Virtual receptionist services give business owners peace of mind that every customer call is answered by a friendly, professional voice – any time, day or night. Explore how ReceptionHQ’s 24/7 live answering and flexible pricing options help businesses deliver exceptional customer service.
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Imagine not having to worry about important calls going unanswered. And having total peace of mind that customers reaching out to your business are being greeted by a friendly, professional voice – even when you’re tied up in meetings, working on critical projects, or simply enjoying some well-deserved time off?
That’s exactly what ReceptionHQ’s virtual receptionist services deliver.
Savvy business owners understand that every missed call represents a missed opportunity. Whether it’s a potential new client, an existing customer with an urgent question, or a supplier with important updates, each unanswered ring could be costing you more than you realize. But here’s the good news: you don’t have to choose between growing your business and being available to answer every call.
Warning! Just how many calls you’ve been missing until now might astound you … we hear it all the time. For example, after a 7-day free trial with ReceptionHQ for her Pennsylvania care home, Katie Vivian stated in a 5-star Google review: “We couldn’t believe we had missed 50 calls in a week’s time.”
ReceptionHQ offers 24-hour live answering, even on weekends
Your business doesn’t sleep and neither do we! ReceptionHQ’s virtual receptionist services operate around the clock, ensuring that no matter when your customers need you, there’s always a real person ready to help. This isn’t about automated systems or robotic responses – we’re talking about genuine human connection, available 24/7.
Think about those late-night emergencies, weekend inquiries, or early morning calls from different time zones. With traditional business hours, you’d miss these opportunities entirely. Our live call answering service bridges that gap, capturing leads and providing support when your customers need it most.
Weekend coverage is valuable for businesses that serve both B2B and B2C markets. While your competitors’ phones ring endlessly on Saturday mornings, your customers reach a professional receptionist who can take messages – or even handle basic inquiries, process orders or schedule appointments. It’s like having a full-time reception team without the full-time costs.
Receptionists who understand your customers
When your customers call, they deserve to speak with someone who understands their needs, their culture and their expectations. That’s why ReceptionHQ’s primary reception team is located in Phoenix, Arizona, with additional US-based virtual receptionists located in Florida, North Carolina and Missouri, ensuring your customers experience the professionalism and warmth that American businesses expect.
This domestic foundation matters more than you might think. There’s an immediate sense of trust and familiarity when customers hear familiar accents and communication styles during regular business hours. After all, our US-based receptionists don’t just answer your calls – they represent your brand with the cultural competency and local understanding that builds strong customer relationships.
For after-hours coverage and overflow support during particularly busy periods, our service seamlessly extends to include professionally trained English-speaking receptionists in Australia and the UK.
These team members receive the same comprehensive training and follow identical protocols, ensuring consistent service quality regardless of when your customers call. You’ll never have to worry about language barriers or miscommunications that could impact your customer relationships.
Calls answered using brand-friendly greetings
Your brand voice is unique and every customer interaction should reflect that personality. That’s where our customizable greetings and, on some plans, advanced call scripting comes into play. We don’t believe in one-size-fits-all solutions because we know your business isn’t one-size-fits-all either.
You can control everything from the receptionist’s initial greeting to callers to responses to frequently asked questions, message-taking protocols and appointment scheduling procedures. This can include specific instructions for handling different types of calls – sales inquiries, customer service issues, appointment requests and more. The result? Every caller feels like they’re speaking directly with your in-house team.
If you’re on an eligible plan, as part of our onboarding process we can work closely with you to develop scripts that capture your brand’s essence.
Whether you’re a playful startup that uses casual language or a professional law firm that requires formal communication, our receptionists can help to provide that all-important positive first impression.
Competitive pay-per-call pricing helps manage costs with ease
Forget about complicated pricing structures that leave you guessing about your monthly costs. We offer two different pricing models:
- Pay-per-call – which improves cost-effectiveness for many businesses and also provides greater cost certainty
- Pay-per-minute – the default of most US virtual reception services, although we charge only for each second you use while most providers round up every call to the nearest minute (which can lead to considerable additional cost)
Having the choice between the two options puts you in complete control of your expenses.
Additionally, we offer:
- A PAYG option
- Plans with a set number of calls or minutes
- The ability to easily scale up or down, at any time and as often as needed within any given month, which is particularly beneficial for businesses with fluctuating call volume – or impacted by seasonality
| Pricing model | PAYG rate | Billing unit | Effective cost for a call lasting 135 seconds | Pros | Cons |
| Per call (MessageExpress) | $1.99 per call | Flat per call | $1.99 | Simplicity Cost predictability | Message-taking only |
| Per call (ReceptionistPlus) | $2.99 per call | Flat per call | $2.99 | More than message-taking Cost predictability | Complex caller interactions not included |
| Per minute | $2.20 per minute | Per second (no rounding up to nearest minute) | $4.95 | Includes complex caller interactions You only pay for actual time used | Can be harder to estimate monthly costs due to calls of varying lengths |
Check out our detailed virtual receptionist cost breakdown, comparing our various service offerings, to see how affordable professional call handling can be. We show our pricing upfront, unlike many of our competitors!
Transparency is key to building trust and that’s exactly what our pricing model delivers. No hidden fees, no surprise charges, everything detailed upfront on our website. You see exactly what each call costs, and you can track your usage in real-time through our client portal, which helps you make informed decisions about your communication strategy and budget allocation.
Let virtual receptionists reduce admin load and help you focus on core work
Here’s the reality that many business owners face: you didn’t start your business to spend hours answering phones and taking messages. You have bigger dreams, more important projects and strategic goals that require your full attention.
Virtual receptionists free you from the constant interruption of ringing phones, allowing you to focus on what you do best.
Consider the ripple effects of this freedom. When you’re not constantly fielding calls, you can dive deeper into client projects, spend more time on business development or finally tackle that strategic planning session you’ve been postponing. The productivity gains often far exceed the cost of the service itself.
This is especially valuable for our small business answering service clients, who often wear multiple hats throughout their day. Instead of juggling phone calls while trying to serve customers, manage inventory or handle accounting, you can delegate call management to our professional team and focus entirely on growing your business.
Virtual receptionists also help maintain consistency in your customer service. When you’re rushing between meetings or dealing with a crisis, it’s easy to sound hurried or distracted on the phone. Our receptionists are always prepared, always professional, and always focused entirely on providing excellent customer service.
Transform your business communications
The decision to invest in virtual receptionist services isn’t just about answering calls – it’s about positioning your business for growth, improving customer satisfaction and reclaiming your time to focus on what matters most.
With 24/7 coverage, US-based professionals, the ability to customize your call handling, transparent pricing and the freedom to focus on your core business, ReceptionHQ delivers everything you need to never miss a call again.
We currently answer more than 6 million inbound calls for our clients each year! Ready to see how our virtual receptionists can transform your business, too? Contact us today to learn more about our solutions and start your journey toward better customer communication.
Frequently Asked Questions.
Should I go for a virtual receptionist or an in-house one?
The choice between virtual and in-house reception depends on your specific business needs, budget and growth plans. Virtual receptionists offer significant cost advantages since you avoid salary, benefits, equipment, hiring and training expenses while gaining 24/7 coverage that would require multiple full-time employees. They're particularly beneficial for small to medium businesses, seasonal operations or companies with fluctuating call volumes. In-house receptionists might be better for businesses requiring face-to-face customer interactions. However, many businesses who have an in-house receptionist also benefit from having a virtual reception service to handle overflow calls and ensure reliable coverage during staff holidays, sick days or even lunch breaks.
Is my business information secure with a virtual receptionist?
Absolutely. Professional virtual receptionist services like ReceptionHQ implement robust security measures to protect your business information and customer data. This includes secure data transmission, encrypted storage systems, strict access controls and comprehensive confidentiality agreements with all staff members. Our receptionists are trained in privacy protocols and data protection best practices, ensuring that sensitive information is handled with the same care as if they were your in-house employees. We also comply with relevant industry regulations and undergo regular security audits to maintain the highest standards of data protection.
Can virtual receptionists handle industry-specific calls?
Yes, virtual receptionists can handle calls specific to your industry with remarkable expertise. While our receptionists receive comprehensive onboarding and ongoing training, you are encouraged to provide specific instructions via your online client portal. Depending on your plan, intelligent scripting can also be used to prompt receptionists to request or provide tailored information.
What if I need bilingual support for my clients?
ReceptionHQ offers bilingual virtual receptionist services to serve diverse customer bases effectively. Our bilingual receptionists are fluent in both English and Spanish, allowing them to seamlessly switch between languages based on caller preferences. If you don’t have a dedicated Spanish line and a receptionist who only speaks English answers a call from a Spanish-speaking caller, the call can be transferred to a bilingual receptionist. This capability is invaluable for businesses serving Hispanic communities or operating in multicultural markets. Bilingual support can significantly increase your market reach and customer satisfaction.
Is there a trial period for virtual receptionist solutions?
Yes, ReceptionHQ offers a 7-day free trial that allows you to experience our virtual receptionist services without any financial commitment. This trial period gives you the opportunity to test our call handling quality, evaluate how well our receptionists integrate with your business processes and assess the overall value proposition. This risk-free approach demonstrates our confidence in our services and ensures you can make an informed decision about partnering with us for your business communication needs.
Get back to business with 20% off live answering
Focus on what matters while we answer every call with care and enjoy 20% off the pricing shown below for your first three months. Use code BACK2BIZ.
* Offer Conditions apply.
BACK TO BUSINESS BONUS
Get back to business with 20% off answering services
Focus on what matters while we answer every call with care.
Simply use code BACK2BIZ and enjoy 20% off the pricing shown below for your first three months.
* Offer Conditions apply.
