For accountants, advisers and law firms
AI receptionist for professional firms
The enquiries you lose are the ones that arrive when nobody can answer. An AI receptionist picks them up, every time, and hands your team a booked meeting.
Book a CallAn AI receptionist is software that answers your phone line and website enquiries the way a well-briefed member of staff would. It greets the caller, works out what they need, asks the handful of questions that tell you whether they are a fit, and books them into a diary. When the conversation needs a qualified person it says so and passes it on, with a written summary of everything already discussed.
For a professional firm the value is not novelty, it is coverage. Prospective clients ring at lunchtime, in the evening and during your busiest weeks, which are exactly the moments when a partner or adviser cannot stop to pick up. Voicemail and a contact form feel like silence to someone who has finally decided to act. A receptionist that responds immediately keeps that person engaged until your team is free, and it does so without adding headcount or asking anyone to watch their phone at night.
Where firms lose enquiries today
Calls ring out while everyone is with clients
Small firms rarely have someone free to answer every call. A prospect who reaches voicemail often tries the next firm on their list rather than leaving a message, and nobody in the practice ever learns the call happened.
Out-of-hours enquiries wait until morning
Business owners and private clients research their finances in the evening and at weekends. A web form submitted at nine at night is read the next day at best, by which time the enquirer has spoken to a competitor with a faster reply.
Fee earners end up doing reception work
When there is no dedicated receptionist the overflow lands on qualified staff. Every unqualified call a senior person takes is time not spent on billable or advisory work, and the interruption costs more than the call itself.
Nothing is recorded consistently
Notes from first calls live on sticky notes, in personal inboxes or nowhere at all. When a prospect rings back, whoever answers starts from scratch, which is a poor first impression for a firm selling organisation and care.
What the AI receptionist does
Answers instantly on phone, web chat and WhatsApp
Calls forward to the receptionist when your line is busy or after hours, and the same assistant handles chat on your website. Callers get a natural, polite conversation in your firm's name rather than a menu of options.
Asks your triage questions, not generic ones
We script it from the questions your partners already ask: entity type and turnover for an accountancy practice, investable assets and existing arrangements for an advice firm, matter type and urgency for a law firm. Poor-fit enquiries receive a courteous reply instead of a meeting slot.
Books straight into the right diary
Qualified callers choose a time from live availability in the relevant person's calendar. Confirmation and reminder messages go out automatically, which reduces no-shows without anyone chasing.
Hands over a clean summary
After each conversation your team receives the caller's details, answers to the triage questions and a short summary, and the record lands in your CRM. Whoever picks up the follow-up already knows the context.
Works with your phone line, calendar and CRM
You keep your existing number. Calls divert to the receptionist on rules you choose, such as after six o'clock or when the line is engaged. Bookings sync with Google or Microsoft calendars and contact records flow into the CRM you already use, so the receptionist becomes part of your front office rather than another system to check.
Where the line sits for regulated firms
The receptionist handles administration, never advice. It does not comment on a tax position, an investment, a legal matter or anyone's suitability for a product, and it is built to say plainly that a qualified person will cover those questions. That boundary is configured deliberately, because a confident wrong answer from an automated system is a professional problem for the firm, not merely a lost lead.
Callers are told they are speaking to an automated assistant and, where calls are recorded, that recording is taking place. Personal data is handled under UK GDPR with a clear lawful basis and retention period, and your privacy notice is updated to describe the processing. These steps are part of every setup we deliver rather than an optional extra.
Common questions
Will callers know they are speaking to AI?
Yes. We recommend telling callers at the start of the conversation that they are speaking to the firm's automated assistant, and we set it up that way by default. Being upfront avoids any sense of being misled, and in practice most callers care far more about getting a prompt, useful answer and a booked appointment than about who or what answered.
What happens when it cannot answer a question?
It says so honestly and routes the enquiry to a person, either by booking a call with the right member of staff or by taking a detailed message flagged for follow-up. We configure it to escalate readily rather than improvise, because for a professional firm a guessed answer is worse than a short wait for a qualified one.
Does it replace our receptionist or front-office team?
For most firms it covers the gaps rather than replacing anyone: lunchtimes, evenings, weekends, holidays and the busy weeks when everyone is occupied. Firms without a receptionist use it as their first point of contact. Either way, your people spend less time on routine calls and more on the clients who need them.
Can it work with our existing phone number?
Yes. You keep your number and choose when calls divert to the receptionist, for example when the line is busy, after a set number of rings or outside office hours. Nothing changes for clients who call during the day and reach your team as normal, and the diversion rules can be adjusted whenever you like.
How much does an AI receptionist cost?
Pricing depends on call volume, the number of channels and how much it needs to integrate with, so we quote after a short call about how your firm handles enquiries today. You can compare that quote directly with the cost of extending reception cover, and we can show you a working version scripted for your firm before you commit.
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