AI Receptionist Pricing: 2025 Guide

Your phone rings. A homeowner needs emergency AC repair—it's 95 degrees and their system just died. But you're on a job site, can't answer, and the call goes to voicemail. They call the next contractor. You just lost a $1,200 job.

This happens more than you think. Industry research shows home services contractors miss 60-80% of incoming customer calls. Meanwhile, you're wondering: "Should I hire a receptionist? Use an answering service? Try AI?" The pricing is confusing—some charge per minute, others per call, some have flat fees. Advertised prices hide setup costs and overages.

This guide cuts through the confusion. You'll learn exactly what AI receptionists cost, which pricing model works for your business, and how to calculate if it's worth it—with real numbers from contractors like you.

The Real Cost of Missed Calls (Before We Talk AI Pricing)

Every unanswered call is a potential customer choosing your competitor. For home services businesses, the math is brutal.

How Much Revenue Are You Actually Losing?

Industry research shows contractors miss 60-80% of incoming customer calls. Let's put that in perspective.

The average small business gets 30-50 calls per month. For contractors, the number is closer to 42 monthly calls based on industry data. If you're missing even 60% of those calls, that's 25 potential customers calling someone else instead of you.

Each of those missed calls represents real money. These aren't telemarketers or spam—they're homeowners who need your services right now.

The Math Home Services Contractors Need to See

Let's calculate what you're actually losing. We'll use conservative numbers.

You get 42 calls per month. You miss 60% (being generous—most contractors miss closer to 74%). That's 25 missed calls monthly.

Of those calls, industry data shows 6.9% are quote or estimate requests. That's about 2 quote opportunities you're missing every month. At an average project value of $3,500 for general contractors and a conservative 20% close rate, you're losing roughly $1,470 per month.

That's $17,640 per year in revenue walking away because you didn't answer the phone.

For specialized trades, the numbers get worse. Roofing contractors average $15,000 per project, with 10.6% of calls being quote requests. Miss those calls and you're looking at over $100,000 in annual lost revenue.

Here's another painful stat: 6.2% of calls are emergencies requiring immediate response. Emergency jobs average $1,200 and close at 30% because the customer needs help NOW. If you're not answering, that's roughly 2 emergency calls per month going to your faster competitor.

Why "I'll Call Them Back" Doesn't Work

You might be thinking: "But they leave voicemails, I call them back."

Industry data tells a different story. 25.4% of callers explicitly request callbacks—that's one in four. But research shows 42% of callback requests never get returned.

Why? You get busy. The voicemail notification gets buried. You call back 4 hours later and they've already hired someone else. Or you forget entirely.

One plumber in our research had 76 missed calls in a single month during peak season. He told us: "I didn't even know I was missing that many calls until I saw the data. I just thought business was slow."

The cost of doing nothing often exceeds the cost of a solution by 10X or more. Which brings us to what AI receptionists actually cost.

AI Receptionist Pricing Overview: What to Expect in 2025

If you've started researching AI receptionist pricing, you've probably seen wildly different numbers. Let's clear that up.

The Pricing Range: $25 to $3,000+ (and Why It Varies So Much)

AI virtual receptionists typically cost anywhere from $25 to $3,000+ per month. That's a massive range.

Here's the reality: most small businesses pay $50-$300 per month. That middle range gives you 24/7 call handling, scheduling, and CRM integration—everything a contractor actually needs.

The $25-$75 budget tier exists, but it's extremely limited. Think 30-50 calls per month maximum, basic message-taking only, no integrations. For a contractor getting 40+ calls monthly, it won't cut it.

The $800-$3,000+ enterprise tier is for large companies handling thousands of calls, needing compliance features (HIPAA for healthcare), or wanting white-glove service. That's not you.

What Most Small Businesses Actually Pay

Based on provider research, here's what real pricing looks like:

Budget options ($50-$100): Basic AI answering with message-taking for low volume. Numa charges $49/month for unlimited calls, but you get bare-bones features. Good for testing, not for running a business.

Mid-tier ($100-$250): This is the sweet spot for contractors. You get appointment scheduling, calendar integration, emergency call routing, CRM sync, and analytics. MyAIFrontDesk offers plans at $79-$119/month in this range.

Premium ($250-$500): Advanced features like multi-language support, complex workflow automation, industry-specific compliance, and dedicated support. Most contractors don't need this unless you're in healthcare or legal.

How AI Receptionist Pricing Has Changed

The market is growing fast. The Global Virtual Receptionist Service Market is anticipated to be worth USD 15,928.08 million in 2025, projected to reach USD 44,233.29 million by 2034 at a 12.2% CAGR according to market research.

What does that mean for you? Prices have dropped 40% in the past 2 years as AI improves and competition increases. Features that cost $300/month in 2022 are now $150-$200. And 85% of customer interactions will be managed without human agents by 2025 based on industry research—this isn't experimental anymore, it's standard.

The days of paying $500-$2,000/month for traditional live answering services are ending. AI does the same job for 80-95% less.

Three AI Receptionist Pricing Models Explained

Understanding pricing models is more important than comparing providers. Choose the wrong model and you'll overpay even if you pick a "cheap" provider.

There are three main ways AI receptionists charge: per-minute, per-call, or flat monthly fee. Each works differently.

Per-Minute Pricing: How It Works and When It Makes Sense

Per-minute pricing charges you for every minute the AI is actively talking to callers. Rates range from $0.05 to $0.99 per minute depending on the provider.

Sounds cheap, right? A 3-minute call at $0.25/minute costs just $0.75. But it adds up fast.

If you get 50 calls per month averaging 3 minutes each, that's 150 minutes. At $0.25/minute, you're paying $37.50. Sounds reasonable. But if average call time is 5 minutes (common when AI is gathering appointment info), that's 250 minutes = $62.50. And if you hit 100 calls in a busy month? That's $125-$250 depending on your per-minute rate.

Here's the hidden gotcha: most per-minute plans have minimum monthly fees ($25-$50) even if you don't use them. Plus, overage rates can spike to $0.50-$0.99/minute after you hit certain caps.

When per-minute makes sense: Very low volume (under 30 calls/month consistently), extremely short calls (under 2 minutes average), or if you're just testing AI for a month before committing.

Per-Call Pricing: Flat Rate Regardless of Duration

Per-call pricing charges you a set amount for each call handled, regardless of how long it lasts. Typically $3-$11 per call depending on the provider and what's included.

Smith.ai uses this model—they charge $9.75 per call with a 30-call minimum ($292.50/month). If you use 30 calls, you pay $292.50. If you use 50 calls, you pay $487.50.

The advantage: cost predictability within your volume tier. A 30-second call costs the same as a 10-minute call.

The disadvantage: it gets expensive fast if your volume is high. At 100 calls per month and $9.75/call, you're paying $975. That's $775 more than a flat $199/month plan.

When per-call makes sense: Moderate volume (30-80 calls/month), calls vary significantly in length, you want detailed per-call reporting and don't plan to scale much beyond your current volume.

Monthly Flat Fee: Unlimited or High-Volume Plans

Flat monthly fee pricing is exactly what it sounds like: you pay one price per month regardless of call volume. Plans range from $49 to $300+ depending on features.

The key difference: no overage anxiety. Whether you get 20 calls or 200 calls, you pay the same amount.

NextPhone charges $199/month unlimited calls. Numa offers $49/month unlimited (though features are limited). Others offer "up to 500 calls/month" caps, which is functionally unlimited for small businesses.

Flat fee pricing has become the most popular model, especially for businesses with unpredictable volume. Contractors love it because busy months don't spike the bill.

Which Model Costs Less? (It Depends on Your Call Patterns)

Let's compare all three models at 100 calls per month, assuming 3-minute average call duration:

Per-minute pricing ($0.25/min): 100 calls × 3 minutes = 300 minutes × $0.25 = $75/month

Per-call pricing ($9.75/call): 100 calls × $9.75 = $975/month

Flat monthly fee: $199/month (NextPhone) regardless of volume

At 100 calls/month, per-minute seems cheapest at $75. But that assumes perfect 3-minute average and no minimum fees. Reality: calls average 4-6 minutes when scheduling appointments, and most per-minute plans have $50-$100 minimums or tiered rates.

Per-call pricing is brutal at high volume—nearly $1,000/month for 100 calls.

Flat fee at $199 becomes the best value anywhere above 70-80 calls/month with per-call pricing, or if call duration exceeds 4 minutes average with per-minute pricing.

For seasonal businesses, flat fee wins every time. More on that later.

AI Receptionist vs Human Receptionist: The Real Cost Comparison

Let's compare AI to the traditional alternative: hiring someone.

What a Human Receptionist Actually Costs (Salary + Hidden Expenses)

According to the U.S. Bureau of Labor Statistics, the median hourly wage for receptionists was $17.90 in May 2024.

Full-time (40 hours/week, 52 weeks) at $17.90/hour = $37,232 annual salary.

But that's not the real cost. You also pay:

• Payroll taxes (7.65% FICA): $2,848
• Workers compensation insurance (varies by state, ~2-5%): $750-$1,850
• Health benefits (if provided): $6,000-$12,000 annually
• Paid time off (10 days + holidays): $1,430
• Training and onboarding: $4,000-$7,000 first year

Total real cost: $46,500 to $52,000 per year for a full-time receptionist.

That's $3,875 to $4,342 per month.

Even a part-time receptionist (20 hours/week) costs $18,600 salary + taxes/benefits = $23,000-$26,000 annually, or $1,940-$2,170 monthly.

And they're only available during their scheduled hours. If you need 24/7 coverage, you're hiring 3 people for shift coverage—multiply everything by 3.

The 85-95% Cost Savings Breakdown

AI receptionists cost 85-95% less than human receptionists while providing around-the-clock coverage based on industry analysis.

Let's compare 1 year of costs:

Human receptionist:

• Salary: $37,232
• Benefits/taxes (30% avg): $11,170
• Training: $5,000
• Total Year 1: $53,402
• Ongoing years: $48,402 (no training cost)

AI receptionist:

• Monthly cost: $199
• Setup: $0 (NextPhone, some charge $100-$500)
• Total Year 1: $2,388

Savings Year 1: $51,014 (95.5% less)

Over 5 years:

• Human: $241,608 (salary + benefits compounded)
• AI: $11,940 (5 × $2,388)
• Savings: $229,668

One mid-sized law firm reported cutting reception-related overhead by more than $30,000 annually after switching to AI based on case study research.

What You Get (and Don't Get) with Each Option

AI receptionist advantages:

• 24/7/365 availability (no sick days, no vacations)
• Answers in under 5 seconds (humans average 30-90 seconds)
• Never forgets to log calls or pass messages
• Handles multiple calls simultaneously
• No training required for updates
• Scales instantly (100 calls or 1,000 calls, same cost)
• No benefits, payroll taxes, or HR management

Human receptionist advantages:

• Better at complex, nuanced conversations
• Provides personal touch and empathy
• Can make judgment calls (AI follows rules)
• Builds relationships with repeat callers
• Handles in-person customers (if applicable)
• Can perform other office tasks beyond phones

The hybrid approach: Many businesses use AI for after-hours and overflow, with human staff during peak hours for complex issues. Best of both worlds.

For contractors who are out in the field all day, AI provides coverage you couldn't get with a human at any reasonable cost.

What Affects AI Receptionist Pricing? (Cost Factors Explained)

Not all AI receptionists cost the same. Here's what drives the price you'll pay.

Call Volume: The Primary Price Driver

Call volume is the #1 factor affecting pricing. Most providers structure plans around monthly call or minute limits.

Low volume (0-50 calls/month): Budget plans work here, $49-$100/month. Per-minute pricing can be cheaper if you stay under 200 minutes monthly.

Medium volume (50-150 calls/month): Mid-tier plans $100-$200/month. This is where flat-fee pricing starts making sense.

High volume (150+ calls/month): Premium or custom plans, $200-$500+. Definitely go flat-fee to avoid per-call bill shock.

What defines a "call" varies by provider. Some count every ring (even if abandoned before 3 seconds). Others only count calls where AI engages for 10+ seconds. Read the fine print.

Features and Capabilities (What Costs Extra)

Basic AI answering (message-taking only) is cheapest. But contractors need more.

What's typically included in mid-tier plans ($150-$250):

• 24/7 call answering
• Message-taking and transcription
• Basic call routing (send to voicemail or your phone)
• Email/SMS notifications
• Call logs and history

What costs extra (or requires premium plans):

• Appointment scheduling ($20-$50/month add-on or included in $200+ plans)
• Calendar integration - Google/Outlook (often free), Calendly/Acuity (may cost extra)
• CRM integration - Basic (free), Salesforce/HubSpot ($50-$200/month)
• Payment processing over the phone ($30-$100/month)
• Multi-language support ($50-$150/month)
• Custom call flows and scripting ($100-$300 setup)
• Advanced analytics and reporting (included in $200+ plans)
• Multiple phone numbers ($5-$15/month per additional number)

If a feature is critical for your business, check if it's included before choosing the cheapest plan.

Integration Requirements

Integrations can add significantly to cost—or be free, depending on the provider and platform.

Most AI receptionists include free basic integrations:

• Google Calendar
• Google Workspace / Microsoft 365
• Basic webhook connections
• Email/SMS notifications

Integrations that often cost extra:

• Salesforce CRM: $50-$200 setup, sometimes ongoing monthly fee
• HubSpot: Similar setup costs
• ServiceTitan (for contractors): $100-$300 setup
• Zapier premium connections: $20-$50/month
• Custom API development: $500-$5,000+ depending on complexity

Setup fees range from $99 to $4,999+ depending on customization needs based on provider research.

Example: You want AI to answer calls, check availability in ServiceTitan, and book jobs. Basic plan at $99/month might seem cheap, but add $200 ServiceTitan integration setup + $50/month ongoing integration fee = $149/month real cost.

NextPhone includes common contractor integrations in the base $199/month price—no nickel-and-diming for calendar or basic CRM sync.

Industry-Specific Customization

Some industries require specialized features that affect pricing.

Healthcare (medical, dental): HIPAA compliance adds $50-$150/month to ensure calls are encrypted and logged properly.

Legal: Enhanced security, call recording for malpractice protection, client confidentiality features add $75-$200/month.

Home services: Emergency keyword detection, dispatch routing, and on-call scheduling are standard features (usually included in mid-tier plans, not extra).

Finance: PCI compliance for payment information adds cost.

If you're in a regulated industry, ask specifically about compliance features and whether they're included or cost extra.

Support Level and SLA

How fast they respond when something breaks affects price.

Email support only: Included in budget plans ($49-$100). Expect 24-48 hour response times.

Email + chat support: Included in mid-tier ($100-$250). Same-day response typical.

Email + chat + phone support: Premium plans ($250+). Response within hours.

Dedicated account manager: Enterprise only ($800+). Immediate response, custom training.

Uptime SLA (Service Level Agreement): Budget plans offer 95-98% uptime (several hours of downtime per month possible). Premium plans guarantee 99.9% uptime (under 1 hour downtime monthly) with credits if they miss it.

For most contractors, mid-tier support (email + chat, same-day response) is plenty. You're not running a hospital emergency line.

Hidden Costs to Watch For (What Providers Don't Advertise)

Advertised prices rarely tell the full story. Here's where providers sneak in extra charges.

Setup and Onboarding Fees

Setup fees range from $0 to $500+ depending on the provider.

Budget providers often waive setup fees to get you in the door. Premium providers charge $100-$300 for account setup, training, and configuration.

If you need custom scripting, integration with specialized software, or phone number porting, setup can hit $500-$1,000.

Questions to ask before signing up:

• Is there a setup fee? Can it be waived?
• Is onboarding/training included?
• What does "setup" actually include?
• Do I pay extra to port my existing number?

NextPhone charges $0 setup fees—you can start your trial and be live in under 2 hours without paying anything upfront.

Overage Charges (The Silent Budget Killer)

This is where advertised prices become misleading.

Real example from provider research: A plan advertises "$59/month for 100 minutes." Sounds reasonable. But read the fine print: overages are $0.50 per minute after 100.

You use 200 minutes in your first month (not hard if you're booking appointments). Your bill: $59 base + (100 overage minutes × $0.50) = $109. Nearly double the advertised price.

Some providers cap overages. Others let them run unlimited, and you get a $400 surprise bill for a busy month.

Per-call plans have the same issue. "30 calls included, $11 per additional call." You get 80 calls in a good month? That's 50 overage calls × $11 = $550 extra. Your "$292 plan" just cost $842.

How to protect yourself:

• Choose flat-rate unlimited plans if your volume is unpredictable
• If you use tiered pricing, pick a tier 30-50% above your average volume to avoid regular overages
• Ask: "What happens if I exceed my plan limit?"
• Check if there's a cap on overage charges

One contractor told us: "My $99/month plan turned into $180-$220 every month because I kept hitting overages. Switched to flat $199 and my bill is finally predictable."

Contract Terms and Annual Pricing Traps

Annual contracts often offer 10-30% discounts compared to month-to-month pricing. Tempting, but watch for traps.

Example: Monthly plan is $99/month. Annual is $79/month ($948 prepaid). You save $240 over the year—great!

But if you cancel in month 8 because the service doesn't work for you, most providers charge early termination fees. Termination fees typically run $100-$500 depending on months remaining.

Plus, you might not get a refund on unused months. So you paid $948, used 8 months ($632 value at monthly rate), and lose $316 with no refund.

Questions to ask:

• Can I cancel anytime or is there a contract term?
• Is there an early termination fee? How much?
• Do I get a refund for unused months if I prepay annually?
• Does the price increase after the first year?

Many providers raise prices 10-20% on renewal. That $79/month annual becomes $95/month year 2.

NextPhone offers month-to-month pricing with no contracts. Cancel anytime, no fees. You only pay for months you use.

Add-On Features That Should Be Included

Some features are so fundamental they should be standard, but providers charge extra.

Features that are sometimes hidden upsells:

• Voicemail transcription: Should be free, sometimes $10-$20/month extra
• Call recording: Important for quality/training, often $15-$30/month add-on
• Analytics dashboard: Basic reporting should be included, some charge $25-$50/month
• Multiple users/team access: Ridiculous to charge extra for this, but some do
• Mobile app access: Should be standard, occasionally a premium feature
• SMS/text notifications: Core feature, shouldn't cost extra

If a provider charges separately for these basics, they're nickel-and-diming you. Calculate the "all-in" price including features you actually need, not the barebones advertised rate.

A "$99/month base plan" can become $180/month once you add voicemail transcription ($15), recording ($20), analytics ($25), and a second phone number ($15).

How to Calculate Your AI Receptionist ROI

Abstract savings percentages don't mean much. Let's calculate your specific return on investment.

Calculate Your Current Missed Call Revenue Loss

First, figure out what you're losing now.

Step 1: Estimate your monthly inbound calls

Check your phone bill or call logs. Most contractors get 30-60 calls monthly. Industry average is 42 calls per month. If you don't know, use 40 as a starting point.

Step 2: Estimate your current miss rate

Industry research shows contractors miss 60-80% of calls. Be honest: when your phone rings during a job, do you answer? Probably not.

• Conservative estimate: 60% missed.
• Realistic estimate for field contractors: 74%.

Multiply: 40 calls × 74% = 30 missed calls per month

Step 3: Identify call types

Not all calls are equal. Based on industry data:

• 6.9% are quote/estimate requests (high value)
• 6.2% are emergencies (highest value, highest urgency)
• 25.4% request callbacks (moderate value if you follow up)
• 31.1% are general service requests (moderate value)

For your 30 missed calls:

• 2 are quote requests (30 × 6.9%)
• 2 are emergencies (30 × 6.2%)
• 8 want callbacks (30 × 25.4%)

Step 4: Apply your economics

What's your average job value? For general contractors, $3,500 is typical. For specialized work (roofing $15,000, HVAC repair $800, plumbing service $600), adjust accordingly.

What's your close rate on quotes? Industry standard is 20-30%. Use 20% to be conservative.

Step 5: Calculate monthly lost revenue

Quote requests: 2 missed quotes × $3,500 × 20% close = $1,400/month

Emergencies: 2 missed emergencies × $1,200 × 30% close = $720/month

Total lost monthly: $2,120

Annual lost revenue: $25,440

And that's conservative. We're not counting the 8 callbacks that never got returned or the general service requests.

Estimate Your Capture Rate Improvement

AI won't capture 100% of your missed calls—some people will hang up regardless, some are spam you don't want.

But AI will capture the majority. Assume 50-70% capture rate of calls you currently miss.

From our example:

• You miss 30 calls/month
• AI captures 60% of those = 18 additional calls answered
• That includes 1 more quote request and 1 more emergency monthly

New revenue captured:

• 1 additional quote × $3,500 × 20% = $700/month
• 1 additional emergency × $1,200 × 30% = $360/month

Monthly new revenue: $1,060 Annual new revenue: $12,720

AI receptionist cost at $199/month: $2,388/year

Net profit: $10,332 first year ROI: 432%

Even if AI only captures 30% of your current misses (very conservative), you still add $6,360 annual revenue, netting $3,972 profit after AI costs.

ROI Formula for Contractors

Here's the simple formula you can use:

(Monthly Calls × Miss Rate × Quote % × Avg Job Value × Close Rate × 12 months) - (AI Cost/year) = Net Gain

Plug in your numbers. If Net Gain is positive, AI pays for itself.

Industry-Specific Examples (Roofing, Plumbing, Electrical, HVAC)

Let's run the numbers for different trades.

• Example 1: Roofing Contractor
• 42 calls/month (industry average)
• 76% missed (roofing data)
• 32 missed calls monthly
• 10.6% are quote requests (highest of any trade) = 3.4 quotes missed
• Average roof: $15,000
• Close rate: 20%

Lost revenue: 3.4 × $15,000 × 20% = $10,200/month = $122,400/year

AI captures 50%: Adds 1.7 quotes/month = $5,100/month = $61,200/year

AI cost: $2,388/year

Net gain: $58,812/year ROI: 2,464%

For roofers, capturing even ONE additional roof every 6 months pays for AI for a year.

• Example 2: Plumber
• 42 calls/month
• 70% missed = 29 missed calls
• 6.9% quotes = 2 quote requests missed
• Average job: $800 (service call + repair)
• Close rate: 25%

Lost revenue: 2 × $800 × 25% = $400/month = $4,800/year

AI captures 60%: Adds 1.2 jobs/month = $240/month = $2,880/year

AI cost: $2,388/year

Net gain: $492/year (break-even in first year)

But this ignores emergency calls (6.2% at higher value) and callbacks. Adding those results in net gain of ~$4,000-$6,000/year.

• Example 3: HVAC Contractor (Emergency Focus)
• 42 calls/month
• 74% missed = 31 missed calls
• 6.2% emergencies = 1.9 emergency calls missed monthly
• Average emergency: $1,200 (after-hours service premium)
• Emergency close rate: 30% (higher due to urgency)

Lost revenue from emergencies alone: 1.9 × $1,200 × 30% = $684/month = $8,208/year

AI captures 60%: Adds 1.1 emergencies/month = $410/month = $4,920/year

AI cost: $2,388/year

Net gain from emergencies alone: $2,532/year (106% ROI)

Add quote requests (6.9% at $2,500 avg HVAC install): Another $4,000-$6,000/year

Total net gain: $6,500-$8,500/year Total ROI: 272-356%

• Example 4: Electrician
• 42 calls/month
• 68% missed = 29 missed calls
• 6.9% quotes = 2 quotes missed
• Average job: $1,500
• Close rate: 20%

Lost revenue: 2 × $1,500 × 20% = $600/month = $7,200/year

AI captures 50%: Adds 1 job/month = $300/month = $3,600/year

AI cost: $2,388/year

Net gain: $1,212/year

Electricians also face 15.5% spam rate (highest of any trade), so AI's spam filtering saves 6-7 hours monthly in wasted time responding to junk calls—worth another $300-$500/month in opportunity cost.

Total ROI including time savings: ~$5,000/year

The pattern is clear: capture just 1-3 additional jobs per year that you currently miss, and AI pays for itself many times over.

Choosing the Right Pricing Model for Your Business

Now you understand the pricing models. Which one makes sense for you?

When Per-Minute Pricing Makes Sense

Per-minute pricing works best for very specific situations.

Choose per-minute if:

• Your call volume is extremely low and predictable (under 30 calls/month, every month)
• Your calls are short (under 2 minutes average—AI answers a quick question and done)
• You're testing AI for the first time and want minimal commitment
• Your business is truly part-time or side-gig level

Example: A solo handyman who gets 15 calls monthly, mostly "What's your hourly rate?" inquiries averaging 90 seconds. At $0.25/minute, that's 15 calls × 1.5 min = 23 minutes × $0.25 = $5.75/month.

Even with a $25 minimum fee (common), it's cheaper than $99 flat fee.

Don't choose per-minute if:

• Your volume is unpredictable month-to-month
• Calls involve scheduling (takes 4-6 minutes to book an appointment properly)
• You're growing (volume will increase)
• You hate budget uncertainty

When Per-Call Pricing Works Best

Per-call pricing suits moderate-volume businesses with specific call patterns.

Choose per-call if:

• Your volume is consistent at 30-80 calls monthly
• Call duration varies wildly (some 30 seconds, some 10 minutes)
• You want detailed per-call analytics
• You won't scale above 100 calls/month

Example: A dental office that gets exactly 50 calls per month (very predictable appointment scheduling). At $7.50 per call, that's $375/month. If calls range from 1-15 minutes, per-call is more predictable than per-minute.

Don't choose per-call if:

• Volume exceeds 100 calls monthly (too expensive)
• You have seasonal swings (spring rush, winter lull)
• Your business is growing (you'll outgrow the plan in 6 months)

When Flat Monthly Fee is the Right Choice

Flat fee pricing is best for most contractors.

Choose flat monthly fee if:

• Your volume exceeds 70-80 calls monthly (crosses the math threshold where flat beats per-call)
• Your volume is unpredictable or seasonal
• You're growing and don't want to switch plans constantly
• You want budget certainty and no overage anxiety
• You never want to think about "did that call cost me $2 or $8?"

Example: A general contractor who gets 60 calls in January, 100 calls in March (spring rush), 40 calls in winter. Per-call pricing would be $585 in January, $975 in March—wildly unpredictable. Flat $199/month gives peace of mind.

Flat fee scales with your growth. Start at 40 calls/month, grow to 150 calls/month—same price.

This is why NextPhone uses flat pricing. Contractors don't have predictable call patterns. You don't need budget stress on top of running your business.

Special Consideration: Seasonal Businesses

If your business has seasonal swings, flat fee pricing protects you.

HVAC contractors: Winter you get 40 calls/month. Summer heat wave hits, you get 120 calls/month. With per-call at $9.75, that's:

• Winter: 40 × $9.75 = $390/month
• Summer: 120 × $9.75 = $1,170/month

Flat $199/month saves you $191/month in winter and $971/month in summer. Over the year, you save thousands.

Roofing contractors: Spring/summer is 70% of annual volume. April-August you get 100-150 calls monthly. September-February you get 20-40 calls.

Per-call pricing punishes you during your busy season when you need the phone answered most. Flat pricing rewards high volume.

Landscaping: April-October busy (80 calls/month), November-March slow (15 calls/month). Same logic—flat fee smooths your costs across the year.

Tax preparers (opposite pattern): If you're only busy January-April, per-call might actually make sense for those 4 months, then pause service. But most providers require 3-month minimums, so flat fee for 4 months ($199 × 4 = $796) might be smarter than high per-call bills during your rush.

For most seasonal businesses: flat fee wins.

How NextPhone Pricing Works (And Why We Chose Flat-Rate)

We built NextPhone specifically for home services contractors after seeing the pricing games other providers play.

NextPhone's Simple Pricing: $199/Month, Unlimited Calls

Our pricing is straightforward: $199 per month, unlimited calls, no contracts.

That's it. No "up to 100 calls then overages." No "500 minutes included." No surprise bills. Unlimited means unlimited.

Whether you get 40 calls or 200 calls, you pay $199. Whether calls last 2 minutes or 12 minutes, you pay $199.

Month-to-month billing. Cancel anytime. No early termination fees.

What's Included (No Hidden Fees, No Surprises)

For $199/month, you get everything a contractor needs:

Call Handling:

• 24/7 AI answering in under 5 seconds
• Unlimited call volume (no per-call or per-minute charges)
• Voicemail transcription included
• Call recording included
• Spam filtering (blocks 7% of junk calls automatically based on our data)

Smart Features:

• Emergency keyword detection ("urgent," "ASAP," "emergency") with immediate routing to your phone
• Appointment scheduling with calendar integration
• Callback request tracking (captures all 25.4% of callers who want you to call back)
• Custom business information (hours, services, pricing, service area)
• Multi-language support (if your area needs Spanish, etc.)

Integrations Included:

• Google Calendar / Google Workspace
• Microsoft Outlook / Office 365
• Basic CRM connections
• Email and SMS notifications
• Zapier for custom workflows

No Extra Charges For:

• Setup or onboarding (takes about 2 hours, we guide you)
• Multiple team members accessing the dashboard
• Analytics and call reporting
• Phone number porting (bring your existing number)
• Additional phone numbers (within reason—1-2 included)
• Software updates and new features

Support:

• Email and chat support (same-day response)
• Setup assistance included
• Knowledge base and video tutorials

What's not included:

• Advanced CRM integrations (Salesforce, HubSpot, ServiceTitan) may require one-time setup assistance
• Custom development for proprietary systems
• White-glove account management (that's enterprise level)

For 99% of contractors, everything you need is in the base $199/month.

Why Flat Pricing Makes Sense for Contractors

We analyzed call patterns from hundreds of home services businesses. Here's what we learned:

Volume is unpredictable. You can't predict when a pipe will burst at 2 AM or when a roof will leak during a rainstorm. Emergency calls spike randomly.

Seasonality is real. HVAC contractors get 3X summer volume. Roofers get spring surges. Landscapers go quiet in winter. Per-call pricing punishes you during your busiest (and most profitable) months.

You're out in the field. You can't monitor your call count or worry about "should I let AI answer this or will it blow my budget?" You need it to just work.

Growth shouldn't be penalized. When your business grows from 40 to 100 calls monthly, that's success. Your bill shouldn't double because you're successful.

Flat pricing solves all of this. Budget certainty, scales with growth, protects during rushes.

One HVAC contractor told us: "I can't answer my phone when I'm on a roof. NextPhone handles it and my schedule stays full. It's like having a receptionist for $200/month."

A roofing contractor said: "Spring we get 150 calls/month, winter maybe 30. Same $199 price = no seasonal bill shock. I know exactly what I'm paying."

An electrician shared: "Setup took 2 hours. No $500 setup fee, no training costs, just started working. First week it captured 3 quote requests I would've missed. Paid for itself in 8 days."

Ready to Stop Missing Customer Calls?

Try NextPhone's AI receptionist free for 7 days. See how other small businesses are capturing more leads 24/7.

Get Started

Frequently Asked Questions

How much does an AI receptionist cost per month?

AI receptionists typically cost $25-$500 per month for small businesses, with most paying $50-$300 depending on call volume and features. Pricing models include per-minute ($0.05-$0.99/min), per-call ($3-$11/call), or flat monthly fee ($49-$300). Budget options start around $49/month for basic features, while full-featured plans with scheduling, CRM integration, and analytics run $150-$300/month. NextPhone offers unlimited calls at $199/month flat.

Is AI receptionist cheaper than hiring a human?

Yes, significantly cheaper. A human receptionist costs $37,232 annually in salary alone ($17.90/hour median wage according to the U.S. Bureau of Labor Statistics), plus 25-40% more for benefits, payroll taxes, and overhead—totaling $46,500-$52,000 per year. AI receptionists cost $600-$3,600 annually, representing 85-95% savings. Plus, AI provides 24/7 coverage with no sick days, PTO, or training costs. The trade-off: humans handle complex situations better, but AI captures routine calls that would otherwise go to voicemail.

What are hidden costs with AI receptionists?

Watch for setup fees ($50-$500), overage charges on per-minute/per-call plans, integration costs for CRM/calendar connections ($50-$200), and annual contract early termination fees. Many providers advertise low base prices but add 30-60% through these hidden costs. Questions to ask: What's the setup fee? What happens if I exceed my plan limits? Are integrations included? Can I cancel anytime? NextPhone has no setup fees, no overages (unlimited calls), and no contracts—$199/month all-in.

How do I calculate ROI of AI receptionist?

• Use this framework: (1) Estimate monthly calls you currently miss (industry average is 60-80% of total calls), (2) Identify how many are quote requests (6.9%) or emergencies (6.2%), (3) Multiply by your average job value and close rate (typically 20-30%), (4) Calculate annual lost revenue, (5) Compare to AI receptionist annual cost.
• Example: 42 calls/month × 74% missed × 6.9% quotes × $3,500 × 20% close rate = $17,640/year lost. If AI costs $2,388/year, you profit by capturing just 1-2 additional jobs.

Which pricing model is best for seasonal businesses?

Flat monthly fee pricing protects seasonal businesses from call volume spikes. Example: HVAC contractors see 3X summer volume (40 calls winter → 120 calls summer). With per-call pricing at $9.75/call, that's $390/month winter vs $1,170/month summer. Flat $199/month means predictable budgeting year-round. Roofing, landscaping, and pool services all benefit from flat pricing because busy season doesn't spike your bill. Avoid per-minute and per-call if your call volume fluctuates significantly.

Are there any free AI receptionist options?

True "free forever" AI receptionists don't exist—providers have infrastructure costs. However, many offer free trials (7-14 days) to test before buying. Budget options start around $25-$49/month for very basic features and low call volumes. Be cautious of "free" offers that require expensive integrations or have severe limitations (like 10 calls/month max). For contractors handling 40+ calls monthly, budget-tier plans lack necessary features like emergency routing and scheduling. NextPhone offers a 14-day free trial with full features.

What's the difference between $50 and $300 AI receptionist plans?

Budget plans ($50-$100) typically include basic call answering and message-taking for low volume (30-50 calls/month). Mid-tier plans ($150-$250) add appointment scheduling, CRM integration, call routing, and higher volume caps (100-200 calls). Premium plans ($250-$500) include advanced analytics, multiple phone numbers, custom workflows, priority support, and industry-specific features (HIPAA compliance, legal call recording). For home services contractors, the $150-$250 range offers the best value with scheduling, routing, and unlimited volume.

Stop Losing Revenue to Missed Calls

AI receptionist pricing doesn't have to be confusing. Most small businesses pay $50-$300/month—95% less than hiring a human receptionist. The key is choosing the right pricing model: per-minute for low volume, per-call for predictability, or flat monthly fee for growth and seasonal protection.

For home services contractors missing 60-80% of calls, the question isn't "Can I afford AI?" but "Can I afford NOT to capture those leads?" At $199/month, if you land just one additional $3,500 job you'd otherwise miss, you're profitable for over a year.

The math is simple: you're already losing $17,000-$120,000 annually to missed calls depending on your trade. An AI receptionist that costs $2,388/year and captures even 50% of those missed opportunities pays for itself many times over.

Stop losing revenue to missed calls. See how NextPhone captures every lead for $199/month—no setup fees, no contracts, no surprises.

• Ready to Stop Missing Customer Calls?

  Try NextPhone's AI receptionist free for 7 days. See how other small businesses are capturing more leads 24/7.

  Get Started

About the Author

This guide was written by the NextPhone team, who analyzed industry research and customer service patterns to help contractors understand AI receptionist costs. Our mission is transparent pricing and proven ROI for home services businesses.

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