Top 11 Best Answering Services for Small Business: Features, Costs & Reviews Compared

11 Best Answering Services for Small Business: Features, Costs & Reviews Compared

Running a small business means juggling multiple tasks, from managing operations to keeping customers happy. When calls go unanswered, it often translates to missed opportunities. Ensuring your customers always connect with a real person—not voicemail—can significantly boost your business’s reputation and success.

Why Do Small Businesses Need an Answering Service

In the competitive landscape of today's market, small businesses can't afford to miss any opportunities. An unanswered call might be a lost sale, a dissatisfied customer, or a missed partnership. However, managing every call while handling daily operations can be overwhelming. This is where an answering service becomes invaluable.

An answering service ensures that every call is greeted by a professional, enhancing customer satisfaction and portraying a reliable image of your business. With the advent of modern technology, AI answering services have revolutionized how businesses handle customer interactions. It allows you to:

• Never Miss a Call: With 24/7 availability, answering services ensure all customer inquiries are addressed promptly.
• Improve Customer Experience: Professional agents provide personalized assistance, increasing customer loyalty and trust.
• Focus on Core Business Activities: By handling routine calls, an answering service frees up your time to concentrate on growing your business.
• Reduce Costs: Instead of hiring full-time staff, an answering service provides a cost-effective solution with scalable plans.
• Enhance Professionalism: With features like customized greetings and call routing, your business operates smoothly and appears more established.

Investing in an answering service can be a strategic move that offers significant returns in customer engagement and operational efficiency.

Benefits of Answering Service for Small Business

Implementing an answering service brings a multitude of benefits that can propel small businesses toward greater success. With advancements in technology, incorporating revolutionizing operations with AI further amplifies these benefits. Here are some key advantages:

• Increased Customer Satisfaction: Customers appreciate immediate responses. An answering service ensures they are promptly attended to, boosting satisfaction and loyalty.
• Cost-Effective Solution: Hiring additional full-time staff to handle calls can be expensive. Answering services offer a more affordable alternative with flexible pricing plans.
• 24/7 Availability: Your business remains accessible to customers around the clock, catering to different time zones and emergency inquiries.
• Professional Image: Trained professionals handle your calls, projecting a polished and trustworthy image to callers.
• Scalability: As your business grows, answering services can easily scale to accommodate increased call volumes without requiring significant changes on your end.
• Focus on Core Operations: With calls managed, you and your team can concentrate on essential business functions, improving productivity and maximizing efficiency.
• Missed Call Reduction: By ensuring all calls are answered, you minimize the risk of losing potential leads or sales opportunities.
• Multilingual Support: Many services offer support in multiple languages, helping you connect with a broader customer base.
• Improved Call Management: Features like call screening, routing, and message taking streamline communication and ensure important calls reach the right people. AI call assistants can further enhance these processes.
• Enhanced Appointment Scheduling: Efficient handling of appointments and reservations with appointment scheduling tools helps in maintaining an organized schedule and reduces no-shows.

Leveraging these benefits can provide small businesses with a competitive edge, fostering growth and customer loyalty in a crowded marketplace.

Things to Consider While Choosing an Answering Service for Small Business

Selecting the right answering service for your small business is crucial to ensure seamless communication and customer satisfaction. Here are key factors to consider when making your choice:

• Service Availability: Determine whether you need 24/7 coverage or specific hours of operation. Ensure the service can accommodate your business hours and peak call times. Consider whether they provide local business phone services in your area, which can enhance trust with local customers.
• Industry Experience: Look for providers with experience in your industry, as they will be better equipped to handle specific customer inquiries and understand industry terminology.
• Customization Options: The ability to customize call scripts, greetings, and processes ensures the service aligns with your brand identity and meets your specific needs.
• Pricing Structure: Evaluate the pricing plans carefully. Consider services that offer flexible plans with transparent costs to avoid unexpected fees. Pay attention to per-minute charges, monthly fees, and any additional costs.
• Scalability: Choose a service that can grow with your business. As your call volume increases, the provider should be able to scale up services without disruption. Look for mid-market solutions that accommodate your expanding needs.
• Staff Training and Professionalism: The quality of the agents is vital. Ensure the provider invests in staff training so that agents can handle calls professionally and represent your business effectively.
• Technological Capabilities: Modern answering services should integrate with your existing systems like CRM, calendars, and other software. Consider services that offer AI virtual assistant solutions and AI phone integration to enhance efficiency. Check for compatibility and the ability to receive messages via your preferred channels (email, SMS, app notifications).
• Language Support: If your customer base is multilingual, consider services that offer bilingual or multilingual support to cater to all your customers.
• Security and Compliance: For businesses handling sensitive information, ensure the provider complies with industry regulations such as HIPAA for healthcare or GDPR for data protection.
• Customer Support and Account Management: Reliable customer support from the answering service provider is essential. Having a dedicated account manager can help address issues promptly and customize services as needed.
• Trial Periods and Guarantees: Providers that offer trial periods or money-back guarantees can give you confidence in their services before making a long-term commitment.

Taking the time to assess these factors will help you select an answering service that fits your business needs, enhances customer satisfaction, and supports your growth objectives.

11 Best Answering Services for Small Business

1. GoodCall – The Best Answering Service for Small Business

GoodCall, with its advanced AI phone agent capabilities, delivers exceptional service with a mix of advanced technology and personalized human touch. Designed specifically for small businesses that need reliable and professional call management, GoodCall has positioned itself as a trusted partner in customer communication solutions.

Features

• 24/7 Live Answering: Always available to handle customer calls with professionalism.
• Bilingual Support: Services in English and Spanish to broaden your customer reach.
• Call Routing and Screening: Directs important calls to the right team members, minimizing interruptions.
• Message Taking: Captures and delivers messages accurately via email or SMS.
• Appointment Scheduling: Manages your calendar efficiently, helping reduce scheduling conflicts.
• CRM Integration: Syncs with your existing systems to streamline call management and customer service.

Pricing

• Starter Plan: $59 per agent per month, includes 1 form, 1 logic flow, support for 3 team members, and 100 unique customers.
• Growth Plan: $99 per agent per month, offers 3 forms, 3 logic flows, support for 9 team members, and 250 unique customers.
• Scale Plan: $199 per agent per month, provides 25 forms, 25 logic flows, support for 50 team members, and unlimited customer details.

Benefits

• Reduces missed calls by up to 30%
• Increases customer satisfaction with a 4.9-star rating on Trustpilot; read more customer testimonials
• Supports businesses across industries, including healthcare, legal, tech, and more specialized fields like AI phone services for painting

Why is GoodCall the Best Answering Service for Small Business

GoodCall distinguishes itself as the best answering service for small businesses due to its seamless blend of cutting-edge technology and personalized human interaction. Its affordable and scalable pricing plans are tailored to fit businesses at various growth stages, ensuring you only pay for what you need. With 24/7 live answering and bilingual support, GoodCall ensures that every customer call is handled promptly and professionally, enhancing customer satisfaction and loyalty. The advanced features like CRM integration and appointment scheduling streamline operations, saving you time and resources. GoodCall has a proven track record of transforming business with AI, enhancing customer communication and operational efficiency. GoodCall’s commitment to reducing missed calls and improving customer engagement makes it the ideal choice for small businesses aiming to enhance their customer communication without overextending their budget.

2. Ruby

Ruby was founded in 2003 and is headquartered in Portland, Oregon. Ruby emphasizes personal touch and professionalism, making every call feel valued.

Features

• Live Virtual Receptionists: Friendly, US-based professionals who answer calls with personalized greetings.
• 24/7 Answering Services: Guarantees prompt responses, enhancing customer satisfaction.
• Call Screening and Forwarding: Filters and directs important calls, saving time.
• Message Taking: Delivers accurate caller information via email or text.
• Appointment Scheduling: Manages your calendar seamlessly.
• Mobile App for Call Management: Provides real-time updates and call logs.

Pricing

• Starting at $299/month

Benefits

• Significant reduction in missed calls
• Over 10,000 businesses served
• 4.8-star rating on Trustpilot

3. VoiceNation

VoiceNation was established in 2002 and is based in Buford, Georgia. VoiceNation offers affordable services without sacrificing quality.

Features

• 24/7 Live Answering: Ensures all calls are answered by live agents, providing a professional touch at any hour.
• Bilingual Support: Offers services in English and Spanish to cater to a diverse customer base.
• Customizable Scripts: Tailors receptionist scripts to match your brand's voice and specific instructions.
• Comprehensive Caller Information Collection: Gathers detailed information from callers to aid in follow-ups and lead generation.
• HIPAA-Compliant Services: Provides secure and confidential handling of sensitive information for healthcare providers.

Pricing

• Starts at $50/month for 30 minutes

Achievements

• Ranked #1 for customer satisfaction
• Handles over 600,000 calls annually
• 99.9% uptime, ensuring reliability
• Customer satisfaction rating: 98%

4. Smith.ai

Smith.ai was founded in 2015 and is headquartered in Palo Alto, California. Smith.ai combines professionalism with technology to provide top-tier answering services.

Features

• 24/7 Live Receptionists: Professional agents available around the clock to answer calls promptly.
• AI-Powered Call Routing: Intelligent systems direct calls efficiently to the appropriate person or department.
• Call Screening: Filters spam and unwanted calls, allowing you to focus on important business matters.
• Lead Capturing: Captures and qualifies potential leads during the call, helping grow your customer base.
• Appointment Booking: Schedules appointments directly into your calendar, reducing administrative tasks.
• Integrates with Existing Software (Over 50 Tools): Seamlessly connects with CRMs, calendars, and other business tools for streamlined operations.

Pricing

• Starts at $240/month for 30 calls
• Guarantee: 14-day money-back

Performance

• 95% of calls answered within first three rings
• Serves over 5,000 businesses worldwide
• Up to 40% increase in lead conversion rates reported by clients

5. AnswerConnect

AnswerConnect has been connecting businesses with their customers since 2002. Headquartered in Portland, Oregon, AnswerConnect ensures 24/7 customer connection.

Features

• 24/7 Call Answering: Live agents answer every call promptly, providing excellent customer service any time of day.
• Live Chat Support: Engages website visitors in real-time, converting them into customers.
• Appointment Scheduling: Coordinates schedules with callers, integrating with popular calendar systems.
• CRM Integration: Automatically syncs call data with your CRM for efficient customer management.
• Multi-Channel Support (Phone, Chat, Email): Handles customer inquiries across various platforms, ensuring consistent communication.

Pricing

• Starts at $269/month for 100 minutes

Performance

• Handles over 1 million calls per year
• Reduced hold times by 60% on average
• Customer satisfaction rate: Over 98%
• A team of over 1,200 trained experts providing quality service

6. Abby Connect

Abby Connect was founded in 2005 and is based in Las Vegas, Nevada. Abby Connect is known for top-notch customer service.

Features

• Dedicated Receptionists: Assigns a small team familiar with your business for personalized caller experiences.
• Bilingual Services: Offers live answering in both English and Spanish, expanding your reach.
• Appointment Scheduling: Manages appointments with precision, integrating with your existing calendar system.
• Call and Text Answering: Handles both calls and text messages, ensuring all customer communications are addressed.
• Customized Greetings: Uses personalized greetings that reflect your brand's image and values.

Pricing

• Starts at $279/month for 100 minutes

Benefits

• Free 14-day trial available
• 4.9-star rating on Clutch.co
• Increases in customer satisfaction and lead conversions reported by clients

Experience

• Specializes in small businesses across various sectors like legal, finance, and real estate
• Personalized receptionist teams build rapport with frequent callers

7. MAP Communications

MAP Communications was founded in 1990 and is headquartered in Chesapeake, Virginia. With over 30 years of experience, MAP Communications offers a personalized service approach.

Features

• 24/7 Answering: Provides continuous coverage to ensure no call goes unanswered.
• Virtual Receptionist Services: Teams act as an extension of your business, handling calls professionally.
• Bilingual Support: Offers services in English and Spanish to accommodate more customers.
• Customized Call Scripts: Develop tailored scripts to represent your brand accurately.

Pricing

• Customized upon request, with plans starting around $42/month

Performance

• 98.5% first-call resolution rate
• Over 25 years of industry experience
• Flexibility to scale services as your business grows

8. Nexa

Nexa was founded in 1982 and is headquartered in Phoenix, Arizona. Nexa offers specialized support for specific industries such as healthcare and legal.

Features

• 24/7 Answering: Ensures clients can reach you at any time, improving accessibility.
• Bilingual Receptionists: Provides support in both English and Spanish.
• Lead Qualification: Identifies and prioritizes high-quality leads for your business.
• CRM Integration: Syncs data with your systems for efficient tracking and follow-up.
• Appointment Scheduling: Books appointments directly, reducing scheduling conflicts.

Pricing

• Starting at $239/month for 100 minutes

Benefits

• Serves over 2,000 clients in specialized industries
• 35% increase in appointment bookings
• 25% increase in client retention

9. Moneypenny

Moneypenny was founded in 2000 in the United Kingdom and has expanded to the United States with offices in Atlanta, Georgia. Moneypenny provides dedicated receptionists.

Features

• 24/7 Service: Keeps your business open around the clock for customer inquiries.
• Call Forwarding: Routes calls to your team efficiently, ensuring important calls are never missed.
• Appointment Scheduling: Manages appointments directly, reducing scheduling conflicts.
• Live Chat Support: Engages customers on your website, increasing engagement and sales opportunities.

Pricing

• Tailored upon request

Achievements

• 4.9/5 rating on Trustpilot
• Handles over 20 million calls and live chats annually

Benefits

• 45% improvement in customer engagement
• A dedicated receptionist builds familiarity with your business

10. AnswerFirst

AnswerFirst was established in 1998 and is based in Tampa, Florida. AnswerFirst keeps businesses responsive 24/7.

Features

• 24/7 Answering: Provides constant availability to your customers.
• Bilingual Support: Communicates effectively with English and Spanish-speaking clients.
• Call Forwarding: Transfers calls in real time to the appropriate parties.
• Secure Message Delivery: Ensures that messages are delivered securely and confidentially.

Pricing

• Per-minute model, starting at $1.30 per minute

Performance

• 99.99% system uptime
• ISO 27001 certification for information security
• Manages over 4 million calls yearly

11. OfficeHQ

OfficeHQ was founded in 2003 in Australia and offers simplicity and efficiency in call answering services.

Features

• 24/7 Availability: Ensures your business is always reachable.
• Message Taking: Records and forwards detailed messages, keeping you informed.
• Appointment Scheduling: Arranges meetings and appointments directly with callers.
• Virtual Receptionist Services: Professional agents represent your brand with personalized greetings and responses.

Pricing

• Starting at $95/month for 50 calls

Experience

• Handles over 1 million calls annually

Benefits

• 50% reduction in missed calls
• Increased customer satisfaction and opportunities
• User-friendly online portal for account management

Summing Up

Choosing the best answering service for small business can transform your operations, ensuring every customer interaction is handled with care. GoodCall stands out as the top choice, offering a blend of technology and human service that keeps your business connected 24/7. With options ranging from AI-driven solutions to industry-specific support, these answering services help you focus on what you do best—growing your business, knowing your customers are in good hands.