Scheduling and reception

An AI receptionist for small business

Our AI receptionist for small business answers booking requests by text, web chat and email around the clock. It books the appointment into the calendar you already use, sends a confirmation and reminders, and offers a new time to anyone who misses.
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Free 30 minute call. Fixed-price quote in writing within 2 business days.

reception / example setup
Running

Agents

  • Booking deskLive · Always onAnswers chat, text and email requests, books the open slot
  • Reminder runScheduled · Daily 08:00Confirms each booking, reminds on the customer's channel
  • No-show recoveryLive · On a missed slotOffers a new time, fills the gap from the waitlist

Guardrails

  • Consent. Texts only to people who opted in
  • Exceptions. Special requests go to your team
  • Spend cap. Hard monthly limit on every model key
  • Handover. Runbook, logins and config in your name
Example setup. Yours is built around your own workflow.

01Results

What changes at the front desk

Requests that arrive after hours get an answer right away. Customers who miss are offered a new time, cancelled slots go to the waitlist, and your staff spend less of the day on booking messages.

  • Answers after hours

    A request at 9pm or on a Sunday gets an answer and an open time slot while the customer is still deciding.

  • Missed and cancelled slots followed up

    Customers get reminders before each visit. Anyone who misses is offered a new time, and a cancelled slot is offered to your waitlist.

  • Less back and forth for your staff

    The receptionist handles the booking messages, so your staff can spend the day on the people in front of them.

  • Rebooking and review requests

    After each visit the customer is asked to rebook and to leave a review, without anyone on your team having to remember.

Published research

7x

More likely to qualify a lead when a company responds within an hour than when it waits one hour longer.

Source: Harvard Business Review

02What the agents do

Six jobs the receptionist runs

They cover the work from the first message to the rebooking after the visit, inside the calendar and CRM you already use.

Booking requests answered

Replies to web chat, text and email in seconds, answers the common questions about services, prices and location, and offers open times from your calendar.

Booked and synced

Books the slot straight into your calendar and updates the CRM, so the slot is not double booked and nobody retypes the details.

Confirmations and reminders

Sends the confirmation at once and timed reminders before the visit, by text or email, with an easy way to reschedule.

No-show recovery

Follows up with anyone who missed or cancelled, offers a new time and rebooks them.

Waitlist and cancellation fill

Offers freed slots to the waitlist automatically, so a late cancellation can still be filled.

Post-visit follow-up

Sends rebooking prompts, review requests and check-ins after each visit, on the cadence you set.

Works with

  • Google Calendar
  • Microsoft 365
  • Calendly
  • Acuity
  • Cal.com
  • HubSpot
  • Salesforce
  • Twilio
  • RingCentral
  • Mailchimp
  • Stripe
  • Zapier

For a tool that is not listed, we check on the first call. If it has an API or an inbox, an agent can usually work with it. Answering the phone by voice is a custom build on your phone system, such as Twilio or RingCentral.

03Guardrails

Consent, exceptions and access

The receptionist only contacts people who agreed to hear from you, can only touch the calendar it was given, and hands anything unusual to a person on your team.

Reminders only with consent

Automated texts to people who did not consent can lead to fines. Every reminder flow we build records consent and honors opt-outs.

A person owns the exceptions

Special requests, complaints and anything sensitive go to your team with the whole conversation attached, so nobody has to repeat themselves.

Only the access it needs

The agent can book, move and cancel appointments and read what it needs to answer. Every action it takes is logged.

A hard spend cap

Every model key has a hard monthly limit, so the receptionist's model costs stop at that limit.

We build the guardrails. Legal advice on consent rules comes from your own counsel, and we work with them.

04Process

How a project runs

Every project has four steps: a free call, a fixed-price quote within 2 business days, a build with a demo every week, and a launch with a full handover. The agent does not act on its own until you approve it. The full process

  1. 01Day 0

    A 30 minute call

    We talk through the job you want automated, the tools involved and what a good result looks like. The call is free, and you talk to the engineer who would build it.

  2. 02Within 2 business days

    A written, fixed-price quote

    It sets out the scope, the timeline, the price and what you will own at the end. We do not bill by the hour.

  3. 03Build

    Weekly demos on your data

    Each week you see the agent run on your own data. It does not act on its own until you have approved each step.

  4. 04Launch

    Handover and support

    You get the runbook, monitoring, alerts and credentials, all in your name. After launch you can keep us on a maintenance retainer or run it yourself.

05Which service fits

Services for an AI receptionist

A standard booking desk runs as a done-for-you agent on Qoren, the platform we build and run. Voice answering, or a booking system with no open API, needs custom development. Maintenance covers either one after launch.

Standard version

Start here

Done-for-you AI agents

Text, web chat and email booking, reminders, no-show recovery and follow-up on your calendar and CRM. It runs on Qoren with a spend cap, and you get a written handover.

From $2,000

Per workflow, fixed before we start. Qoren hosting from $39 a month, billed by Qoren.

Done-for-you agents

Your stack or rules

Custom AI agent development

Use this for a voice receptionist on your phone system, a practice or booking system without an open API, or hosting on your own cloud for data residency.

Fixed-price quote

Scoped after a call. A written quote within 2 business days of receiving your brief.

Custom development

After launch

Support and maintenance

We watch the calendar sync, the reminder runs and the model costs, fix what breaks, and tune the replies every month.

Flat monthly retainer

Quoted to your setup. Model and hosting usage billed at cost, never marked up.

Support and maintenance

If you have not picked a workflow yet, our AI consulting and audit (€1,200 to €1,800) works out which one to automate first. Every price is on the pricing page.

Other jobs we automate

06FAQ

Questions

What is an AI receptionist?

An AI receptionist is a software agent that handles front desk work around bookings. It answers requests by text, chat or email, books appointments into your calendar, sends confirmations and reminders, and follows up after visits. Ours is built around the calendar and CRM you already use, with a person on your team handling the exceptions.

Can an AI receptionist answer the phone?

Yes, as a custom build. A voice agent on your phone system, such as Twilio or RingCentral, is quoted as custom development. The done-for-you version on Qoren works through text, web chat, email and your booking tools, which covers booking requests sent by message, including after hours.

Will an AI receptionist replace my front desk staff?

No. It does the repetitive booking, reminding and rebooking, and it covers evenings and weekends. Your people keep the conversations that need a person.

Does it work with the calendar I already use?

Yes. We build around Google Calendar, Microsoft 365, Calendly, Acuity, Cal.com and the major CRMs, so bookings land in the tools you already run.

How does it reduce no-shows?

It sends confirmations and reminders on the channel each customer reads. When someone does miss or cancel, the agent offers them a new time and offers the open slot to your waitlist.

Are automated appointment reminders compliant?

Every texting flow we build records consent and honors opt-outs, because automated outreach without consent can lead to fines. We are not lawyers, so we set these rules with you and your counsel.

How much does an AI receptionist cost?

A done-for-you receptionist on Qoren starts at $2,000 per workflow, fixed before we start, plus Qoren hosting from $39 a month billed by Qoren. Voice answering and other custom builds get a written, fixed-price quote within 2 business days. Model usage is billed at cost.

How fast can we be live?

Your written quote states the timeline before you commit. A booking workflow is a standard job on Qoren, and you see it working on your own calendar every week of the build.

Tell us how your bookings work today.

On the call you talk to the engineer who would build your receptionist. If you would rather send a brief, you get a written, fixed-price quote within 2 business days.

Book a callGet a quote

Free 30 minute call. Fixed-price quote in writing within 2 business days.