Best virtual receptionist for startups: overflow call handling and message taking

You started your business to solve problems and build something you believe in. You definitely didn’t start it to spend half your day playing phone tag. But here you are, stuck in a cycle of missed calls and “sorry I missed you” voicemails while trying to run everything else.

Here’s the frustrating part: you can’t afford a full-time receptionist, but you also can’t afford to miss calls. Every unanswered call could be a customer who shrugs and calls your competitor instead. That’s where a virtual receptionist service can help, specifically one that handles overflow call handling and message taking for startups like yours.

What is a virtual receptionist and why do startups need one?

A virtual receptionist is a service that answers your business calls when you can’t get to the phone. It could be a real person working remotely, an AI answering service for small business, or a mix of both. The caller gets a professional greeting, and you get the message without having to drop what you’re doing.

For startups, this solves a problem you probably deal with every single day. You’re already wearing ten different hats. Sales, customer support, operations, maybe even doing your own bookkeeping (fun times). Answering every phone call yourself just isn’t realistic, but paying $2,500 or more per month for a full-time receptionist? That doesn’t make sense either.

Here’s something that might sting a little: about 80% of callers who hit voicemail don’t leave a message. They just hang up and try someone else. A virtual receptionist makes sure that doesn’t happen. Your calls get answered, every time.

How overflow call handling works for startups

Overflow call handling does exactly what the name suggests. When you’re too busy to answer, your calls automatically forward to your virtual receptionist. You pick up the calls you can, and they handle the ones you miss. No more letting the phone ring while you’re elbow-deep in a project.

Here’s how it works in practice. You set up simple call forwarding rules with your current phone provider based on what works for you. Maybe calls forward after four rings. Maybe they only forward when you’re on another line or during certain hours. You decide, and the system follows your lead.

When the call forwards, your virtual receptionist answers with a greeting you’ve customized, takes a message, and sends you a summary as soon as the call ends. Some services can also transfer urgent calls straight to you or answer basic questions about your business. It’s like having backup without the overhead.

This setup is perfect for startup phone answering because you only pay for what you actually need. You’re not handing off all your calls. You’re just making sure nothing falls through the cracks when things get busy, which, let’s be honest, is most of the time.

What to look for in a virtual receptionist for startups

Not every virtual receptionist is a good fit for startups. Some are built for enterprises with big budgets and complex needs. Here’s what actually matters when you’re comparing your options.

• Affordable pricing without long contracts. Startups need flexibility. Look for month-to-month plans or pay-per-use options. If a service wants you locked into a year-long contract before you’ve even tried it, that’s a red flag.
• Quick setup. You don’t have weeks to spend on onboarding calls and training sessions. The best services get you up and running in under an hour, sometimes just a few minutes.
• Reliable message taking. This is the whole point. You need a message taking service that captures accurate information with clear summaries. Look for services that get the caller’s name, phone number, reason for calling, and any details that matter. A garbled message helps no one.
• Call transfer capabilities. Some calls can’t wait. Make sure your service can send urgent calls directly to you or someone on your team when it matters.
• Professional greeting. The voice that answers should sound like it belongs to your business, not a generic call center. A custom greeting that matches your brand goes a long way.
• Integrations with your tools. If you use a CRM, calendar app, or team chat, check if the service connects to them. Copying information by hand gets old fast.

AI virtual receptionist vs live receptionist: which is better for startups?

This is the question everyone asks, and the honest answer is that it depends on your situation. There’s no one-size-fits-all winner here.

AI virtual receptionists usually cost between $25 and $160 per month. They offer 24/7 call answering, set up right away, and perform consistently every time. Today’s AI can sound surprisingly natural and handle most routine calls without any issues. The tradeoff? AI can struggle with unusual questions or complicated conversations. It’s not going to talk someone off a ledge if they’re upset about an order.

Live virtual receptionists run between $125 and $700 or more per month. You get a real person who can pick up on tone, build a connection with callers, and handle tricky situations with judgment. The downside is the higher cost, and many services have limited hours unless you pay extra for after-hours answering service coverage.

Hybrid services give you both. AI takes care of routine calls, and a human steps in when things get complicated. You get the best of both worlds, but you’ll usually pay more for it.

One more thing to think about: overflow pricing. AI receptionists typically include overflow call handling in every plan. You pay one price and your calls are covered whether it’s the middle of the afternoon or the middle of the night. Live receptionist services sometimes charge extra for after-hours coverage or have separate pricing for overflow versus full-time answering. If you’re watching every dollar, and most startups are, those extra fees add up fast.

For most startups, an AI answering service is the smart place to start. It’s affordable, works around the clock, and handles the basics well. You can always move to a live or hybrid service later as your business grows and your needs get more complex.

Top virtual receptionist services for startups

Here’s a look at some of the best options for startups that need overflow call handling and message taking. We’ll cut to what actually matters for each one.

Upfirst

Starting price: $24.95/mo for 30 calls

Upfirst is an AI answering service built specifically for small businesses. You can set it up in less than 30 minutes without any technical skills. Just describe how you want calls handled in plain English, and the AI follows your instructions. No jargon, no complicated dashboards.

Upfirst handles message taking, appointment scheduling, and call transfers. It can also answer multiple calls at the same time, which makes it ideal for overflow situations when your lines get busy. After each call, you get a summary with the caller’s name, number, and reason for calling. No more guessing what that voicemail said.

For startups that need an affordable virtual receptionist, Upfirst delivers solid value without the high monthly costs of live services.

Smith.ai

Starting price: $95/mo for AI receptionist; $300/mo for 30 calls with human receptionist

Smith.ai combines AI with live North America-based receptionists. The AI handles routine calls, and humans take over when things get complicated. It costs more than pure AI options, but the lead qualification and appointment booking features can pay off if you’re focused on sales and have the budget.

Ruby

Starting price: $250/mo for 50 minutes with human receptionist

AI option: None

Ruby is a premium live receptionist service known for quick answer times and friendly, professional receptionists. It works well for startups in client-facing industries like law, consulting, or real estate where the human touch really matters. You’ll pay more, but the caller experience is hard to beat.

Posh

Starting price: $65/mo and $2.30/minute

AI option: None

Posh provides live receptionist services with 24/7 coverage. Their team handles calls, schedules appointments, and takes messages. It’s a solid option if you want a human voice without the enterprise-level pricing of some other services.

My AI Front Desk

Starting price: $99/mo for 200 minutes

My AI Front Desk is an AI receptionist focused on scheduling and answering questions. It’s a good fit for appointment-heavy businesses like salons, clinics, or home service providers. The AI can book appointments directly without any human involvement, which is handy if your calendar fills up fast.

How much does a virtual receptionist cost per month?

What you’ll pay for a virtual receptionist varies quite a bit depending on whether you go with AI or live service and how many calls you get. Here’s what to expect.

AI-powered services usually start between $25 and $100 per month for basic plans. Some charge by the minute, others by the call, and some offer unlimited plans. Most startups end up spending $50 to $150 per month depending on call volume. Not bad for something that works 24/7 without asking for time off.

Live receptionist services start around $125 per month and can go up to $700 or more. These plans usually include a set number of minutes or calls, with extra charges if you go over. Keep an eye on your usage or you might get a surprise bill.

Hidden costs to watch for. Some services tack on setup fees, require minimum commitments, or have steep overage rates. Always read the details before you sign up. The advertised price isn’t always the whole story.

Compare this to hiring. A full-time in-house receptionist costs $2,500 per month or more once you add up salary, benefits, and overhead. Even a part-time employee runs $1,000 plus. An affordable virtual receptionist at $50 to $200 per month is a fraction of that, and you don’t have to worry about sick days.

Think about the return. If your average customer is worth $500 and a virtual receptionist helps you land just one extra customer per month, the service pays for itself several times over. That’s math that works in your favor.

How to set up overflow call handling for your startup

Getting started is easier than you might expect. No IT department required. Here’s a simple roadmap.

1. Choose your service. Based on your budget and what you need, pick a virtual receptionist that fits. For most startups, an AI-powered service like Upfirst is a good place to start. You can always upgrade later.

2. Customize your greeting. Write a short script for how you want calls answered. Include your business name and a friendly welcome. The more specific you are, the more professional it sounds. Don’t overthink it, just be clear.

3. Define what information to collect. Tell the service what details you need from each caller. At minimum, you want name, phone number, and reason for calling. Add anything else that helps you follow up.

4. Test it yourself. Call your own number and hear what your callers will hear. This part is actually kind of fun. Make changes until it feels right.

5. Set up call forwarding. Configure your phone system to forward calls when you can’t answer. Most services give you clear instructions for setting this up with your carrier or VoIP provider. It’s usually just a few taps or clicks.

Most AI-powered services take 15 to 30 minutes to set up. You can have it running before the end of your lunch break, which is more than you can say for most business tools.

Common mistakes startups make with virtual receptionists

Here are some pitfalls to avoid so you get the most from your service. Learn from other people’s mistakes.

• Overpaying for features you don’t need. If all you need is message taking, don’t pay extra for appointment scheduling, CRM connections, and lead qualification. Start simple and add features later if you actually need them. You can always upgrade, but you can’t always get a refund.
• Using the default greeting. A generic greeting sounds like you couldn’t be bothered. Take five minutes to write a custom script that reflects your brand and makes callers feel like they called the right place.
• Not checking messages quickly. A virtual receptionist captures the message, but you still need to follow up. Set up notifications so you see new messages right away. A lead that waits too long is a lead that goes cold.
• Never testing the caller experience. Call your own number every once in a while. You might catch problems you’d never notice otherwise. It’s a little awkward, but worth it.
• Signing long-term contracts too early. Test a service for at least a month before you commit to anything longer. Your needs might change as your startup grows, and you don’t want to be stuck paying for something that no longer fits.

Why Upfirst is built for startups

If you’re looking for the best virtual receptionist for overflow call handling and message taking, Upfirst is worth a serious look.

Upfirst is AI-powered, which keeps costs low without cutting corners on quality. It’s built for small businesses and startups, so you’re not paying for features designed for Fortune 500 companies you’ll never use.

Set up in under 30 minutes. You don’t need technical skills or a drawn-out onboarding process. Sign up, set your preferences, and you’re good to go. Most founders get it running the same day they sign up.

Customize using plain language. Tell Upfirst how you want calls handled in your own words. Want it to ask about the caller’s budget? Just say so. Need it to mention your hours? Add that to your instructions. No coding, no confusing menus, no tech headaches.

Handle overflow without the stress. Upfirst can answer multiple calls at the same time. When your lines get busy, it catches every call instead of sending people to voicemail. That’s exactly what startups need when things pick up.

All the features you actually need. Message taking, appointment scheduling, call transfers, and answers to common questions about your business. After every call, you get a clear summary with the caller’s name, number, and reason for calling. No more deciphering muffled voicemails.

Affordable for startups on a budget. No long-term contracts. No hidden fees. Cancel anytime if it’s not right for you. We’re confident you won’t want to.

For startups that need reliable overflow call handling and message taking without spending a fortune, Upfirst is built for exactly that.

Ready to never miss calls?

Try Upfirst today for free. You can try it for 14 days with no credit card required. Get set up in less than 30 minutes and let a virtual receptionist answer calls and capture leads for your startup.