AI voice receptionist that answers every call, day or night
FlowGenix Automations builds AI voice receptionists for UK small businesses that answer inbound calls in under 60 seconds, qualify the caller, book straight into your calendar, and hand off anything complex to a human. We deploy inside your existing phone number using a UK carrier, integrate with your chosen CRM, and price on a fixed build fee plus a flat monthly retainer — no per-minute surprises.
If you're a dental practice, trades company, mortgage broker, recruitment agency or clinic losing enquiries because the phone rings out at lunchtime, evenings or weekends, this page explains exactly what our AI receptionist does, what it costs, how quickly it goes live and the safeguards we build in for UK GDPR.
What is an AI voice receptionist?
An AI voice receptionist is a software agent that answers your business phone line using a natural-sounding voice, understands what the caller wants, and completes the task — booking an appointment, taking a message, transferring to the right person, or triggering a follow-up workflow in your CRM. Unlike an old-school IVR menu ("press 1 for sales"), a well-built voice agent holds a real conversation, remembers context and speaks in your brand tone.
For most of our UK clients the receptionist covers three jobs at once: it picks up when your team is on another call, it works 24/7 so out-of-hours enquiries never go to a competitor, and it triages so only qualified callers reach a human. That typically recovers 20–40% of previously missed revenue in the first quarter.
How does it answer calls under 60 seconds?
We forward your existing landline or mobile number to a UK-hosted voice endpoint. When a caller rings, the agent picks up on the second ring, greets them by your business name, and asks one qualifying question. Speech-to-text runs in real time, a language model decides intent, and a response is spoken back with sub-second latency. The whole interaction — greet, qualify, book, confirm — averages 45–60 seconds.
During the call the agent writes structured data (name, phone, service, preferred slot, notes) directly into your CRM or diary. After the call it sends an SMS confirmation to the caller and a Slack, Teams or email alert to the right team member. If the caller asks for something outside scope, the agent warm-transfers to a human or takes a callback request.
Which tools and diaries does it integrate with?
The receptionist plugs into the systems you already use. On the diary side that includes Google Calendar, Microsoft 365, Calendly, Cliniko, Dentally, SimplyBook and any system exposing an iCal or REST endpoint. For CRM and pipeline we integrate with HubSpot, Pipedrive, Salesforce, Zoho, Monday, Notion and Airtable, plus custom databases where needed. Communication runs through Twilio, Vonage or your existing VoIP.
If your booking system doesn't have an off-the-shelf integration, we build a lightweight adapter as part of the fixed setup fee. No integration is treated as "custom development" billing.
How much does an AI receptionist cost in the UK?
Our fixed build fee starts at £1,500 for a single-diary setup and scales with the number of services, locations and integrations. The monthly retainer starts at £299 and covers hosting, model usage, UK phone minutes, monitoring and up to two content changes a month. We don't charge per call or per minute.
Most clients recover the build cost within 30–45 days from previously missed enquiries. For a full breakdown see our AI receptionist cost guide and pricing page.
Is it UK GDPR compliant?
Yes. Call audio is processed in UK or EU data centres, transcripts are retained only for the period you specify (default 30 days) and callers are told at the start of the call that they are speaking with an AI assistant. We sign a Data Processing Agreement, publish a full sub-processor list, and support Data Subject Access Requests within the statutory timescales.
We never use your call data to train third-party models. Sensitive verticals such as dental, legal and financial services get an additional review of retention, redaction and consent flows before go-live.
How quickly can it go live?
Standard deployments take 10 working days end to end: discovery call and script sign-off in week one, sandbox testing and integrations in week two, then a phased switchover where the AI handles overflow before taking primary. Complex multi-location setups take 3–4 weeks. Every deployment includes a two-week hyper-care period with same-day tweaks.
How do I get started?
Book the free 20-minute automation audit below. We'll listen to a sample of your current call handling, map where the receptionist would sit, and email you a fixed-price quote within two working days. There's no obligation and no sales pitch — if AI isn't a fit for your call volume we'll tell you.
Frequently asked questions
Will callers know they're speaking with AI?
Yes. The agent identifies itself as an automated assistant on the first line, which is both a UK GDPR requirement and, in our data, actually improves completion rates because expectations are set.
Can it handle regional UK accents?
Yes. We test with a UK-focused speech model and add custom vocabulary for local place names, product names and industry terms during setup.
What happens if the AI can't handle a call?
It warm-transfers to a nominated human, or takes a structured message and books a callback — you choose the fallback per intent.
Do I need to change my phone number?
No. We forward your existing number, so callers, marketing collateral and Google Business Profile all stay the same.
Is there a minimum contract?
No. The monthly retainer is rolling with 30 days' notice after the initial two-month settling period.
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Book your free 20-minute automation audit
No slides, no obligation. We'll map where AI can save you hours every week and quote a fixed price if you'd like us to build it.