AI receptionist vs virtual receptionist: what's the difference?
AI receptionist and virtual receptionist services both help businesses answer calls and support customers — but they work in very different ways.
Understanding the difference is important if you're deciding how to handle inbound calls, bookings, and follow-ups without overwhelming your team.
What is a virtual receptionist?
A virtual receptionist is typically a human service. Calls are answered by trained operators who work remotely on behalf of your business.
Virtual receptionist services are commonly used to:
- Answer calls during business hours
- Take messages
- Transfer calls to the right person
- Provide basic information
Because people handle the calls, virtual receptionists can be flexible and personable — but they're also limited by staffing, availability, and cost.
What is an AI receptionist?
An AI receptionist uses voice technology and conversation logic to answer calls automatically, without relying on a human operator for each interaction.
An AI receptionist can:
- Answer inbound calls 24/7
- Understand caller intent
- Book, reschedule, or cancel appointments
- Run outbound reminders and follow-ups
- Update calendars and systems automatically after each call
Instead of passing information to staff to process later, an AI receptionist can take action in real time.
If you want a deeper explanation, see: What is an AI receptionist?
Key differences at a glance
| AI Receptionist | Virtual Receptionist |
|---|---|
| Automated, software-based | Human-operated service |
| Available 24/7 | Limited by staffing hours |
| Scales instantly | Scales with cost |
| Consistent call handling | Varies by operator |
| Integrates with systems | Usually manual updates |
| Automates post-call admin | Admin handled separately |
Availability and consistency
Virtual receptionist services depend on people being available. During busy periods or outside business hours, coverage may be limited or unavailable.
AI receptionists are always available. They answer every call the same way, follow defined rules consistently, and don't get overwhelmed during peak times.
Bookings, follow-ups, and admin
One of the biggest differences is what happens after the call.
Virtual receptionist services typically:
- Take messages
- Pass details to your team
- Rely on staff to update systems
AI receptionists can:
- Check availability
- Book into the correct slots
- Send confirmations or follow-ups
- Update calendars, CRMs, or practice systems automatically
This reduces admin work and keeps records accurate without manual effort.
Cost and scalability
Virtual receptionist services usually charge per hour, per call, or per minute. As call volume grows, costs increase.
AI receptionists are software-based, which means they can handle higher volumes without needing additional staff. This makes them easier to scale as your business grows.
When does a virtual receptionist make sense?
A virtual receptionist may be a good fit if:
- Call volume is low
- Calls are highly specialised or unpredictable
- You only need basic message-taking or call transfers
When does an AI receptionist make sense?
An AI receptionist is often a better fit if:
- You receive frequent calls
- Bookings and follow-ups matter
- Missed calls impact revenue
- You want admin automated, not just deferred
How Intavia fits
Intavia uses an AI receptionist to answer inbound calls, run outbound booking and follow-ups, and keep your systems in sync automatically.
It's designed for businesses that need reliable call handling, real integrations, and consistent outcomes at scale.
If you want to hear what that sounds like in practice, you can listen to a real call or see how it works in more detail.