Ultimate guide to virtual receptionist pricing: What you need to know

Here are the main factors in virtual receptionist costs:

1. Virtual Receptionist Pricing Model

Some virtual receptionist services charge based on their time handling your inbound and outbound calls. This model typically involves paying for every minute they are on the phone on your behalf.

Other services charge per call handled, which can be a good option if you expect a low volume of calls but want consistent pricing.

Many providers offer monthly plans that include a set number of minutes or calls. These can range from basic packages for small businesses to more comprehensive plans for companies with high call volumes.

2. Call Volume

The higher the virtual receptionist cost, the more calls your business receives. Companies with a high call volume may require a higher-tier package or more minutes, increasing the virtual receptionist plan and overall expense.

3. Service Hours

If you only need a virtual receptionist service during regular business hours, the cost will be lower.

Offering after-hours and weekend coverage will increase the cost, but it may be necessary if your business operates around the clock or serves global clients.

4. Service Complexity

A virtual receptionist service that simply answers calls and takes messages is generally more affordable.

Meanwhile, the virtual receptionist pricing can increase if your receptionist needs to schedule appointments, provide customer service, or handle more complex tasks (like qualifying leads or processing orders).

5. Customisation & Training

Some virtual receptionist service providers offer customization based on your industry (e.g., medical, legal, or tech). They may charge extra to train receptionists to handle specific calls or software.

Developing custom scripts tailored to your business may add to the overall cost, especially if you require a highly personalized touch.

6. Additional Features

This typically comes at an additional cost if you require a virtual receptionist service fluent in multiple languages. Call recording transcriptions and CRM integrations may incur additional charges depending on the provider.

7. Location of the Virtual Receptionist

US-based virtual receptionists may charge more money than those based in countries with lower labor costs. However, higher local knowledge and communication fluency could justify the price if your clients require a native speaker.

Consider your expected call volume

To optimize costs, consider whether you need 24/7 virtual receptionist service. Many businesses find that a blend of automated responses for after-hours and live receptionists during peak times balances efficiency with cost. 

Also, ask about rollover minutes—some providers let you carry over unused minutes into the next month, which can help prevent overpaying for unused services.

How much does a virtual receptionist charge? Most common pricing models:

1. Per-Minute Billing

This model charges businesses for the exact number of minutes that a virtual receptionist spends handling their calls. The fee is typically calculated down to the second or minute they answer calls, which makes it a flexible option for businesses that don’t receive high call volumes.

It’s best for companies with unpredictable or low volumes of incoming calls, where a flat-rate or monthly plan might lead to paying for unused services.

While the pay-as-you-go flexibility is attractive, remember that per-minute billing can get expensive if you regularly experience long or frequent calls. Additionally, this model may not be ideal for businesses requiring extra tasks like appointment scheduling or detailed customer service, as these activities take longer.

2. Per-Call Billing

Some virtual receptionist services charge per call instead of based on time. Each call is billed flatly, regardless of duration, making this a straightforward pricing option.

This pricing model is optimal for businesses with low call volumes that want predictable costs. It’s also useful for companies anticipating shorter interactions, such as taking messages or providing basic information.

Per-call billing can be cost-effective if your business receives short and simple calls. However, if many calls require complex customer service or last longer than a few minutes, this model may not offer the best value compared to other options.

3. Monthly Subscription Plans

This is one of the most common models, offering businesses a fixed number of minutes or calls per month. Subscription tiers are usually available, with higher tiers offering more minutes or access to additional services.

That’s why this model is most beneficial for businesses with predictable call volumes, where there is a need for consistent, reliable service. The fixed nature of these plans makes budgeting easier.

While monthly plans provide predictability, it is crucial to assess your actual usage carefully. Going over your allocated minutes or calls often leads to extra charges, and underutilizing your plan means paying for services you don’t need. Some virtual receptionists allow rollover minutes or calls, which can offer additional flexibility.

4. Customised Pricing

Some virtual receptionist providers offer fully customized pricing based on a business’s unique needs. This model typically involves a combination of per-minute, per-call, and monthly fees tailored to specific service requirements.

It’s best for larger businesses or companies with complex needs, such as bilingual services, industry-specific professional expertise (like medical or legal), or 24/7 coverage.

While customized pricing ensures you only pay for the services you use, it requires careful negotiation and a detailed understanding of your business needs. There can be hidden costs, such as onboarding fees, call message script customization, and specialized training for receptionists. Review the contract terms and clarify all aspects before signing up.

5. Pay-As-You-Go

This model is a more flexible version of per-minute billing. It allows businesses to purchase credits or minutes in advance and use them as needed. You only pay for the time or calls consumed.

This model can benefit small businesses, startups, or seasonal businesses with highly fluctuating call volumes. 

Pay-as-you-go can be highly cost-effective for businesses with irregular call patterns or short-term needs. However, it may offer a different level of dedicated service or consistency than monthly plans or customized pricing models. Additionally, some providers might have a higher per-minute rate under this model than bulk or monthly subscriptions.

6. Additional Service Fees

Beyond the basic pricing models, many virtual receptionist services offer add-ons or premium services at extra cost. These may include appointment scheduling, bilingual receptionists, call recording, CRM integration, and after-hours support.

This is great for businesses that require more than just basic call-answering services and want to ensure a higher level of service and customer satisfaction for their customers.

While add-on services can enhance customer experience, they often incur additional fees that can inflate your overall costs. It’s important to evaluate whether the extra services are necessary for your business or if there are more affordable ways to achieve similar outcomes.

For example, automated solutions or chatbots could complement your virtual receptionists and handle repetitive tasks like answering FAQs.

Audit your call volume

Before selecting a pricing model, audit your call volume and the types of interactions your business experiences. 

Analyze how many minutes or calls you receive monthly, the complexity of your customer interactions, and whether you need support during after-hours. This will help you choose a pricing model that aligns with your business’s operational needs while avoiding unnecessary costs. 

Additionally, always ask providers if they offer free trials or month-to-month contracts to test their service quality and ensure it fits your requirements before committing to a long-term agreement.

Virtual receptionist costs: What to expect

1. Potential Additional Costs

• 24/7 Service. Standard business-hour service is usually the most affordable, but adding after-hours or 24/7 support will increase the cost. Depending on the provider, expect to pay an additional $100 to $300 monthly for 24/7 coverage.

• Bilingual Receptionists. If you need a bilingual receptionist (e.g., Spanish-English), the cost can be $50 to $150 per month, depending on demand and language pairings.

• CRM Integration. Some providers offer integrations with customer relationship management (CRM) systems. This is typically an additional charge, ranging from $30 to $100 per month, depending on the level of integration required.

• Appointment Scheduling & Other Complex Tasks. More advanced tasks, such as scheduling appointments or order processing, often cost extra. Depending on the tasks’ complexity, expect to pay your virtual receptionists $20 to $50 more monthly.

• Call Recording & Reporting. If you require call recording or detailed reporting, your costs could increase by $25 to $50 per month.

2. Geographical Pricing Differences

• US-Based Receptionists. Services in the US typically charge higher rates because they offer more in-depth local knowledge and culturally aligned communication. Expect costs to be on the higher end, from $200 to $600 per month for basic plans.

• International Receptionists. Services with receptionists based outside the US, particularly in countries with lower labor costs (e.g., the Philippines or India), tend to offer more competitive rates. Basic plans may start at around $100 to $200 per month, offering similar services at a lower cost.

3. One-time fees

• Onboarding Fees. Some services charge a one-time setup or onboarding fee, ranging from $50 to $150. This usually covers customizing scripts, training the receptionist on your company’s specifics, and configuring your account.

• Script Customisation. If you require a highly personalized call script, especially for specialized industries like legal or medical, you may face a setup fee of $50 to $200 for this service.

4. Industries with specialized pricing

• Medical and Legal Receptionists. Virtual receptionist services catering to medical or legal offices tend to charge more because of the specialized knowledge required. Expect to pay between $300 to $800 per month, depending on the volume of calls and additional services like appointment scheduling or client intake.

• Tech Startups and e-commerce. These industries often need virtual receptionists who can provide more detailed product or service information, which can lead to increased costs, especially if they require order processing, CRM integration, or support ticket management.

5. Hidden fees to watch for

• Overage Charges. Overage fees can be steep if you exceed your allotted minutes or calls. These fees can range from $1 to $2 per additional minute or $0.50 to $1 per additional call.

• Rollover Minutes. Some providers allow unused minutes to roll over into the next month, while others do not. Understanding the terms of your contract is essential to avoid paying for unused time.

• Cancellation Fees. Some services may lock you into contracts with hefty early termination fees. Be sure to inquire about cancellation policies before committing.