Virtual Receptionist
Every business has a front desk, even when it does not have a desk. Calls need answering, appointments need booking, messages need routing and the inbox needs someone watching it. Answering services cover the phone but cannot do the work behind it; a full-time in-house receptionist is a big hire for a small business.
A virtual receptionist from Virtual Assistant Capital is one dedicated remote person who works your hours, answers your calls with your scripts, books into your calendar or software, and does the admin around each call: logging, follow-up and reminders. Because they are yours, callers hear the same person every day.
What your VA takes on
- Call answering: your line forwarded during agreed hours, answered in your business name with your greeting and script.
- Booking and scheduling: appointments booked into your calendar or practice software, confirmations and reminders sent.
- Message routing: urgent calls escalated by your rule, everything else logged and passed on in one daily summary.
- Inbox and chat: website chat, contact forms and the shared inbox answered or routed.
- Call-backs: returning missed calls and voicemails quickly, which is where many leads are lost.
- Front-desk admin: intake forms, data entry, CRM updates, follow-up emails after each call.
A typical week
- Morning: open the lines, clear overnight voicemails and web forms, confirm today's appointments.
- Midday: calls and bookings, chat and inbox.
- Afternoon: call-backs, follow-up emails, tomorrow's confirmations.
- End of day: one summary of calls, bookings and anything waiting on you.
- Weekly: missed-call and booking report so you can see what the phone is worth.
Tools they work in
- Phones: RingCentral, Dialpad, Aircall, Google Voice, Microsoft Teams Phone or call forwarding from your line
- Calendars and booking: Calendly, Acuity, Google and Outlook calendars, or your industry software
- CRM and inbox: HubSpot, your CRM, shared inboxes and live chat
The bright line
A virtual receptionist covers the hours on your plan; one person cannot cover 24/7 alone. For overnight calls, many businesses keep voicemail or an answering service and have the VA return those calls first thing. The VA gives callers information from your scripts and never advice that needs your licence or judgement.
Signs it is time
- Calls go to voicemail during busy periods.
- Missed calls are returned the next day, or never.
- You or a senior person answer the phone and lose focus.
- An answering service takes messages but nothing gets done with them.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Compared with an answering service charging per minute, a dedicated receptionist costs the same every month however many calls you get, and does the follow-up work too. Essentials covers 20 hours a week; full-time cover is the Executive plan.
Your first 30 days
- Week one: scripts, greeting, escalation rule and booking rules written down.
- Week two: calls forwarded in your quietest hours first.
- Week three: full coverage of your plan hours, call-backs and inbox.
- Week four: weekly call report and adjustments.
Related
- Appointment setter virtual assistant
- Customer service virtual assistant
- Virtual assistant for medical practices
- Virtual assistant for law firms
- All industries we support
FAQ
How is a virtual receptionist different from an answering service? An answering service takes messages for many companies. A virtual receptionist is one dedicated person who knows your business, books appointments and follows up.
Can a virtual receptionist work my business hours? Yes. Tell us your time zone and hours and we match a VA who works them.
Will callers know they are remote? Calls are answered in your business name with your script.
What happens with urgent calls? They follow the escalation rule you set, every time.
Can they answer calls for a medical or legal office? Yes, for administrative calls, with the privacy and confidentiality rules you agree with us first.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.