A checklist for choosing an AI receptionist

Call handling basics

Start with how calls get to the service and back to you.

• Does it work with my existing number?
• Can it answer only when I do not pick up?
• Can it handle more than one call at once?
• How do I get summaries: text, email, app?

Control over the conversation

You should be able to shape what it says without a support ticket.

• Can I edit the greeting and questions myself?
• Can I set different rules for after hours?
• Can I define emergencies and what happens with them?
• Can I list things it should never promise?

Booking and tools

If you already use scheduling or field-service software, connections matter.

• Does it connect with my calendar or field-service tool?
• Can it offer real open time slots?
• Can it send confirmation texts?

Records and privacy

Know what is stored and who can see it. Call recording rules vary by state, so ask how the service handles consent.

• Are calls recorded or transcribed?
• How long is data kept?
• Can I export my call history?

Cost and commitment

Pricing models vary: per minute, per call or flat monthly. Ask for the full picture, including setup fees and what happens if you go over a limit. Prefer services with trials or month-to-month options so you can judge results on your own calls.

Run a real test

Before committing, forward your phone during a normal busy week. Compare the summaries to what you would have asked. If it saves you callbacks and you trust what it says, it is working.