendar — and everything is logged so nothing arrives unread.
AI Receptionist: signs it is the right fit
- Messages sit in a shared inbox until someone has time to sort them.
- Enquiries reach the wrong person and have to be forwarded.
- Out-of-hours messages get no response until the next morning.
- You cannot say how many enquiries arrived last week, or from where.
AI Receptionist: how it works, step by step
- 01
Greet and capture
Every visitor or sender is greeted and asked for the details your team needs: name, contact, what it is about.
- 02
Triage
The receptionist works out the type of enquiry — new business, existing customer, booking, supplier — using rules you define.
- 03
Route
Each enquiry goes to the right person, team or automated workflow, with the conversation attached.
- 04
Log
Every enquiry is recorded in your CRM or inbox with its category and outcome, so volume and response times become visible.
What it does in your business
- Triage
- Sorts each enquiry by type and urgency using categories you set, so the right person sees it first.
- Routing
- Sends enquiries to people, teams or automated workflows by rule — service, location, language or time of day.
- Message capture
- Captures the caller's details and message in a consistent format, so nobody re-asks the same questions.
Nothing arrives without being read, sorted and logged.
Where a person takes over
Anything urgent, sensitive or outside the categories you define goes straight to a named person. Outside your hours, the receptionist tells the sender exactly what happens next and when they will hear back.
Connects with
- Gmail
- Slack
- HubSpot
- GoHighLevel
- Google Calendar
Plus your own systems through their APIs, or via n8n, Make or Zapier.
Guides on this topic
- AI AutomationAI Receptionist for Small Business: A Buyer's Decision GuideA plain decision guide for owners weighing an AI receptionist: scope, monthly cost, readiness, vendor questions and handover to human staff.Read the guide
- AI AutomationMissed Call Text Back: How to Set It Up So the Caller Actually RepliesA missed call is the lead that leaves no trace. This article explains how missed call text back turns it into a conversation: the trigger, the message, the reply, the hand-over, and what to look for in auto missed call text back software.Read the guide
AI Receptionist questions
This system covers written channels — web chat, SMS and WhatsApp. For phone calls, see our AI voice agent, which answers in natural speech and can transfer to a person mid-call.
Yes. It greets and captures every enquiry at any hour, and either routes it to an automated workflow such as booking or tells the sender when your team will reply.
In the systems you already use: your CRM, shared inbox or team chat, with the category and conversation attached.
Related solutions
Scope your AI Receptionist
Tell us where your enquiries arrive, which tools you use and what you want automated. We come back with a scoped, written proposal.