Introduction
How much does an AI receptionist cost? The short answer: $199-$299 per month for a full-featured solution with unlimited calls, emergency routing, and CRM integration. That's a fraction of the $35,000+ annual cost to hire a human receptionist—and far less than live answering services at $300-$800+/month.
The traditional options for answering business calls have always been expensive. Hiring a full-time receptionist costs $2,900-$4,100 per month once you factor in salary, benefits, training, and turnover. Live answering services charge $300-$800 per month for a limited number of calls or minutes. For many small businesses, these costs are simply prohibitive.
AI has changed the equation dramatically. Today's AI receptionists provide 24/7 coverage, handle unlimited simultaneous calls, and cost 5-10% of what you'd pay a human employee. But pricing varies wildly across providers. Some charge flat monthly rates while others bill per minute or per call. Hidden fees for setup, overages, and integrations can turn an affordable option into an expensive mistake.
This guide breaks down every AI receptionist pricing model, compares major providers head-to-head, and shows you the ROI calculations that prove when AI pays for itself. You'll know exactly what you should pay and which hidden fees to avoid.
AI Receptionist Pricing Overview
Before diving into specific providers and comparisons, let's establish what the AI receptionist market actually looks like in terms of pricing.
What AI Receptionists Typically Cost
AI receptionist pricing falls into several tiers based on features and capacity:
Best value AI receptionists ($199-$299/month): Full-featured solutions with robust AI, calendar integrations, appointment scheduling, unlimited calls, and smart forwarding for complex calls. This is where most small businesses find their sweet spot. NextPhone at $199/month includes everything: emergency routing, CRM integration, spam filtering, and callback tracking.
Premium AI solutions ($300-$500/month): Enterprise-grade models with advanced customization, multi-location support, and dedicated account management. These are typically overkill for small businesses but make sense for larger operations.
Enterprise solutions ($500+/month): Custom implementations for high-volume businesses with specific integration needs, multiple locations, or specialized requirements.
Most small and medium businesses pay $150-$300/month for an AI receptionist that meets their needs.
Why Prices Vary So Much
Several factors explain the wide pricing range:
Call volume limits: Some providers cap calls or minutes, making the base price misleading if you exceed limits.
Feature depth: Basic AI can answer and take messages. Advanced AI can schedule appointments, integrate with your CRM, detect emergencies, and route calls intelligently. More features mean higher prices.
Call forwarding options: Some solutions include smart forwarding for complex or emergency calls to your team. Others charge extra for this feature.
Pricing model: Flat-rate, per-minute, and per-call models each work better for different use cases (more on this below).
Industry specialization: General-purpose AI costs less than solutions trained for specific industries like healthcare, legal, or home services.
The cheapest option isn't always the best value. Services that lack emergency routing, CRM integration, or spam filtering may cost you more in lost customers than a $199/month solution that captures every opportunity.
AI Receptionist Pricing Models Explained
Understanding how providers charge is essential for comparing options accurately. The three main pricing models work differently for different business types.
Flat Rate Pricing (Best for Most Businesses)
Flat-rate pricing means you pay a fixed monthly fee regardless of call volume. You might pay $199/month whether you receive 30 calls or 300 calls.
Examples: NextPhone charges $199/month with unlimited calls. Some providers advertise lower prices but cap calls or charge overages.
Pros:
- Completely predictable budgeting
- No surprise bills during busy months
- Simple to compare across providers
Cons:
- May pay for capacity you don't use during slow months
- Lower-cost flat-rate plans often have hidden limits
Best for: Any business receiving 20+ calls per month. The predictability makes financial planning easier, and you never worry about call volume spikes.
Per-Minute Pricing (Watch for Overages)
Per-minute models charge for actual talk time, typically $0.10-$0.50 per minute of call duration.
Examples: Synthflow and some enterprise platforms use per-minute billing. Traditional answering services often use this model.
Pros:
- Only pay for actual usage
- Can be cheaper for very low volume
- Scales down during slow periods
Cons:
- Unpredictable monthly costs
- Busy months become expensive
- Encourages rushing calls (bad for customer experience)
- Hard to budget accurately
Best for: Businesses with fewer than 15-20 calls per month or highly seasonal operations with months of near-zero activity.
Per-Call Pricing (Middle Ground)
Per-call pricing charges a fixed fee for each call handled, typically $1-$5 per call regardless of duration.
Examples: Smith.ai charges $4.25 per call for their AI service.
Pros:
- More predictable than per-minute
- Duration doesn't affect cost
- Easy to calculate expected costs
Cons:
- Still varies month to month
- Can exceed flat-rate costs at moderate volume
- Many calls add up quickly
Best for: Businesses with consistent, moderate call volume who want some usage-based pricing without minute tracking.
Which Model is Right for You?
Let's calculate what each model costs for a typical small business receiving 42 calls per month with an average call duration of 3 minutes:
Per-minute at $0.25/minute:
- 42 calls x 3 minutes = 126 minutes
- 126 minutes x $0.25 = $31.50/month
- Looks cheap, but typically lacks features like scheduling or smart forwarding
Per-call at $4.25/call:
- 42 calls x $4.25 = $178.50/month
- Still variable and can spike during busy months
Flat rate at $199/month:
- $199/month regardless of volume
- Includes advanced features, integrations, smart forwarding
For most small businesses getting 30+ calls monthly, flat-rate pricing provides the best value and predictability. The additional features and peace of mind are worth the premium over bare-bones per-minute options.
AI Receptionist Providers Compared
Here's how major AI receptionist providers compare on pricing, features, and value.
AI vs Human Receptionist Cost Comparison
| Option | Monthly Cost | Calls Included | Hours/Week | Simultaneous Calls |
|---|---|---|---|---|
| NextPhone AI | $199 | Unlimited | 168 (24/7) | Unlimited |
| Smith.ai (Hybrid) | $255+ | 20 calls | 168 | Limited |
| Ruby Receptionists | $319+ | 50 minutes | 168 | Limited |
| Full-time Hire | $4,000+ | N/A | 40 | 1 |
What You Get at Each Price Point
$199-$299/month range: The sweet spot for serious businesses. Unlimited calls, comprehensive AI features, smart forwarding for complex situations, industry-specific customization, and advanced integrations. NextPhone at $199/month includes: emergency call routing, callback capture, spam filtering, CRM integration, and appointment scheduling. You get enterprise-level capability at small business prices.
$300-$500/month range: Human answering services or premium hybrid models. Smith.ai starts at $255/month for just 20 calls. Ruby Receptionists starts at $319/month for 50 minutes. At typical call volumes, expect to pay $600-800+/month with overages.
$500+/month range: Enterprise features like multiple locations, custom AI training, white-label options, dedicated account management, and API access. Also includes premium human services at scale. Only necessary for larger operations or specialized requirements.
Best Value for Small Businesses
For SMBs receiving 30-100 calls per month, the $199-$250/month range offers optimal value:
Why this range works:
- Unlimited calls mean no overage anxiety
- Smart forwarding routes complex situations to your phone
- Full feature set including scheduling, routing, and integrations
- 24/7 coverage without paying enterprise prices
Avoid per-call pricing if volume exceeds 30 calls. At 42 calls/month on Smith.ai's $4.25/call rate, you're paying $178.50 just for calls, plus the base fee. That quickly exceeds flat-rate alternatives.
Smart forwarding is worth it. For the 5-10% of calls that are genuinely complex, NextPhone forwards them directly to you or your team with full context. You provide the expertise — included in the $199/month flat rate.
NextPhone at $199/month delivers unlimited calls, pure AI that resolves 90-95% of calls on its own, smart forwarding for the rest, contractor-specific features, and no hidden fees. For small businesses that can't afford to miss calls, it's the most cost-effective way to ensure 24/7 professional coverage.
AI Receptionist vs Hiring: The 95% Savings
The most dramatic comparison isn't between AI providers. It's between AI and the traditional solution: hiring a human receptionist.
The True Cost of Hiring a Receptionist
When you hire a receptionist, the salary is just the beginning:
Salary: According to Bureau of Labor Statistics data, the median annual wage for receptionists is $36,920. In higher-cost markets, expect $40,000-$50,000.
Benefits (25-35% of salary): Health insurance, retirement contributions, paid time off, and payroll taxes add $9,230-$17,500 to annual costs.
Training: Initial training costs $2,000-$5,000. When turnover happens (and it will), you pay again.
Turnover costs: Recruiting, hiring, and productivity loss during transitions average $3,000-$5,000 annually.
Overhead: Desk space, computer, phone system, and software subscriptions add ongoing costs.
Total annual cost: $49,000-$70,000 Monthly cost: $4,100-$5,800
And that employee only works 40 hours per week. Evenings, weekends, holidays, and sick days? No coverage.
What AI Receptionist Costs Instead
Compare those hiring costs to AI receptionist pricing:
NextPhone: $199/month = $2,388/year Premium AI alternatives: $300-$500/month = $3,600-$6,000/year
What you get for that price:
- 24/7/365 coverage (168 hours/week vs 40)
- Unlimited simultaneous calls (no busy signals)
- No sick days, vacations, or turnover
- Consistent quality on every call
- Advanced features (scheduling, routing, integrations)
- Automated appointment reminders that reduce no-shows by 30-40%
Annual Savings Calculation
Let's do the math with conservative estimates:
Traditional Hiring:
- Salary: $35,000
- Benefits (25%): $8,750
- Training and turnover: $5,500
- Annual total: $49,250
- Monthly: $4,104
AI Receptionist (NextPhone):
- Monthly: $199
- Annual total: $2,388
Annual savings: $46,862 Percentage savings: 95%
That $46,862 savings is enough for:
- A new work truck
- Significant marketing budget increase
- Equipment upgrades
- Additional revenue-generating employee
And you get better coverage. AI works 24/7 while a receptionist works 40 hours. AI handles 10 simultaneous calls while a receptionist handles one. AI never calls in sick while human attendance varies.
AI Receptionist vs Live Answering Services
What about live (human) answering services as a middle ground between hiring and AI?
What Live Answering Services Cost
Live answering services employ remote human receptionists who answer calls on your behalf. They charge per minute or per call:
Ruby Receptionists: $319-$1,079/month for 50-500 receptionist minutes AnswerConnect: $149-$799/month for 100-500 minutes Smith.ai (live): $255-$1,275/month for 30-120 calls PATLive: $199-$999/month for 75-600 minutes
The average per-minute rate runs $1.25-$2.50 for actual talk time.
For a typical small business receiving 42 calls per month averaging 3-4 minutes each, realistic live answering costs run $400-$700/month when accounting for actual usage patterns.
AI vs Live: Price Comparison
Live answering service: $400-$700/month for 42 calls AI receptionist (NextPhone): $199/month unlimited calls
Monthly savings with AI: $200-$500 Annual savings: $2,400-$6,000 Percentage savings: 50-70%
Studies show businesses save 40-60% when switching to modern cloud-based phone systems—AI receptionists amplify these savings further.
Beyond cost, AI offers advantages:
- True 24/7: Many live services have limited hours or charge premiums for nights/weekends
- Unlimited capacity: Live receptionists handle one call at a time; AI handles unlimited simultaneously
- Consistency: AI never has a bad day or rushes calls at shift end
- Instant setup: AI deploys in hours; training live teams takes weeks
The Only Exception: HIPAA Medical Triage
HIPAA-compliant medical practices with 100% complex diagnostic triage (symptoms, urgency assessment, doctor routing) genuinely need live services.
That's it. Every other "when live makes sense" reason is marketing:
"Very low volume" - Even at 20 calls/month, you're paying $250-300 vs $199. That's $600-1,200/year extra for identical caller experience (98% satisfaction proves callers can't tell).
"Complex sales calls" - AI handles multi-step qualification and transfers the genuinely complex 20% to you. You're paying live services $3-5 per call for "complexity" that doesn't exist in "What are your hours?"
"High-touch industries" - Callers can't tell the difference. 98% satisfaction with AI. You're paying $3,600-7,200/year extra for a positioning narrative, not actual value.
For small businesses, contractors, and service companies, AI delivers better economics, better technology (frontier GPT/Claude models vs scripts), and better features (20+ languages included, 1-ring answer, 20 simultaneous calls).
AI Receptionist ROI: When Does It Pay for Itself?
Beyond comparing costs, let's calculate when AI receptionist investment pays for itself in captured revenue.
The Cost of Missed Calls (Without AI)
Research on small business call patterns reveals a costly problem:
74.1% of calls to small businesses go unanswered. When you're on a job site, in a meeting, or helping another customer, the phone rings unanswered.
85% of callers who don't get an answer never call back. They move on to the next business on their list.
For a typical small business, this means:
- 42 calls/month received
- 31 calls missed (74%)
- 26+ callers lost forever (85% of missed)
If your average job value is $3,500 and your close rate is 20%, each missed call costs $700 in expected revenue.
31 missed calls x $700 = $21,700/month in lost revenue Annual lost revenue: $260,400
ROI Calculation for Typical Business
Now let's see what happens with an AI receptionist:
Current state (no AI):
- Missed calls/month: 31
- Lost revenue potential: $21,700/month
With AI receptionist at $199/month:
- Now answering 100% of calls
- 31 previously missed calls now answered
Even conservative conversion assumptions show strong ROI:
If 5% of previously missed calls convert to jobs:
- 31 calls x 5% = 1.55 additional jobs/month
- 1.55 jobs x $3,500 x 20% close = $1,085/month gained
- Investment: $199/month
- Net gain: $886/month
- ROI: 445%
If 10% of previously missed calls convert:
- 3.1 additional jobs/month
- $2,170/month gained
- ROI: 990%
If 15% convert (realistic for quality leads):
- 4.65 additional jobs/month
- $3,255/month gained
- ROI: 1,536%
Break-Even Analysis: How Many Jobs to Land?
The critical question: How many additional jobs do you need from captured calls to break even on AI receptionist investment?
AI receptionist cost: $199/month Average job value: $3,500 Close rate: 20% Revenue per captured lead: $700
Break-even calculation: $199 / $700 = 0.28 jobs/month
You need to capture and close less than one-third of one job per month to break even. That's approximately one job every 3.5 months.
Given that you're currently missing 31 calls per month, capturing 0.28 jobs means converting just 0.9% of those missed opportunities. Even the worst-performing AI receptionist should convert at least that rate.
The math is clear: AI receptionist investment pays for itself almost immediately. The only businesses for whom ROI is uncertain are those with genuinely no missed calls (rare) or extremely low job values (under $200).
Hidden Fees and Costs to Watch For
AI receptionist pricing can be deceptive. Here's what to watch for beyond the advertised monthly rate.
Setup and Onboarding Fees
Some providers charge $100-$500 for initial setup, configuration, or onboarding. These one-time fees get buried in the fine print.
What to ask: "Is there any setup, activation, or onboarding fee?"
Red flags:
- "Implementation fee" of any amount
- Charges for initial configuration
- Fees for number porting or forwarding setup
NextPhone approach: No setup fees. You're live within hours with no additional charges.
Per-Minute Overages
Plans advertising low monthly rates often include call or minute limits. Exceed them and you pay steep overages.
What to ask: "What happens if I exceed my included minutes/calls?"
Watch for:
- Base plans with 50-100 call limits (easy to exceed)
- Overage rates of $1-3 per minute (adds up fast)
- "Fair use policies" that cap supposedly unlimited plans
NextPhone approach: True unlimited calling. No overages, no caps, no "fair use" restrictions.
Contract and Cancellation Terms
Many providers lock you into annual contracts with early cancellation penalties.
What to ask: "Is there a contract? What happens if I cancel?"
Red flags:
- Required annual commitment
- 60-90 day cancellation notice requirements
- Penalties for early termination
- Auto-renewal without notification
NextPhone approach: Month-to-month billing. Cancel anytime, no penalties, no long-term commitment.
Integration and Add-On Costs
The base price often excludes essential features that get sold as add-ons.
What to ask: "Are calendar integration, CRM sync, and smart forwarding included?"
Common add-ons charged separately:
- Calendar integration: $20-50/month extra
- CRM integration: $30-75/month extra
- Call forwarding: $50-150/month extra
- SMS notifications: $10-25/month extra
NextPhone approach: All features included. Calendar integration, CRM sync, smart forwarding, notifications - no additional charges.
Questions to Ask Before Buying
Before committing to any AI receptionist provider, get clear answers to:
- "What is the TOTAL monthly cost including all fees and features I need?"
- "Is there a setup or activation fee?"
- "What happens if I exceed my call/minute limit?"
- "Is there a contract or can I cancel anytime?"
- "Are integrations (calendar, CRM) included or extra?"
- "Does it forward complex calls to my phone?"
- "Can I keep my existing phone number?"
- "Is there a free trial to test before committing?"
Any provider hesitant to answer these directly is hiding something.
Choosing the Right AI Receptionist for Your Business
With pricing understood, here's how to select the right option for your specific situation.
Key Factors to Consider
Call volume: Businesses with under 20 calls/month might save with per-minute pricing. Over 30 calls/month, flat-rate becomes better value and more predictable.
Hours needed: If after-hours, weekend, and holiday calls matter to your business, ensure the service provides true 24/7 coverage without premium charges.
Complexity of calls: Simple message-taking needs basic AI. Appointment scheduling, emergency routing, and detailed call handling require advanced features.
Complex call handling: If your business handles complex questions or emergencies, look for smart forwarding that routes these calls to you or your team instantly with full context.
Industry fit: Some AI receptionists specialize in specific industries (medical, legal, home services) with pre-trained vocabulary and workflows.
Questions to Ask Before Buying
Beyond hidden fee questions, ask:
- "What's the TOTAL monthly cost including everything I need?"
- "How many calls are included before overages?"
- "Does it forward calls to my phone when it can't resolve something?"
- "Can I keep my existing business phone number?"
- "What integrations are included (calendar, CRM)?"
- "How quickly can I be up and running?"
- "Is there a free trial to test the service?"
Our Recommendation for Small Businesses
For most small businesses receiving 30-100 calls per month, look for these criteria:
Price point: $150-$250/month flat rate Call limits: Unlimited or 200+ calls/month Smart forwarding: Included, not an add-on Integrations: Calendar and CRM included Contracts: Month-to-month, no long-term commitment Trial: Free trial period to test before paying
NextPhone at $199/month checks every box:
- Unlimited calls (no overages ever)
- 24/7 coverage
- Pure AI that resolves 90-95% of calls, smart forwarding for the rest
- Calendar and CRM integration
- Contractor and small business focus
- No hidden fees or setup costs
- Month-to-month flexibility
- 7-day free trial
For businesses that can't afford to miss calls and want transparent pricing without complexity, it's the most cost-effective path to professional 24/7 phone coverage.
Frequently Asked Questions
What is the average cost of an AI receptionist?
Most small businesses pay $199-$299/month for a full-featured AI receptionist with unlimited calls and all essential features. Premium solutions with enterprise features and multi-location support range from $300-$500/month. For comparison, hiring a human receptionist costs $2,900-$4,100/month when you factor in salary, benefits, and overhead—making AI 93-95% cheaper.
Is an AI receptionist cheaper than hiring someone?
Yes, significantly. A full-time receptionist costs $35,000-$45,000/year in salary, plus 25-35% in benefits, totaling $44,000-$60,000/year ($3,700-$5,000/month). An AI receptionist like NextPhone costs $199/month. That's 95% savings while getting 24/7 coverage instead of just 40 hours per week. You also avoid training costs, turnover, sick days, and vacation coverage issues.
Do AI receptionists charge per call or per month?
Both models exist. Flat-rate monthly pricing ($199-$299/month for quality solutions) is most common and provides predictable budgeting. Per-minute pricing ($0.10-$0.50/minute) or per-call pricing ($1-$5/call) exists but becomes expensive with higher volumes. For businesses receiving 30+ calls monthly, flat-rate provides better value and eliminates surprise bills.
What hidden fees should I watch for with AI receptionists?
Watch for: setup or activation fees ($100-$500), per-minute overages on "limited" plans, annual contract requirements with cancellation penalties, add-on charges for integrations or call forwarding, and "fair use" caps on "unlimited" plans. Always ask for total monthly cost including all features you need, and verify there are no contracts or early termination fees.
Is there a free AI receptionist option?
Some providers offer limited free tiers with very basic features and few calls per month. Most quality AI receptionists provide free trials (7-7 days) rather than permanent free plans. A truly free option typically lacks essential features like appointment scheduling, calendar integrations, emergency routing, or smart forwarding for complex situations. For full-featured AI reception with no compromises, expect to invest $199/month.
How much can I save with an AI receptionist vs live answering service?
AI typically saves 50-75% compared to live answering services. Live services charge $300-$800/month for 50-200 calls or 100-500 minutes. AI receptionists offer unlimited calls for $199-$299/month. For a business with 42 calls/month, that's $200-$500/month in savings while getting true 24/7 coverage and unlimited call capacity.
What's the ROI of an AI receptionist?
ROI is typically 400-1,000%+ for businesses with missed call problems. If you're currently missing 30 calls per month and an AI receptionist helps you capture just 5% of those (1-2 additional jobs), you're generating $700-$1,400 in revenue from a $199/month investment. Most businesses break even within the first month, often within the first week.
How do I calculate if an AI receptionist is worth it for my business?
Calculate: (Missed calls per month) x (Average job value) x (Close rate) = Monthly lost revenue. For example: 30 missed calls x $3,500 job x 20% close rate = $21,000/month in lost revenue. If an AI receptionist at $199/month helps you capture even 1% of that lost revenue ($210), you've broken even. Most businesses capture far more, making the investment highly profitable.
Start Saving 95% on Reception Costs
AI receptionists cost $199-$299/month for full-featured solutions with unlimited calls and all essential features. Compare that to hiring a receptionist at $35,000-$60,000/year ($2,900-$5,000/month) and the savings are dramatic: 93-95% cost reduction while gaining 24/7 coverage.
Even compared to live answering services at $300-$800/month, AI saves 50-75% while offering unlimited calls and round-the-clock availability.
The ROI case is equally compelling. Businesses missing 74% of calls lose significant revenue every month. An AI receptionist capturing even a small percentage of those missed opportunities pays for itself many times over. ROI of 400-1,000%+ is typical.
NextPhone offers $199/month flat-rate pricing with unlimited calls, pure AI with smart forwarding, and no hidden fees. It's purpose-built for small businesses that need reliable phone coverage without complex pricing structures or surprise charges.
- Ready to save 95% versus hiring while capturing every customer call? Start your free 7-day trial of NextPhone today. $199/month, unlimited calls, no surprises.