# Best Virtual Receptionist Services Providers - Page 8 *By [Nana Serwah Nkrahene](https://research.g2.com/insights/author/nana-nkrahene)* Virtual receptionist services providers, also known as answering services, offer outsourced customer service and front desk professionals for businesses. Virtual receptionist companies can offer a variety of features, including call handling, email responding, 24/7 availability, bilingual capabilities, call transferring, and message recording. Additionally, receptionists uphold a company’s branding and image when responding to customers or clients. For easily automated customer service tasks that don’t require a human touch, businesses may benefit from [AI sales assistant software.](https://www.g2.com/categories/ai-sales-assistant) Virtual receptionists mainly benefit small businesses or businesses with a small budget. For businesses that require secretarial assistance, but don’t need a full-time or part-time receptionist, virtual receptionists are an ideal solution. Receptionists can be hired one time or on an ongoing basis. For businesses that want assistance hiring a temporary on-site receptionist, implementing [on-demand staffing services](https://www.g2.com/categories/on-demand-staffing-services) is an effective route to take. To qualify for inclusion in the Virtual Receptionist Services Providers Category, a services provider must: - Provide businesses with a professional virtual receptionist - Assist with common receptionist tasks such as customer service via phone or email - Offer receptionists that have specific industry knowledge or experience --- **Sponsored** ### Moneypenny Moneypenny is a leading provider of virtual customer conversation solutions designed to help businesses enhance their customer engagement and streamline communication processes. By combining a dedicated team of professionals with advanced artificial intelligence technology, Moneypenny offers a unique service that caters to the diverse needs of companies looking to improve their customer interactions. Targeted at businesses of all sizes, Moneypenny serves a wide range of industries, from small startups to large corporations. The platform is particularly beneficial for organizations that require consistent and reliable customer support without the overhead costs associated with traditional call centers. Moneypenny's services are ideal for companies looking to maintain a strong brand presence while ensuring that customer inquiries are handled efficiently and effectively. One of the standout features of Moneypenny is its ability to blend human expertise with AI capabilities. This hybrid approach allows for personalized interactions that can adapt to the specific needs of each customer. The 1,000-strong team across the US and UK is trained to handle a variety of customer queries, ensuring that every conversation reflects the brand's voice and values. This level of customization helps businesses build trust and rapport with their customers, which is essential in today’s competitive market. Moneypenny's platform offers several key benefits, including 24/7 availability, scalability, and a focus on data security. Businesses can rely on Moneypenny to manage customer conversations around the clock, ensuring that no inquiry goes unanswered. Additionally, as companies grow, Moneypenny can easily scale its services to accommodate increased demand without compromising on quality. The emphasis on trust and security means that businesses can feel confident in sharing sensitive information, knowing that Moneypenny prioritizes the protection of their data. Overall, Moneypenny stands out in the virtual customer conversation space by offering a comprehensive solution that combines human touch with cutting-edge technology. This approach not only enhances customer satisfaction but also allows businesses to focus on their core operations while leaving customer communication in capable hands. [Visit company website](https://www.g2.com/external_clickthroughs/record?secure%5Bad_program%5D=paid_promo&secure%5Bad_slot%5D=category_product_list&secure%5Bcategory_id%5D=2035&secure%5Bmedium%5D=sponsored&secure%5Bprioritized%5D=false&secure%5Bproduct_id%5D=1551222&secure%5Bresource_id%5D=2035&secure%5Bresource_type%5D=Category&secure%5Bsource_type%5D=category_page&secure%5Bsource_url%5D=https%3A%2F%2Fwww.g2.com%2Fcategories%2Fvirtual-receptionist-services%3Fpage%3D8&secure%5Btoken%5D=d29a9489a9b874cce812a8c13d9d582eae611217867536392294f7341c415f89&secure%5Burl%5D=https%3A%2F%2Fwww.moneypenny.com&secure%5Burl_type%5D=paid_promos) --- ## Parent Category [Business Services Providers](https://www.g2.com/categories/business-services) ## Related Categories - [Managed Live Chat Providers](https://www.g2.com/categories/managed-live-chat) --- ## Buyer Guide ### What You Should Know About Virtual Receptionist Service Providers Virtual receptionist service providers offer remote reception services to businesses in order to manage their customer communications. They function as an extension of a company’s front desk by employing individuals who act as the first point of contact for clients. ### What are virtual receptionist service providers? Virtual receptionist service providers are third-party organizations that specialize in remote communication support. In this model, trained individuals handle various tasks traditionally performed by an in-house receptionist – like answering phone calls, recording messages, and handling other administrative tasks – all without being physically present in the client's office. Alternatively, business owners can opt for[AI sales assistant software](https://www.g2.com/categories/ai-sales-assistant) for customer support tasks that don’t require a human touch. [On-demand staffing services](https://www.g2.com/categories/on-demand-staffing-services) also offer a viable solution for hiring temporary on-site receptionists. ### How do virtual receptionists work? Virtual receptionists create a positive experience for callers by handling inquiries quickly and aligning the answers with each company’s instructions. To make the entire process smooth, sophisticated technology and trained professionals work together.  Here’s an overview of how business communication via a third-party receptionist typically works. - **Initial setup** involves signing up with a virtual receptionist service and configuring your preferences, such as how inbound calls should be answered, the type of information to collect, and any other instructions on call forwarding. - **Call redirecting** is done via advanced call routing systems, call forwarding, direct dialing, among other methods. Once your business phone numbers are set up to transfer calls, the virtual receptionists take calls in your place, either full time or during specific hours, depending on your needs. - **Call handling** is as simple as its name. Virtual receptionists promptly answer when someone calls your business following your established scripts and protocols. This guarantees a helpful interaction, regardless of the nature of the inquiry. In case the caller wants to leave a message or the call needs to be directed elsewhere, details like the caller's name, contact information, reason for contacting, and any other relevant details are noted.  - [Call routing](https://www.g2.com/glossary/call-routing-definition) happens when further assistance is necessary. In such cases, the receptionist may either directly transfer the call, provide information to the caller, or schedule a callback. - **Integration** allows certain business tools like [calendars](https://www.g2.com/categories/calendar), [CRMs](https://www.g2.com/categories/crm), and messaging tools to work with answering services for call scheduling, logging customer interactions, and information sharing. - **Training** for virtual receptionists helps them understand the specifics of your products, services, and company culture. Additionally, businesses have the option to customize their communication, like preferred greetings, call routing protocols, and escalation procedures. - **Reporting and feedback** about call volume or service usage can measure the effectiveness of your service, based on which you can make informed decisions. To improve their performance, virtual receptionists also monitor call data and call quality, and take regular feedback from clients.  - **Other services** provided by virtual receptionists may comprise scheduling appointments, sending reminders, providing basic information about the business, and answering frequently asked questions. ### Who uses virtual receptionist services? Virtual receptionist services are a great fit for a range of businesses across various industries. They’re especially beneficial for growing businesses that get enough customer calls, yet not to the extent that necessitates hiring an on-site receptionist. - **Small and medium-sized businesses (SMBs) and startups** from different industries can make use of virtual receptionist services to enhance customer service. Quick and professional handling of customer queries elevates brand image, reduces lost opportunities, and converts more leads. - **Home service providers** such as plumbers, landscapers, and electricians face difficulties answering calls while engaged in on-site tasks. Virtual receptionist services offer them significant advantages by allowing them to concentrate on their work without worrying about losing potential clients. - **Legal and financial professionals** rely on virtual receptionists to manage their client communications so they can continue with core business activities like client meetings, case preparation, and strategic planning. - **Healthcare providers** typically have busy phone lines. Virtual receptionists help them focus on patient care while they handle patient appointments, general inquiries, cancellations, new patient intake, and after-hour emergency calls. - **Consultants and freelancers** opt for virtual receptionist services to handle client communications, freeing them to dedicate more time to delivering their services and growing their businesses. ### Virtual receptionist vs virtual assistants  Although virtual receptionists and virtual assistants are both [remote support](https://www.g2.com/articles/remote-support) services, they differ in their roles, scope of work, area of expertise, client interaction, and business usage. #### Virtual receptionists Businesses commonly use virtual receptionists for additional support managing call volume and professional customer service without having an in-house team. The primary role is taking incoming business calls. Their tasks are generally more front desk focused: screening calls, taking messages, routing clients to the appropriate parties, and scheduling appointments. Virtual receptionists should have good communication and customer service skills, as well as a basic understanding of the business. #### Virtual assistants Virtual assistants support businesses and their internal teams. You can use them for a wide range of services, like performing administrative tasks, managing emails, bookkeeping, research, and managing social media channels. To carry out these tasks, virtual assistants have a diverse skill set. They’re often detail-oriented, proficient with different software platforms, and have strong organizational and administrative skills. ### Virtual receptionist benefits There are several benefits to hiring a virtual receptionist service, such as 24/7 availability, flexibility, and cost savings. These services are especially helpful for growing and small business owners. - **24/7 availability:** Many virtual receptionists provide services around the clock, even during weekends, holidays, and after work hours, enabling businesses to answer customer queries at all times. - **Increased productivity:** One of the focus areas for virtual receptionists is weeding out unqualified leads and spam callers, and moving qualified leads and current client calls to the right people. This guarantees that internal personnel are focused on core business activities. - **Cost savings:** Compared to hiring a full-time receptionist, virtual receptionists are less expensive in the long run. With these services, you save on the cost of training, interviewing, equipment, employee benefits, and office space. - **Multilingual support:** Multilingual virtual receptionists serve diverse clientele. They can easily communicate with callers no matter their language. This expands the market and highlights your dedication to global inclusivity. - **Improved customer experience:** Skilled virtual receptionists handle all calls professionally and promptly. This increases customer satisfaction, leading to higher referral and retention rates. - **Greater lead capturing:** A high volume of leads quickly exhausts internal resources. Virtual receptionists make sure there are no missed calls, delayed responses, or wasted opportunities to convert potential customers. ### Challenges of working with a virtual receptionist service Certain challenges need to be addressed when employing a virtual receptionist service, such as initial hiring cost, limited personal interaction, and potential miscommunication. - **Loss of personal touch:** Establishing rapport and building personal connections with customers may sometimes be less effective when using virtual receptionists than when conducting direct interactions with employees. - **Cost concerns:** Some small businesses may prefer free and low-cost tools like answering machines and phone trees even though callers typically dislike those solutions. Additionally, if the service is charged based on usage minutes, high call volume may raise costs compared to hiring an on-site receptionist. - **Task limitations:** Handling a heavy workload or working on too many tasks can pose a risk of inefficiency. There are also limitations in terms of handling physical mail, providing onsite guest services, or other in-person responsibilities. - **Limited control:** Outsourcing the position reduces direct oversight of daily operations, which may be an adjustment for some businesses. - **Potential miscommunication:** A virtual receptionist may be less informed about the business's nuances than an on-site receptionist, leading to misunderstandings or inaccurate information. ### Cost of virtual receptionist services The cost of a virtual receptionist service depends on factors such as the volume of calls or tasks, the level of specialization required, the service chosen, and the pricing model. You can expect to find suitable services in the range of $50 to $300. However, it's worth noting that options are available at even lower price points, as well as premium services that may exceed $300 in cost. _The pricing above is an estimate based on internet data. Always check with the sales team to get the most up-to-date pricing._ The different pricing structures for virtual receptionist services are discussed here. - **Pay-by-minute** models charge you based on the time a virtual receptionist spends taking calls on your behalf. The cost here is highly influenced by your selection of services and number of calls.  - **Pay-by-call** models charge you for every call the receptionist takes, regardless of its duration. The amount charged for a three-minute call is equal to a 30-minute call. - **Monthly subscriptions** offer a prepaid package of minutes. Your monthly subscription dictates the number of features, the number of calls or minutes, and the type of assistance. - **Tiered pricing** plans allow you to choose the level of service that best suits your budget and needs. Lower tiers or basic plans charge less and might include a few services like call answering, voicemail, or scheduling. On the other end, higher tiers offer advanced features like multilingual support, data analytics, and call center services at a premium rate. #### Return on investment (ROI) for virtual receptionist services While virtual receptionists don’t directly contribute to revenue, they improve the ROI by positively influencing several key aspects of your business. - [**Lead capturing**](https://www.g2.com/articles/lead-capture) **:** With a virtual receptionist attending to all your business calls, you have less of a chance of missing out on opportunities and a higher possibility of gaining new clients. - **Time savings:** Your core team saves a lot of time when they don’t have to manage calls or do basic reception tasks. This time saved can be directed to tasks that contribute to revenue. - **Cost savings:** You can significantly reduce overhead costs by outsourcing the receptionist role. Compare the cost of the service to the expense of hiring a full-time, in-house receptionist (including salary, benefits, workspace, and equipment) to calculate the money you’ll save. - **Faster query resolution:** A professional first impression combined with prompt resolution of queries elevates customer experience, resulting in more converted leads and customer retention. - **Scalability and flexibility: ** A virtual receptionist service scales with your business. You can even change your subscription to reduce the charges during low periods to drive efficiency and cost-effectiveness.  ### How to choose the best virtual receptionist service for your business To choose the right virtual receptionist service for your business that aligns with your needs, values, and goals, go through the checklist below:  - **Identify your needs:** To begin with, make a note of your business requirements. Assess the volume of and nature of incoming calls, languages required, and any industry-specific skills or knowledge. - **Research different service providers:** Explore various virtual receptionist service providers to find the ones that work for your business needs. Look for companies with a proven track record, positive reviews, and recommendations from trusted sources. Make sure the virtual receptionists are well-versed in your industry, have strong communication skills, and can easily adapt to your brand voice. - **Evaluate the services offered:** Review the range of services provided and their flexibility to scale. This includes call answering, message taking, appointment scheduling, and order processing. - **Review technology and infrastructure:** Ensure the virtual receptionist service can communicate reliably, keep data safe, and work smoothly with your existing systems, like CRM software. - **Opt for demos or trial periods:** Identify how various services suit your business by signing up for trial periods or demos. Consider the quality of service, responsiveness, pay packages, setup fees, subscriptions, and any extra charges. - **Examine contract terms:** Before committing to a service, make sure you understand the terms and conditions, cancellation policies, contract duration, and any clauses related to [service-level agreements](https://www.g2.com/glossary/sla-management). ### Questions to ask a virtual receptionist service before hiring When going through the checklist above, ask these questions before sealing the deal. - What is included in the package? - Do the virtual receptionists provide round-the-clock support or do they work predetermined business hours? - Can the provider scale with our business growth? - Can the service be personalized? - Can the call scripts be customized? - What experience does the provider have with virtual receptionist services? How long has the company served in this industry? - What measures are in place to protect business and customer data? - What sort of call analytics are in place? What kind of reporting can I expect to receive? How frequently? - What kind of technology does the provider use? - What are the steps for managing technical issues? - What feedback have other clients given, especially those in my industry? Is there a case study I can review? _Researched and written by _[_Marina Schlosser_](https://learn.g2.com/author/marina-schlosser) _Reviewed and edited by _[_Aisha West _](https://learn.g2.com/author/aisha-west)