Before you buy an AI receptionist, ask where its answers come from, what it does when it does not know, how it hands over to a person, and what the full cost is. The ten questions below cover these points and more. Send them to every provider and compare the written answers.
How to use this list
Sales pages for AI products often sound alike. The differences show when you ask precise questions and ask for a live demo with your own examples.
- Send the same questions to two or three providers.
- Ask for answers in writing.
- Prepare five real customer questions from your business and use them in every demo. Include one question the assistant should not be able to answer.
If you are still deciding if this kind of tool fits you at all, read what an AI receptionist is and what it can do first.
Questions 1 to 4: answers and honesty
1. Where do the answers come from?
Look for: only from information your business provides and approves, such as hours, services, prices and policies. Red flag: 'it knows everything' or no clear source.
2. What does it do when it does not know?
Look for: it says so, takes the person's details and passes them on. Test this in the demo with your trick question. Red flag: it makes up an answer.
3. Does it tell people that it is an AI?
Look for: yes, at the start of the conversation. This is the honest default. The EU AI Act also contains transparency duties for AI systems that interact with people. Red flag: a provider that advertises 'callers will never know'.
4. How does the handover to a person work?
Look for: a clear path. Who gets told, by which channel, how fast, and with which details? What happens outside your working hours? Red flag: the customer is told to 'call back later' and nothing is recorded.
Questions 5 to 7: daily work
5. Which channels does it cover?
Website chat, phone, messaging apps? Many products cover only one or two. Match this with the channels your customers really use.
6. Does it work with my calendar and tools?
Look for: a direct connection to the calendar or booking system you use today, so it can offer real free slots. Ask what happens with double bookings and cancellations. Red flag: 'we can build that' without a date or price.
7. How do I change information, and how fast does it take effect?
Prices, holidays and staff change. Look for: you can update it yourself or the provider does it within a stated time. Ask if you can read past conversations, because that is how you find gaps and mistakes.
Questions 8 to 10: data, money and exit
8. Where is the data stored, and who can see it?
Ask for the storage location, how long conversations are kept, how you delete them, and if conversations are used to train AI models. In the EU and UK you will usually need a data processing agreement with the provider. Rules differ by country. This is general information, not legal advice.
9. What is the full cost?
Ask for every item:
- setup fee
- monthly fee
- limits on conversations or minutes, and the price above the limit
- cost of changes and extra channels
- phone number or telephony charges
10. What are the contract terms, and what happens when I leave?
Look for: a short minimum term, a clear notice period, and the right to export or delete your data. Ask what happens to your phone number if you leave. Red flag: a long lock-in before you have tested anything.
An email you can copy
Send this to each provider on your shortlist:
Hello,
we are a [type of business] with about [number] enquiries a month by [phone / website / messaging]. We are comparing AI receptionist products. Please answer these points in writing:
1. Where do the assistant's answers come from?
2. What does it do when it does not know an answer?
3. Does it tell people it is an AI?
4. How does the handover to a person work, also after hours?
5. Which channels are covered?
6. Does it connect to [your calendar or booking tool]?
7. How do we update information, and can we read past conversations?
8. Where is data stored, how long, and is it used for training?
9. What is the full cost, including limits and extras?
10. What are the minimum term and notice period, and can we export our data?
We would also like a live demo with five of our own questions.
Thank you,
[Name]
Compare the answers
Put the answers in a simple table. One row per question, one column per provider. Mark each cell as clear, vague or missing. A provider with many vague cells before the sale will not get clearer after it.
| Question | Provider A | Provider B |
|---|---|---|
| 2. Unknown questions | Clear: says so and takes details | Vague |
| 9. Full cost | Clear: all items listed | Missing: overage price |
Then weigh what matters most to you. For most small businesses, questions 2, 4 and 9 decide.
You can put these same questions to us. The 24/7 AI Receptionist from Astranode is in early access. It answers from your approved information, tells people it is an AI assistant, books appointments and hands over to a person. The price is $1,500 for setup and $199 a month.
Ask every provider the same ten questions in writing and test a demo with your own customer questions, including one the assistant should not be able to answer.